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    Facilities Request

    Debbie Stockstill   Phone: (573) 842-2069  -  Fax: (573) 433-2959  -  Email: dstockstill@waynesville.k12.mo.us

    WHS

    The Waynesville R-VI School District's Facility Requests are managed through an online application process.  This page contains all the information you need to submit a Facility Request.  Please fully review ALL information on this page, and contact the District Facility Request Facilitator (above) if you have any questions/concerns.

    Steps to Submit a Facility Request:

    1. Review ALL documents listed under "Important Links" section below.
    2. If you have not already registered with the Waynesville R-VI School District's Facility Request System, please follow the Registration Process instructions below.
    3. Submit your Facility Request online. Please follow the How to Submit a Facility Usage Request instructions below.
    4. Download/Print the "Agreement to Hold Harmless and Indemnify" (in the Important Links section). Complete this form, obtain signatures from ALL participants (and/or guardian). Return this form by either attaching it to your online request, or by faxing/email to the District Facility Request Facilitator.
    5. Your request will go to the requested facility's administrator (Building Principal/Supervisor) for initial approval.
    6. If approved, your request will go to the District's Facility Request Facilitator for review and final approval.
    7. Your request will be reviewed to ensure everything is in order, including mandatory insurance coverage and completed "Agreement to Hold Harmless and Indemnify" form.
    8. You may receive correspondence from the District requesting additional information.
    9. Upon final approval, you will receive an email notifying you your request has been approved.
    10. Check back on the status of your request at any time by logging in (Click Here) and go to the "My Requests" tab.

     


    Important Links

    KG-AP: District Policy on Community Use of District Facilities (PLEASE REVIEW)

    Agreement to Hold Harmless and Indemnify (this form must be completed and signed by ALL participants prior to facility usage)

    Facility Usage Fee Schedule (fees may apply for Facility Usage)

    MUSIC Special Events Insurance (insurance is required to use a District Facility)

     


    Registration Process

    Before you can reserve a facility, you must register your organization:

    • Go to Facility Use Calendar. (Click Here)
    • In the upper right corner, click on "Log in to Request Facility Use."
    • Click to Create an Account.
    • Read and agree to abide by the District's terms and conditions.
    • Provide your contact information.
    • Add the organization(s) with which you are affiliated.
    • Review information and submit your registration request.

     


    How to Submit a Facility Usage Request

    Once your organization has been approved, you may submit a facility usage request. These requests must be made at least 2 weeks prior to the event.

    NOTE: Depending on your organization type, you may be charged a fee. Please review the Facility Usage Fee Schedule under the Documents tab (above). Once you submit your request and it is determined by district staff that you will be charged a fee, you will receive an invoice. To pay this invoice, log back in to the community calendar, click on My Requests, and you will see a link to pay your invoice.

    • Go to Facility Use Calendar. (Click here)
    • In the upper right corner, click on "Log in to Request Facility Use."
    • Log in using the email address and password submitted as part of your registration.
    • Click the Request Facility Use tab at the top of the page. There are two schedule types:
      1.The Normal Schedule allows you to request from one to up to 20 events. All events should be in the same room(s) at the same time over different days.
      2. The Recurring Schedule allows you to choose up to 100 events in the same room(s) at the same time over different days. These events are scheduled on a recurring basis (i.e. every Monday and Wednesday for a month or every Sunday for a year, etc.)
    • Click the icon for the appropriate schedule type.
    • Fill out the required fields including event title, location (school or facility), room(s), date(s), and start and end times.
    • Click the Search button to check availability.
    • If the space is available, click Next. If not, click Previous and select a different facility and/or room(s).
    • Provide event information.
    • Answer required questions in the Additional Information section.
    • Select your organization and the main point of contact for the event.
    • Request any additional maintenance services that may be needed.
    • Enter total attending; you may break that down by adults and children.
    • Please attach your proof of insurance in the "File Attachments" section by clicking on "Add New File".  If you do not currently have proof of insurance, you may submit the request without.  However, your request will not be approved until you have provided proof of insurance, either online, or by fax/email/mail to the District's Facility Request Facilitator.
    • Sign using your email address and check the box to confirm that you have previously read and agree with the terms and conditions of facility usage.
    • Click Save to submit your request.
    • Once you receive the invoice for the application processing fee, log back in to your account, click on the My Requests tab to find the link to pay online.

    You will receive an email notification confirming your request was received along with a schedule ID number, followed by an email confirming or denying your request. You may access information about your previous requests by clicking on the My Requests tab.

    Once your application has been processed, you may receive (if fees applied to your Facility Request) an additional invoice which must be paid in full prior to your use of the facilities. Log back into your account and click on the My Requests tab to pay your invoice.  **(Online payments are not yet available; payments can be made via our offices or via mail in the form of Check, Cashier’s Check or Money Order.)