All facility use requests must be entered in to FMX

Facility Use Request submissions are encouraged to be submitted no less than 14 business days prior to the requested event. All facility use requests are submitted to the Facilities Coordinator at the Administration Building.

On April 22, 2024, the Richmond Board of Education voted to adjust the definition of “Groups” utilizing the District’s facilities as well as the fee structure applied, retroactive. The process to reserve any facility, room or field continues through the online Facility Use system, FMX. Below you will find the definition and fees approved by the Board of Education.

School organizations directly affiliated and supported by Richmond Community Schools shall not be charged a Facility Fee. Events for school organizations shall have priority over all other events.

Non-profit organizations that are directly affiliated with Richmond Community Schools shall not be charged a Facility Fee. “Direct Ties” is defined as organizations whose purpose and mission is to support the students of Richmond Community Schools and the District OR at least 75% of the students participating in the event are enrolled in Richmond Community Schools. The City of Richmond and the Township of Casco, Columbus, Lenox and Richmond shall be defined in this group. If custodial coverage is required, at the discretion of the Superintendent, a $30 per hour charge may be assessed to cover the cost of personnel assigned to the event. The Superintendent’s discretion shall be based on, but not limited to the type of event, the date of the event, the number of people attending the event, the set-up of the event, and the facilities requested.

All other non-profit organizations shall be charged a Facility Fee of 25% of the Board approved rate. If custodial coverage is required, at the discretion of the Superintendent, a $30 per hour charge may be assessed to cover the cost of personnel assigned to the event. The Superintendent’s discretion shall be based on, but not limited to the type of event, the date of the event, the number of people attending the event, the set-up of the event, and the facilities requested.

For profit organizations shall be charged a Facility Fee of 100% of the Board approved rate. In addition, a rate of $30 per hour charge shall be assessed for the cost of assigning custodial personnel to the event. State law prohibits smoking in any school facility or grounds at any time.

$100 per hour Monday - Thursday

$150 per hour Friday - Sunday

All rentals of the auditorium will incur a technician fee of $35 per hour for the operation of the sound booth. This fee is applicable for the duration of the event to cover the cost of technical support. However, should an approved technician, who has been pre-identified and sanctioned by the district, volunteer their time to operate the sound booth, the organization will be exempt from the technician fee.

$100 per hour - High School Gymnasium

$50 per hour - High School Auxiliary Gymnasiums

$75 per hour - Middle School Gymnasium

$50 per hour - Will L. Lee Elementary Gymnasium

$50 per hour

When renting the cafeteria, you will have access to the full space of the facility. However, please note that access to the kitchen is not included in the standard rental fee. Should you wish to utilize the kitchen facilities for your event, an additional charge will apply. This fee covers the cost of district-assigned food service personnel, who will be required to manage and oversee kitchen operations during your event.

$50 per hour

Usage of the Media Center includes access to the main Media Center area but does not extend to the computer labs situated within the Media Center at either the elementary or high school. If access to the computer labs is required, additional arrangements and fees will need to be made.

$50 per hour

For all events that involve the use of a computer lab, a district-assigned Network / Computer Technician will be provided to ensure proper setup and support. This service is included in the hourly fee for the use of the computer lab, with no additional charges applied for the technician's services. The technician will be responsible for overseeing the technical aspects of the computer lab to facilitate a smooth and efficient experience for all users.

$25 per hour

During the academic year, except for reservations of the Auditorium, only those classrooms that are not regularly scheduled for instructional purposes or those that are currently vacant will be available for booking. This policy ensures that classrooms dedicated to ongoing educational activities remain accessible for their primary use, while accommodating requests for classroom space as available.

$100 per hour

All events utilizing the Football / Soccer Field or Track that require lights will be charged an additional $50 per hour.

$75 per hour

The Football Practice Field is situated behind the high school, offering ample space for training sessions. The Soccer Practice Fields are located in two areas: one behind the middle school and another near the elementary school. The Baseball Fields are positioned adjacent to the athletic stadium and also near the elementary school, providing convenient access for both players and spectators. Additionally, the Softball Fields can be found behind the middle school, designed to accommodate practice and games for the team.

Fields shall be cut and maintained according to the agreement with the district’s lawn contractor, under the approval of the Superintendent. Organizations requesting the district to stripe the fields shall be assessed a fee according to the agreement with the district’s lawn contractor. Groups desiring to stripe and line fields themselves may do so only with prior approval of the Superintendent or designee.

At no time shall an organization, regardless of the group they are assigned, cut the lawn, trim trees or make repairs to the district’s facilities without the prior authorization of the Superintendent. An organization who is non-compliant may result in a suspension of current and future use of the facilities.

After submission of the Facility Use Agreement, the Event Coordinator will be issued a login for the Facility Use system, FMX. The dates, times, and resources needed will be scheduled by the Event Coordinator through the site. After review by the Facilities Director, an estimate of charges will be sent to the Event Coordinator for approval. Once approved, an invoice will be emailed to the Event Coordinator. Individuals requesting the use of District facilities, including fields, will be responsible for payment for all costs incurred, including the cost per hour charged for the use of facility, required personnel and equipment fees. The District requires full payment of facility use fees, required personnel fees and equipment fees upon approval of facility use. If the event requires an estimate, 100% of the estimate must be paid in advance with any extra amount due within thirty (30) days of the event, after all costs are determined.

Using the dates, times, and locations specified in the Facility Use system for the rental, the Facilities Secretary will program the desired building entrances to be unlocked. No swipe cards or keys will be issued to non-district employees.

For events that occur within the building, the assigned custodian, who may not be scheduled to work within the building where the event is taking place, shall unlock any rooms approved on the facility use request. A custodian may be assigned to a specific event within a building depending on the type of event, the date of the event, the number of people attending the event, the set-up of the event, and the facilities requested. At no time will keys be issued to non-district employees.

For events that only occur outside of the buildings, the event coordinator shall be given a telephone number to call if they are in need of custodial assistance.

1. State law prohibits smoking in any school facility or grounds at any time

2. Alcoholic beverages shall not be brought or consumed at any time.

3. No activity with open flames shall be permitted, unless prior approval is received by RCS and the fire department.

4. All persons or groups using school facilities shall be responsible for the proper supervision, control, and accommodation of persons attending the activity.

5. Richmond Schools, its Board of Education, or its representatives will have first priority to conduct school business. The Facilities Coordinator reserves the right to bump scheduled events due to unforeseen circumstances.

6. All persons or groups using school facilities shall comply with any special regulations such as moving or storing equipment, arranging sound or other electrical equipment, safety precautions, etc.

7. In the absence of any professional employee of the district, school facilities shall be under the direct control of the attending custodian.

8. All persons or groups shall assume all liabilities for damages or injuries which may occur as a result of either the acts of neglect of the user or their agents, servers, and employees.

9. Persons or groups who fail to live up to the policies and regulations established by the Superintendent of Schools shall subject themselves to forfeiture of all privileges of future use of RCS district facilities.

10. All groups must provide RCS with a copy of liability insurance, naming RCS as an additional insured.

A user will not damage facilities or equipment and will ensure that the facility is cleaned and free from litter at the end of the period usage. The user will be responsible for the cost of repair or damage and for the cleaning of used spaces and removal. lf litter caused by the use of the facility. Failure of the organization/group/individual to meet this obligation within thirty (30) days of billing will be cause to deny that organization/group/individual from further use of school facilities and may be cause for the initiating of legal action against the offender. In the event of any suit or action on this agreement the renting organization/group/individual or designated representative agrees to pay such additional sum(s) as the court may adjudge reasonable to the allowed plaintiff therein for the legal fees and if an appeal is taken in any such suit or action, such further sum as the appellate court may deem reasonable as plaintiff’s attorney’s fees on such appeal.

I certify that I am the Facility Use Event Coordinator or authorized representative of the Coordinator and that the information I’ve provided above is true and correct. Applicant agrees to the Rules of Conditions of Use.