WPS Facility Rental Form - FOR PROFIT Only

Winchester Public Schools

Facility Rental Request and Agreement FOR PROFIT ORGANIZATIONS ONLY
Thank you for your interest in a facility rental from Winchester Public Schools
Before you start the application, please review our rental policy and associated fees by clicking the respective link. You will sign this document indicating you are in agreement with our policies, pricing, and lease agreement.
This form is for FOR PROFIT ORGANIZATIONS ONLY. If you are a non profit 501(c)(3) organization, you will need to use our non profit facility request. That form can be found at this website.
Please confirm you are a FOR PROFIT organization by clicking the button here:*

I am a FOR PROFIT ORGANIZATION
Contact Details
Name of Organization:*
Contact Person filling out this form:*

First NameLast Name
Contact Person Email:*
example@example.com
Contact Person Phone Number:*
Organization Address:*

Street Address

Street Address Line 2

CityState

Zip Code
Name of person who will be responsible onsite during the event:*

First NameLast Name
Cell phone number for the person onsite during event:*
Is the address above the same as the billing address?

YesNo
If you answered "no" above, please provide your billing address here, otherwise jump to the next question:

Street Address

Street Address Line 2

CityState

Zip Code
Event Details
Please title your event here*
Number of Guests Expected:*
Date of Event:*

MonthDayYear
Date
If having a multi-day event, please enter the closing date here. If a single day event, please confirm your date selection for that day here:

MonthDayYear
Date
Time Event Starts (Include Setup):*

Hour Minutes

AM/PM Option
Time Event Ends (Include Cleanup):*

Hour Minutes

AM/PM Option
Which building are you requesting:*

Frederick Douglass Elementary SchoolGarland Quarles Elementary SchoolJohn Kerr Elementary SchoolVirginia Avenue Charlotte DeHart Elementary SchoolDaniel Morgan CampusJohn Handley High SchoolShihadeh Innovation CenterAdministrative Offices at The Douglas School
What facility space do you wish to rent:*

Handley Football FieldHandley Football Field and FieldhouseHandley Main GymHandley Secondary GymHandley Both Main and Secondary GymHandley Patsy Cline TheaterHandley Cafeteria (Main or Judges IX)Handley Cafeteria and KitchenHandley Classroom / Conference RoomHandley Campus GroundsDaniel Morgan Middle School Gym (Large)Daniel Morgan Intermediate School Gym (Small)Daniel Morgan Little TheaterDaniel Morgan AuditoriumDaniel Morgan Classroom / Conference RoomDaniel Morgan Campus GroundsElementary School Gym and StageElementary School CafeteriaElementary School Cafeteria and StageElementary School Classroom / Conference RoomElementary School Campus Grounds
The following form will calculate your pricing. As you scroll, it will start with John Handley High School, then Daniel Morgan Middle School, and then the Elementary Schools. Choose the same facility space you chose above to get a price quote.

All prices are hourly rates. Please locate the building and type of rental you are requesting below and tell us the number of hours you are requesting:

PLEASE NOTE: THERE IS ONE MANDATORY FIELD IN THIS SECTION AND THAT IS PUTTING IN THE NUMBER OF HOURS YOU WILL PAY SUPPORT STAFF TO BE AT YOUR EVENT TO OVERSEE THE BUILDING. YOU MUST INCLUDE THE COST OF BUILDING SUPPORT STAFF FOR YOUR EVENT. THIS IS NOT OPTIONAL AS EVERY RENTAL MUST HAVE SOMEONE THERE FROM THE SCHOOL DISTRICT.
*
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John Handley Football FieldWill require a meeting with the Athletic Director
$125.00 How many hours do you wish to rent?
Item subtotal:$0.00



John Handley Football Field and Field HouseWill require a meeting with the Athletic Director
$150.00 How many hours do you wish to rent?
Item subtotal:$0.00



John Handley Main GymWill require a meeting with the Athletic Director
$60.00 How many hours do you wish to rent?
Item subtotal:$0.00



John Handley Secondary GymWill require a meeting with the Athletic Director
$50.00 How many hours do you wish to rent?
Item subtotal:$0.00



John Handley Both Gyms Will require a meeting with the Athletic Director
$110.00 How many hours do you wish to rent?
Item subtotal:$0.00



John Handley Patsy Cline TheaterUse of Lighting or Sound equipment will require a technician onsite at $45 per hour. Let us know in the comment section below if you need this equipment
$125.00 How many hours do you wish to rent?
Item subtotal:$0.00



John Handley CafeteriaPlease select main cafeteria (200 attendees max) or Judges IX cafeteria (100 attendees max) - same price regardless
$50.00 How many hours do you wish to rent?
Item subtotal:$0.00



John Handley Cafeteria and KitchenUse of kitchen requires cafeteria employee onsite at a rate of $45/hour, please complete that portion at the bottom of this section; select main or Judges IX
$65.00 How many hours do you wish to rent?
Item subtotal:$0.00



John Handley Classroom or Conference Room These rooms may not be used for more than 2 consecutive days
$20.00 How many hours do you wish to rent?
Item subtotal:$0.00



John Handley Campus GroundsLocation of the event on campus must be approved prior to final acceptance of lease by WPS. Please describe the location on campus in the "additional comments" section.
$20.00 How many hours do you wish to rent?
Item subtotal:$0.00



Daniel Morgan Campus CafeteriaPlease select Large Cafeteria (200 attendees max) or Small Cafeteria (80 attendees max), same price regardless. This price gives access to the kitchen and serving line. Kitchen access requires a cafeteria employee be present ($45/hr additional charge). If you are requesting kitchen access, please indicate so in the comments section below.
$75.00 How many hours do you wish to rent?
Item subtotal:$0.00



Daniel Morgan Middle School GymThis is the larger gym on campus.
$60.00 How many hours do you wish to rent?
Item subtotal:$0.00



Daniel Morgan Intermediate School GymThis is the smaller gym on campus
$50.00 How many hours do you wish to rent?
Item subtotal:$0.00



Daniel Morgan Little TheaterSmall open theater, limited A/V equipment, accommodates less than 100 people. If you have less than 100 people this theater should suffice over the larger one.
$40.00 How many hours do you wish to rent?
Item subtotal:$0.00



Daniel Morgan AuditoriumAccommodates up to 700 people. A/V equipment available which requires AV technician onsite for additional $45/hr fee. Use the little theater (above) if you have less than 100 people.
$125.00 How many hours do you wish to rent?
Item subtotal:$0.00



Daniel Morgan ClassroomsPlease indicate the number of classrooms you require in the next section. The classrooms can't be used for more than 2 consecutive days.
$20.00 How many hours do you wish to rent?
Item subtotal:$0.00



Daniel Morgan GroundsPlease provide a description of the approximate location you wish to use in the comments section below. Area must be approved prior to use.
$20.00 How many hours do you wish to rent?
Item subtotal:$0.00



Elementary School Gym and Stage (John Kerr, Frederick Douglass, Virginia Ave, or Quarles Elementary)John Kerr Elementary is Gym Only or Stage Only, they are not combined. Price is same regardless of selection. Please clarify your Gym or Stage selection in the comment section below. .
$50.00 How many hours do you wish to rent?
Item subtotal:$0.00



Elementary School Cafeteria (John Kerr, Frederick Douglass, Virginia Ave, or Quarles Elementary)John Kerr allows the use of the stage with this rental. Other elementary schools have gym and stage combined (see option above)
$50.00 How many hours do you wish to rent?
Item subtotal:$0.00



Elementary School Cafeteria and Kitchen (John Kerr, Frederick Douglass, Virginia Ave, or Quarles Elementary)Kitchen use requires a cafeteria employee on site while it is being used. Mandatory additional $45/hr fee for employee overtime.
$65.00 How many hours do you wish to rent?



Elementary School Classroom or Conference Room (John Kerr, Frederick Douglass, Virginia Ave, or Quarles Elementary)Please select if you need a classroom or conference room. Indicate how many in the next section. These rooms may only be used for 2 consecutive days maximum.
$20.00 How many hours do you wish to rent?
Item subtotal:$0.00



Elementary School Grounds (John Kerr, Frederick Douglass, Virginia Ave, or Quarles Elementary)Please briefly describe the approximate location of ground usage you are requesting in the comments section below. Location must be approved prior to use.
$20.00 How many hours do you wish to rent?
Item subtotal:$0.00



***Mandatory: Support Staff HoursThis field is mandatory. You must have support staff on location for use of WPS facilities. They will support your cleanup, answer questions, assist with equipment, etc. WPS reserves the right to require more than one support person depending on the size of the event.
$45.00 How many hours will you need support staff to assist your rental?
Item subtotal:$0.00



Total

$0.00
If you requested a classroom or meeting room, how many will you need?
Special Conditions (check all that apply)

This Event is Open to the PublicStage Lighting Technician Requested (Mandatory for Using Equipment $45/hr fee)We are Charging Admission To This EventSecurity / Police Needed for This Event (Must Schedule Separately with WPD)Other
Please provide any additional comments, details, or questions regarding your request and someone will contact you to discuss
Insurance is required for the rental of a facility. Please upload a copy of your organization's insurance coverage here. If you do not have it handy when completing this form, you can email it later to Chris Matthias at matthiasc@wps.k12.va.us Proof of insurance is non-negotiable and must be received prior to the start of your facility use. Without proof of insurance, your event will be cancelled.

Cancelof
Rental Agreement:

Please review carefully and sign below
THE LEASE OF SCHOOL BUILDINGS OR GROUNDS

THIS LEASE made {dateOf46}, between the School Board of the City of Winchester, Virginia, of the one part, hereinafter called the Board, and {nameOf},a FOR PROFIT organization of the other part, hereinafter called Tenant.

PROPERTY DESCRIPTION, RENTAL TERMS AND CONDITIONS:

In consideration of the sum of {forProfit}, payable within 30 days of the conclusion of the event, the Board leases unto the Tenant, {wifiRequest}, {whatFacility} for the period {dateOf46}. The event will close on {ifHaving}.

1.                Tenant shall provide a comprehensive insurance policy covering such loss or damage to be approved by the Board as to its coverage and terms and have a minimum of $1,000,000 general liability insurance. The Board shall be named as an additional named insured in the general liability policy and in any other policies the Tenant has pertaining to the use of the premises. A Certificate of Insurance evidencing such insurance must be filed with the Board prior the use of the building(s) or grounds.

The receipt of an insurance termination, nonrenewal, or expiration notice from the Tenant’s insurance carrier will terminate the lease with the School Board upon the effective date of such event.

2.                   Tenant having been granted permission by the Board through its agent to use the facility listed above, does hereby indemnify and hold harmless the said Board, its agents, employees and staff from any and all liability, loss or damages the Board may suffer as a result of any claims, demands, costs, legal fees or judgments against the Board arising out of or related to the Board’s granting to Tenant the use of the aforesaid school premises, and shall fully defend the Board, its agents, employees and staff for any such claim, demand, costs, legal fees, or judgment.

3.                   Tenant shall provide adequate security and police protection, at its expense; shall be responsible for enforcing the Board’s regulations forbidding smoking within the demised building; shall prohibit the use of alcohol on the demised premises; and generally shall enforce all laws, statutes, rules and regulations affecting the demised premises or as specifically required by the Board.

4.                   The Board shall furnish all utilities and normal cleaning service, excluding telephone service and excluding other services required by the Tenant.

5.                   The Tenant shall not use or occupy nor permit the leased premises or any part thereof to be used or occupied for any unlawful business, use or purposes, nor for any business, use or purpose deemed disreputable or extra-hazardous, nor for any purpose or in any manner which is in violation of any present or future governmental laws or regulations. The Tenant shall promptly after the discovery of such unlawful or disreputable use take all necessary steps, legal and equitable, to compel the discontinuance of such use and to oust and remove any occupants or other persons guilty of such unlawful, disreputable use.

6.                   Tenant’s use is limited to the demised premises; any other use is prohibited unless approved by the Board by amendment hereto. The Tenant may not assign, transfer, or sublease this lease or any part thereof.

7.                   The Board may cancel this lease, upon written notice to the Tenant, for the Tenant’s failure to comply with any provision of the lease, or any addendum thereto, or if the Board has need of the space for its own purposes, not including reletting the premises.
Date of Signature:

MonthDayYear
Date
Acknowledged, Agreed and Authorized by Renter:*

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Winchester Public Schools

Thank you for your interest in a facility rental from Winchester Public Schools

Contact Details

Event Details

Rental Agreement: