Facility Rental FAQs

How much does it cost to rent a Kent City Schools District facility?

See the fee schedule here. If you have any questions regarding fees, please contact the Business Office at 330-676-7650.

• A deposit may be required prior to the event. You will be notified of any deposit requirements when the contract is presented for signature.
• Checks should be made payable and mailed to Kent City Schools, 321 N Depeyster St., Kent, OH  44240,Attention:  Business Office.
• Please note that if a custodian is required after normal working hours, a cost recovery fee will be included in the fee. We also charge for opening the building before you arrive, and closing the building after you leave. The auditorium manager and auditorium student worker rate will be charged for the length of the high school auditorium event, including setup and shutdown time.
• The remaining balance will be due upon receipt of the invoice following the event. Additional charges will be assessed for damage or additional time beyond the originally contract hours.

All organizations and/or groups are required to provide a Certificate of Insurance to accompany the signed agreement with the following minimum requirements:

• Commercial General Liability coverage, providing “public liability.”
• Limits of not les than $1,000,000 each occurrence, $2,000,000 aggregate.
• Kent City Schools named as an additional insured.

Am I allowed to use other areas of the building and are other visitors not stated on the contract allowed to come?

• The facilities as stated in the contract shall be the only area(s) used by the authorized group and only members of the group will be admitted and all will remain in the area agreed upon.
• The authorized group must ensure proper conduct of all participants. 

Who is responsible for injuries or damages to the facility?

• The authorized group is responsible for injuries to attendees and any damage to the facilities. The District, nor the Board of Education will not be held liable for injuries sustained by any person or to damage to any property.
• The lease holder agrees to be responsible for any damage that has occurred to the facility, equipment or grounds during the use of the facility (as judged by the district representative).

What happens if school is cancelled?

• In the event that schools are closed due to emergency causes (i.e. snow, power outage, etc), an effort will be made to inform the lease holder; however, it shall be assumed that the lease holder is aware when all school and rental activities are cancelled. Such closings are broadcast through local media. 
• If cancellation is necessary, every effort will be made to make other arrangements for the authorized group.
• Deposits are refundable if the school district causes the cancellation.

What if I need to cancel?

• If a deposit is required, it will be fully refunded if notification is given at least TWO days before the event. Cancellations made less than two days before the event will result in the forfeit of a percentage of the deposit.

What actions are not permitted?

• NO smoking or vaping, use of tobacco products, alcoholic beverages, or narcotics are permitted in the school buildings or on the school grounds.

Are inflatables or smoke machines allowed in the gymnasiums?

• Inflatables and smoke machines are not permitted inside the gymnasiums.

Can we throw things?

• Batting or throwing must use indoor softballs.
• In NO instance shall indoor areas be used for throwing outdoor items, like baseballs, discs or shot put. 

Can live animals be at the event?

• NO live animals will be permitted into the buildings without express written approval of the Director of Business Services.

Can I put anything on the floors?

• No materials, liquid or dry, may be used on any floor surface.

Are dress shoes allowed on the gym floors?

• Sneakers (tennis shoes) are required in all gymnasiums, and organizations must provide protection for the gym floor if necessary.

Am I required to clean up after the event?

• The cooperation of all members of the organization and/or group is requested in leaving the school premises in a satisfactory condition at the close of the activity. All areas rented or used are to be returned to an acceptable condition, and trash is to be placed in trash receptacles.

Are we allowed to decorate?

• Decorations, scenery, or moving of furniture must be approved prior to the event and must not be destructive to District property. The use of open flames is not permitted.

Is there a lost and found?

• If the custodian notices any items left behind, they will be placed in the lost-and-found located in the school.
• The District nor the Board of Education is not responsible for items left on the premises after an event.

Am I allowed to sell items and/or admission tickets?

• All items sold, distributed, exhibited or displayed must be approved prior to the event.

Can we sell concessions?

• Only prepackaged food and drinks are allowed to be sold. However, concession stands are not available for use.
• Prepared and hot foods are not allowed.

Are kitchens and cafeterias available for use?

• Only in specific instances, with the approval of the Director of Business Services, and the district Food Service Director. 

What custodial services are included?

Custodial services include unlocking/locking the building, operation of lights, heating/cooling of the building, supervision of the setting up of chairs and tables (if required), the normal clean-up and putting the room(s) in order for regular use. 

Can I ask the custodian for equipment or additional rooms?

The custodian is not able to provide additional rooms or equipment, not spelled out in the contract.

Is food or drink allowed in the auditorium?

• Absolutely no food or drink is permitted in the auditorium.

Will someone be available to help with auditorium equipment?

• Designated district personnel will be responsible for the operation of all stage, auditorium and electronic equipment. 

What if there is a snow storm before my event?

• When snow removal is necessary, the authorized group will be charged the Board approved hourly rate (currently $119.10/hour).

Are bleachers available to use?

• Bleachers must be requested. Do not move the bleachers on your own.