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Facilities Rental

Derby Public Schools hourly facility rental and leasing requests are now processed through online schedules. All school-related activities shall be given priority in the use of facilities and grounds. Thereafter, the use shall be on a first-come, first served basis of completed requests. The calendar will open to outside (non-Derby Public School District) organizations at the start of our fiscal year, July 1. All outside (non-DPSD) requests entered prior to July 1 will be denied. Please note that all District facilities and grounds are closed (and not available for any events) on District Observed Holidays. All requests that fall upon a District Holiday will be denied. For a list of District Holidays please click here. Login is located in the top right-hand corner. Click on Log in to Request Facility Use then create a new account. Once your account has been approved you will be able to enter in your facility requests.

How to become an approved organization to rent a District Facility:
Prior approval as an organization is required before any rental application requests can be submitted. All applications must be submitted through the District website please click here. Please register as an organization with this link.  In the top right corner click on Log in to Request Facility Use. Here you will create a new account. Once your account has been approved you will be able to enter facility requests.

How to a request a rental in a District Facility:
First, check the calendar to ensure the requested dates are available. If your date is available, submit your application request. All applications must be received at the District at least two weeks in advance of the requested date. Patrons are not permitted to enter the facility prior to the agreed start time. If you require additional time to set up and break down your event, your request shall include that time on your application request.

The District cannot guarantee approval on all submitted application requests. All requests are on a first come, first serve basis. For rental requests during the months of June, July, and August, requests must be submitted by May 12. Scheduling for the next school year may not be granted until two weeks after school begins while District needs are being established and school activities are verified with building administrators.

What happens after you submit your request:
The application is first reviewed by the school site, which will determine if the facilities requested are available. After the school site has provided an initial approval of the request, the request will be routed to the District for final approval prior of the requested date. The District will then collect a Certificate of Insurance if deemed necessary with an endorsement page for the scheduled event. Once insurance is received by the District, the scheduled event is routed through the selected building administrator to the Director of Finance and Operations for final approval. Once final approval is received, the event will appear on the rental calendar. Rentals requiring custodial services are subject to additional fees. The District reserves the right to require a staff member to be on site at any event. In such case, the staff time will be charged as part of the rental. Payment is due after the event.

You must have final approval and an activated Facility Use Permit – (FS Schedule ID#) from the District prior to the scheduled event. All user groups shall have a copy of the active Facility Use Permit (email and key card) to gain entry to the facility and onsite during the event. It is the responsibility of the user group to confirm approval prior to use.

Facility Use Denial:
Facility use will not be permitted to person groups who abuse the Facility Use process. Additional information on Facility Use rules is contained in Board Policy, which may be viewed here. The Director of Finance and Operations, or official designee, is the final decision-maker on whether a person or group is allowed to use District Facilities. 

District forms:

Facility User Regulations 

District Use Facility Fees

Board Policy for Facility Use

Facilities Use Agreement 

   Here are some quick how to links to help with your online request. 

                                      My Requests Tab

                                How to view the Calendar

                            Community Use Requester Guide

  For more information please contact: (316) 788-8479

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