Facility Use Request

The Moscow School District Board of Trustees encourages community use of school facilities when such use is in the public interest, does not conflict with school activities, and is not detrimental to the purpose of schools. Please review the General Guidelines For Facility Use listed below prior to applying for a user account. Residents, staff members, and community groups can make facility use requests by following the steps below:

RegisterAll facility use requests are completed online. The first step needed to make an online facility use request is to create an ML Schedules user account. You can do so by by clicking the icon to the left. Be sure to complete all information fields, including the insurance section (required) and then click the submit button.  You must upload a "Certificate of Insurance" form before your account can be approved. If your registration was successful you will receive an e-mail confirmation.

The links below will provide additional information if needed:

Creating a User Account and Associated Group (video)
Community User Quick Start Guide (pdf)

Log-InOnce your account is approved you can start making facility reservations using ML Schedules. Click the icon to the left to reach the Log In screen.

The video below will further explain the reservation process:

Making a Request Using ML Schedules

General Guidelines for Facility Use (Board Policy 7101.00)

  1. School groups, programs and activities will be given priority usage of all District facilities. The Superintendent or his/her designee reserves the right to deny or cancel requests for facility use if a conflict with a school activity exists.
  2. single application for recurring use over multiple dates and times within a school year, starting on the first day of school, is allowable and will be considered on a case-by-case basis.
  3. Approval of events will occur no earlier than 90 days prior to the beginning of each school quarter, unless approved by the Superintendent or his/her designee.
  4. Facility Use Requests will not be processed until all information required on the district scheduling system, including the District Facilities Use Agreement (signed by the person responsible for the group making the request) and a Certificate of Insurance (where required) is provided.
  5. The District requires all non-MSD affiliated groups to furnish a Certificate of Insurance ($1,000,000 minimum liability coverage) that lists the Moscow School District as “Additional Insured.” This requirement may be waived (at the discretion of the District) if groups are requesting space for routine meetings.
  6. Fees for facility use will be set at the time the request is made according to the current District Facility Use Fee Schedule. Requesting groups will be classified as either Moscow School District affiliated, non-profit/tax exempt or other to establish the appropriate facility use fee. (see fee schedule in appendices.)
  7. An invoice will be sent to the user group after the event, based on the District Facility Use Fee Schedule and applicable service costs as established by the Board of Trustees. It is expected that invoices will be paid promptly.
  8. User groups are responsible for providing adequate supervision of their activities. User groups are not permitted to enter into any area other than those areas identified in the reservation.
  9. Groups requesting the use of school facilities must designate one adult member of their group to be responsible for the program or activity at the time application for use of the facilities is made.                                                                                                                       
  10. Kitchen facilities may be used only under the supervision of a Moscow School District food service worker. (See fee schedule in appendices.)
  11. Any previously approved application may be cancelled. Facilities are not reserved until approved by the Superintendent or his/her designee. Administration is authorized to cancel any scheduled event when it is apparent that such action is necessary for the best interest of the District. Violation of rules or deviations from expectations may result in immediate loss of facility use.
  12. No tampering with structural, electrical, or mechanical components of any building is allowed. Decorations must be erected in a manner approved by the District. Removal must be completed immediately following the function.
  13. Smoking, the use of tobacco products, including electronic smoking devices, alcoholic beverages, and illegal drugs are strictly prohibited in all district facilities and upon all district properties.
  14. The District reserves the right to charge additional custodial fees for any use when an outside group leaves the facilities in such condition that additional cleanup is needed. Any and all costs incurred by the District for damage to facilities resulting from said rental or use will be billed to the name identified on the rental form.
  15. On days when school is cancelled or dismissed early because of unexpected circumstances (i.e. - severe weather), all activities, including use of the school facilities by outside groups, will be cancelled.
  16. As a general rule, facilities should be vacated by 10:00 pm unless other arrangements for a later closing time are made in advance.

Legal Disclaimers

Hold Harmless Clause: The User(s) undertakes and agrees to indemnify and hold harmless the school, school board, administrators, principals, teachers and all other school employees, volunteers or representatives, and all persons and bodies corporate acting for or on behalf of them, against all liability, claims, demands, actions, suits, damages, proceedings, costs and expenses (including reasonable attorney fees) whatsoever (including injury to persons and damage to property) for which they may be or become liable directly or indirectly arising out of the use of District premises by the User(s) (or the servants, agents or invitees of the User(s), and for such further sums in excess of those contained in any insurance policy procured by User(s) relating to the use of the District premises or for such amounts as may not be payable under any such insurance policy.

Certificate of Insurance: The User(s) is to take out and maintain current throughout the term of this agreement a General Liability insurance policy with a reputable insurer, having an A.M. Best rating of A- or better, in which (a) the School is indemnified in an amount not less than $1 million for any claims whatsoever (including injury to persons or damage to property) arising out of the use of the School premises by the User(s); (b) the School is named as an Additional Insured under the policy; and (c) the policy or a certificate of insurance must be submitted to the District prior to use of the facilities. User(s) and the School agree that any insurance policies procured by User(s) that provide benefits or protection for the School shall be primary and that any policies procured by School that might happen to provide protection or benefits to the School arising out of User's use of the School premises shall be excess.

Cancellation: The Moscow School District encourages the use of facilities by a variety of groups. However, the District discourages groups from reserving facilities and then not using them as this practice restricts other potential users from gaining access. Cancellations should be made seven days prior to the event. Cancellations may be accepted on an emergency basis with approval from the Superintendent or their designee. Cancellations due to inclement weather will be considered an emergency.