Rules & Fees

PEQUEA VALLEY SCHOOL DISTRICT

ADMINISTRATIVE GUIDELINES

RULES AND FEE SCHEDULE FOR USE OF DISTRICT FACILITIES

 

Effective August 13, 2025

Organizations that request the use of district facilities are responsible to follow the guidelines and rules listed below in accordance with board policy #3513.

 

Application Process:

At least 30 days prior to the event, contact the office of the appropriate building to determine availability of dates and times requested.  If the request involves athletic field or gymnasiums, contact the Athletic Director.

Complete the current “Request for Use of District Facilities” form that is available on the Pequea Valley School District website at pequeavalley.org.

Attach a copy of the insurance certificate to the application. Certificate must be in the name of the group making the request and provide evidence of liability insurance with $250,000/$500,000 bodily injury and $100,000 property damage.

If the application is complete and conforms with board policy, the request will be approved, rental charges and/or fees will be assigned and invoiced, and appropriate district personnel will be informed of the event; the requestor will receive written confirmation of the approval.

If the application is not complete or does not comply with board policy, the application will be returned to the person making the request with an explanation and/or request for more information.

No facilities will be granted before the application has been approved.

 

Rules for Care and Use of Facilities:

1.    Each request must include the name and phone number of the person who will assume full responsibility for the activities. This individual agrees to accept responsibility for building security, care of district facilities, and supervision of students and spectators throughout the event.

2.    A copy of the approved application must be available during all scheduled events. Failure to produce this application will result in immediate removal from the facilities if district personnel do not have the event noted on the master schedule.

3.    Facilities must be left in the condition they were found. Trash is to be put in containers, spills are to be wiped up, floors should be swept if dirt was tracked into the building, and doors shall be locked.

4.    No food or drinks are to be allowed in gymnasiums at any time. If food was served in the cafeteria or other authorized areas, trash bags must be taken to the dumpster.

5.    The district’s “No Smoking” policy must be enforced in all buildings and grounds.

6.    The group will limit all participants to the area(s) requested and approved on the form.

7.    Key cards and security codes must only be used by the person assigned. Evidence that key cards and/or codes were shared with others may result in immediate termination of the activity.

8.    When stage lighting and/or sound equipment is requested, a district-employed technician must be present.

9.    Participants must honor requests and/or directions given by district custodial staff.

 

Rules for Scheduling Facilities:

1.    Facilities will not be available before 8:00am or after 10:00pm, on school holidays, or on Sundays before 1:00pm exceptions must be approved by the Board.

2.    No requests will be considered more than one year in advance and will only be approved for a maximum of six months. If continued use is requested, the application must be resubmitted.

3.    Requests may be denied or cancelled if the burden on staff and/or facilities is deemed to be unreasonable.

4.    Previously-approved events may be cancelled or rescheduled if the facility is needed for a school-sponsored activity.

5.    If school is cancelled due to inclement weather or other emergencies, the event will be cancelled.

6.    If the organization cancels the event, the building principal and/or athletic director is to be notified at least 5 days in advance (except for inclement weather). Failure to provide notice may result in a partial assessment of fees.

 

Rental Charges (effective 08/13/2025)      

School-Sponsored activities, defined as follows, will be given first priority. Activities specifically approved and sanctioned by the Board, and supervised by a building administrator and/or athletic director such as:

• Teams that participate in board-approved PIAA events for students in grades 7-12.
• Extracurricular activities where the advisor receives a stipend.
• Clubs or student programs that are supervised by a faculty member on a voluntary basis, without a stipend, when approved by the building principal. The principal will be responsible to inform the superintendent of the club/program and the types of activities involved.

 

After the scheduling needs of all School-Sponsored activities have been met, other groups, defined as follows, may apply for the use of district facilities:

Class I - School-Related Activities

Activities that support school-sponsored activities but have not been initiated by the Board and/or have little or no supervision by a Building Administrator or the Athletic Director. Examples include:

• Youth athletic leagues primarily involving students who reside in the Pequea Valley School District that are not held for the purpose of raising funds.
• Open gyms, summer camps, travel teams, or other services that are an extension of School-Sponsored events.
• PTO and PTC sponsored events, meetings, and fundraisers. Boy/Girl Scouts or other service groups for students of the Pequea Valley community.

Class II - Community Activities

Activities that involve students of the Pequea Valley School District but expand the scope of School-Related Activities.  Examples include:

• Youth athletic leagues for sports that raise funds through fees or concessions, tournaments sponsored by booster groups for clinics run by organizations and/or individuals when a fee or stipend is paid to an instructor, athletic leagues for sports in which Pequea Valley does not compete in PIAA events, etc.

Class III - Outside Activity

Activities that have little or no relationship to the daily activities of the Pequea Valley School District. Examples include:

• Churches, civic groups, or other non-profit organizations that wish to use district facilities for activities such as activity nights, worship services, theatre productions, or adult classes.

Class IV - For Profit Activities

Activities that have little or no relationship to the daily activities of the Pequea Valley School District, and that are sponsored by profit-making organizations. Examples include:

• Corporations, that wish to use district facilities for any activity, and non-profit organizations that use district facilities for fund-raising activities.

 

Auditorium	Class I No Charge	Class II $125/hr	Class III $200/hr	Class IV $250/hr
Sound/Lighting Technician	Class I $35/hr	Class II $35/hr	Class III $35/hr	Class IV $35/hr
Gymnasiums	Class I No Charge	Class II $25/hr	Class III $50/hr	Class IV $100/hr
Cafeteria (No Kitchen)	Class I No Charge	Class II $15/hr	Class III $45/hr	Class IV $90/hr
Kitchens	Class I No Charge	Class II $15/hr	Class III $35/hr	Class IV $75/hr
Kitchen Supervisor	Class I $35/hr	Class II $35/hr	Class III $35/hr	Class IV $35/hr
Classrooms (No labs, shops, or specialty areas)	Class I No Charge	Class II $15/hr	Class III $40/hr	Class IV $75/hr
Wrestling Room	Class I No Charge	Class II $15/hr	Class III $40/hr	Class IV $75/hr

 

Athletic Fields
Stadium	Class I No Charge	Class II $15-25/hr	Class III $75/hr	Class IV $150/hr
Concession Stand	Class I No Charge	Class II No Charge	Class III Not Available	Class IV Not Available
Other Fields (No Lining)	Class I No Charge	Class II $25 flat fee	Class III $50 flat fee	Class IV $75 flat fee
Other Fields (With Lining)	$300 per field in addition to field charge
Stadium Lights	Class I $20/hr	Class II $20/hr	Class III $20/hr	Class IV $20/hr
Groundskeeper	Class I $35/hr	Class II $35/hr	Class III $35/hr	Class IV $35/hr

 

Please Note:

·      Hourly rates will be billed for a minimum of 2 hours.  Rental charges do not include sound/lighting and personnel rates.  Labs, shops, specialty areas are not available for rental.

·      PIAA Sanctioned playoff contests will be charged at the following rates plus all charges for stadium lighting, security, tickets, custodians, etc.:

o   Single contest - $200.00

o   Doubleheader - $400.00

 

Schedule of Other Fees:

Other direct expenses incurred by the district as a result of School-Related, Community, and Outside Activities will be the responsibility of the renting organization.

Payment of all rental charges and other fees are due no later than one-week prior to the scheduled event. If additional or unforeseen direct expenses are incurred during the event, payment is due within 30 days of receipt of invoice.