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***New Update on Facility Rental Cancellation Extension*** more >
Rules and Regulations
Users are required to submit request(s) 14 days in advance of requested use. Use may be requested no earlier than one year in advance.
Users must request time that includes set up, rehearsal, program and take-down time.
Users should not plan on storing items at any facility. School supplies may not be used. Hallways are for entrance and egress only.
Only those who are at least 18 years old may be approved as the responsible party for use of school facilities.
Any re-arrangement of furniture must be done with the prior approval of the principal. If approved, the users must move the furniture, unless other arrangements are made, and return it to the original school placement.
The user shall leave the school premises, including parking lots, in a secure, clean, neat and orderly manner.
School space cannot be used for wedding receptions or funerals.
Users should plan to conclude no later than 10:30 p.m. with participants and audience vacating within 30 minutes thereafter.
Facilities will not be structurally or cosmetically altered for or by the user.
Every effort will be made to facilitate the heating and air conditioning needs for the event. Since HVAC support personnel are not on duty during most public use of school facilities, there will be no compensation for the failure of heating and air conditioning for users who rent or use CHCCS facilities.
Use of the facility does not include the use of equipment, such as computers, microphones, overhead projectors, musical equipment or public address system unless approved by the principal and operated by qualified staff. If the equipment is available, an additional fee may be charged for these items.
If school is cancelled for weather, emergencies or other conditions, all rental and outside use of school space is cancelled until school re-opens, except where school facilities are identified as emergency shelters. Users who have been approved and paid for use may schedule a make-up date for use that is cancelled during inclement weather.
The district will not be responsible for injury, death, incident or property destroyed during community use of facilities.
Violations of rules and procedures may result in the group being denied future use of facilities.
CHCCS Staff Use
All staff who use school facilities beyond their regular assignment must submit a Facility Use request form to Lincoln Center.
Use of the kitchen requires the approval of the Child Nutrition Director and requires the presence of a Child Nutrition staff member throughout the time of the event.
Alcoholic beverages are prohibited on school grounds (see below under “Prohibited”) by state law.
The user shall not sell or serve food / drink or operate concessions other than in school cafeterias or concession stands or by special arrangement prior to the event.
Users serving food or beverages are strongly encouraged to follow the district’s nutritional requirements/policy on the district website: chccs.k12.nc.us
Firearms and facsimiles are prohibited on school property, as state and federal law require.
Alcoholic beverages, narcotics, controlled substances, drug paraphernalia and smoking are not permitted on school premises.
CHCCS facilities may not be used to conduct illegal activities. The Principal or designee, Director of School-Community Programs, or other designated school official has the right to cancel facility use immediately when the following infractions are observed or are reported:
Excessive or negligent damage to property occurs beyond normal wear and tear.
Negligent or disorderly conduct is displayed during the use of school property.
Consumption or possession of alcohol or illegal substances on school property.
Failure to prohibit smoking on school property.
When space other than that requested in on the Facility Rental Application is used.
Fees are not paid in a timely manner according to the contract.
Open fire or flames are not permitted inside any facility unless permitted by fire regulations.
No animals are allowed on school property, including performances or shows.
Advertising the event at a school facility may occur only after all approvals have been received in writing by the user.
Signage may be placed on school property only during the organization’s approved time of use. Signage must be temporary and in compliance with all local regulations.
Fields and grounds must not be used during inclement weather or when such use would lead to the deterioration of the fields and grounds.
The sponsoring organization is responsible for seeing that vehicles are using the prescribed parking areas only. In the event of damages to buildings, turf, track, athletic or other equipment, the requesting organization shall be held liable and will be billed for repair and/or replacement.
A school custodian/representative will be on duty when the facility is open for public use. He/she will be responsible to the school system, and the renting party will follow his/her directions on appropriate use of facilities.
The custodian or school representative will open the facility ONLY at the time requested on the form. Custodians will not be paid for additional days or advance hours that users request without notifying and receiving approval from the Facility Rental Office at Lincoln Center.
For auditorium use, only school technicians and personnel approved by the school are authorized to operate lighting and sound equipment.
If the presence of uniformed security, police, fire, and/or medical services is required by the CHCCS or any other entity, the sponsoring group is responsible for making the arrangements and paying for the services.
Users are billed in 1/4 hourly increments.
Payment is due according to this cycle:
Full payment for the event is due 5 days after the event
10 days after the event, invoice maybe subject to a 10% late fee
Severely delinquent accounts maybe turned over to collections.
Payments by Credit Card are encouraged and can be completed online through the emailed invoice
Checks should be written to: Chapel Hill-Carrboro City Schools and mailed to the Facility Rental Office, Lincoln Center, 750 S. Merritt Mill Road, Chapel Hill, NC 27516
A user can cancel when a minimum of a five-day notice is given. If notice is not provided or good cause shown, the user shall forfeit 50 percent of the charge or rental fee.
Use Without Charge
The Orange County Board of Elections has the right to use school facilities without charge for conducting registration and voting for any primary or election, pursuant to G.S. 163-129.