About Renting Facilities

    After logging in, you will need to start by clicking on “Submit a new request” on the left of the screen. From there, you can check availability of the location and finish your application.
    Upon completion of the facility rental request, you will receive an e-mail confirming your request, and an estimate of charges will be prepared.
    Persons and organizations requesting to use Canal Winchester Schools' facilities must provide a certificate of insurance, 501(c) certificate (proof of non-profit designation) and completed W-9, if applicable, before rental requests will be finalized. Documentation may be attached to the request
    Requests will be considered based upon facility availability, prospective rental classification, and submitted documents. Prospective renters will be notified of approval or denial via email.

Contact for Questions (change from Business Office)

Brigid Krueger bkrueger@cwls.us 614 920-2635

Application Procedure for the Use of School Facilities

1.            All groups and/or individuals wanting to use school facilities after school hours must submit the applications for the use of such facilities via the District’s on-line system. The building principal/designee or Coordinator of Student Activities is authorized to approve or reject all applications in their area of responsibility.

2.            Rental applications must be completed by a responsible adult having authority to represent the group and its activity or by the individual requesting use of the building.

3.            No group and/or individual is authorized to use the facilities until they receive an email indicating an approved rental application.

4.            Groups using facilities on an annual basis must submit a new application each summer prior to the start of the new school year. Submitting the application each year does not imply approval for using the facility.

5.            A 50% rental deposit based on the estimated rental fee is required for all weddings and/or wedding receptions or a local party. This deposit must be submitted within 10 days of receipt of the approved application. The remaining 50% of the estimated rental fee must be paid at least 48 hours prior to the event. Lack of these pre-payment requirements will subject the use of the facility to cancellation.

6.            When using a facility for a wedding, either the bride, groom, or parents of the bride/groom must be a current resident of the Canal Winchester Local School District.

7.            When using a facility for a party, the adult representative submitting the application must be a current resident of the Canal Winchester Local School District.

8.            A 50% rental deposit based on the estimated rental fee is required for all rentals. This requirement may be waived by the superintendent/designee.

9.            If there are two groups using facilities that are being supervised by one school employee, the full building rental fee will be charged to both groups. After reviewing the type of activity, the number of employees needed, will be at the discretion of the principal/designee.

10.         Building users must have liability insurance that insures the group and names the Canal Winchester Local School District as an additional insured. This proof of insurance MUST be included with the rental application online facility use form before the rental will be approved. Minimum acceptable limits of liability shall be $250,000 per occurrence. No user may be in the building without an approved application. This requirement may be waived by the superintendent/designee when, in the judgment of the superintendent/designee, it would result in unreasonable hardship to the applicant(s).

11.         The applicant representing the group using the facilities agrees to indemnify and hold harmless the Canal Winchester Board of Education and its agents and employees from all liability, claims, demands, damages, or costs arising out of the use of this facility caused by negligence of the group or organization using the facility or that party’s agents or employees.

12.         The group or organization using the facilities will complete a “Hold Harmless and Liability Policy” form at the time the rental application is completed and this form will submitted with the online facility rental application form. There are no exceptions to completing and submitting the application for building use the hold harmless clause as included with this policy.

13.         The building users are required to return the premises to the pre-use condition of the building at the conclusion of their event or use.

14.         Individual classroom rentals are discouraged but are permitted in unused classrooms. Classroom use at all buildings is subject to approval by the building principal.

15.         Outdoor facilities at all sites, and the High School, Middle School and Auxiliary Gymnasiums are scheduled by the Coordinator of Student Activities of the school district.