Dear Renters,
Thank you for choosing Chapel Hill-Carrboro City Schools (CHCCS) for your facility rental needs. Please review the updated guidelines effective September 1, 2025 to ensure a smooth and successful rental process.
📝 How to Apply
Visit rentals.chccs.org
Select “Find a Space” and choose your desired location, date(s), and time(s).
You may select multiple dates, times, and sites in a single application.
Remember:
On school days, events may not begin before 4:30 p.m. (unless approved as an after-school program).
All events must conclude by 10:30 p.m.
Submit your application with the following:
$25 processing fee (nonrefundable)
$100 deposit (nonrefundable)
*Required documentation (insurance certificate and/or IRS 501(c)(3) verification, if applicable)
Once submitted, you cannot add additional dates. A new application will be required.
📅 Application & Timeline
Applications and required documents must be submitted at least 30 days before the event.
Processing Fee: $25 (nonrefundable, due upon submission)
Deposit: $100 (nonrefundable, due upon submission)
Final Payment: Automatically charged 14 days prior to each event date.
⚠️ Applications submitted fewer than 30 days in advance will not be reviewed.
🔄 Change Requests
Once an application has been approved and accepted, only one change request is permitted.
This change must be submitted at least 14 days prior to the event date.
Any further changes after the one permitted modification will require cancellation of the existing rental and submission of a new application.
💳 Payments & Processing
Renters will receive a detailed invoice showing facility fees and applicable charges.
Payment is automatically charged 14 days prior to each event date.
Accepted Payment Methods:
Credit/Debit Cards → $1.00 + 3.95% fee (per event date)
ACH Bank Transfer → $1.00 + 2.95% fee (per event date)
❌ Cancellations
Rentals must be cancelled 15 days or more before the event.
At 14 days, your card will be charged automatically.
If the card declines, the application will be cancelled.
🏫 Facility Rental Rates
Rental rates can be found in the “Find a Space” tab of the application portal.
(Note: Minimum 2 continuous hours per space, per day)
⚒️ Additional Fees
Custodian Technician → $30/hr
(Includes 30 min before & 60 min after event)
Field Technician → $30/hr
(Includes setup/reset time)
Theater Technician → $60/hr
(Lighting & sound during event)
Outdoor Lights (after dusk) → $40/hr
👉 Extra technicians may be required for larger events.
👉 Damage, extended time, or additional cleaning = added fees.
🛡️ Insurance Requirement
A certificate of liability insurance with $1,000,000 coverage is required.
Must list: Chapel Hill-Carrboro City Schools as additionally insured.
Address: 750 South Merritt Mill Road, Chapel Hill, NC 27516.
📲 Communication & Agreements
All communication must go through the rental portal message board.
School facilitators may also be contacted by phone if needed.
Rental agreements must be accepted within 72 hours of approval.
📞 Contact Us
Felicia Glenn
📧 fglenn@chccs.k12.nc.us
📞 (919) 967-8211 ext. 28239