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Elgin Independent School District

Elgin ISD Changes Lives

Facilities Use and Rental

The Elgin ISD Board of Trustees may permit use of designated school facilities for educational, recreational, civic, or social activities, when these activities do not conflict with school use or with approved policy and procedures. The Superintendent shall make the final decision in regard to the use of all facilities. (Additional information regarding non-school use of school facilities can be found in Elgin ISD Board Policy GKD Legal or GKD Local.)
 
Elgin ISD reserves the right to refuse and/or terminate a rental agreement. Reasons include, but are not limited to, space availability, over usage of a facility, failure to pay in a timely fashion, failure to comply with all rules and regulations, recurring property losses and/or damages, inappropriate behavior of the renter or their audience, or any activity in conflict with school activities.
 
How to Request an Elgin ISD Facility (Step-by-Step Instructions) 
  • To request an EISD Facility, go to the Facility Use Calendar, which displays events that have already been scheduled. The calendar allows you to view events by location and/or date.
  • Note: The calendar may not include all school events and activities; some facilities that appear to be available may already be reserved.
Facility Use Request for EISD Employees
  • Schedule of facilities by EISD employees is done through the District's intranet site. This site is protected by a firewall and can only be accessed by EISD employees using their employee login and password.
Facility Use Requests for the General Public
How to Register Your Organization
Before you can request to reserve a facility, you must register your organization. To register:

  • Go to the Facility Use Calendar
  • In the upper right corner, click on Log In to Request Facility Use
  • Click to Create an Account
  • Read and agree to abide by terms and conditions
  • Fill out contact information including name, email address, phone number, address, and a password. All passwords must contain at least six characters and can be made up of any combination of letters, numbers, and/or symbols. Passwords are not required to include any capital letters and are not case sensitive.
  • Click Save and Next
  • Provide organization information including name, address, and type of organization
  • Click Save and Next
  • Submit request
Registrations will go to EISD Administration for approval. You will receive an email confirmation once your organization's registration has been approved.
 
 
How to Submit a Rental Request
Once your organization has been approved, you may submit a facility use request. These requests must be made at least 15 days prior to the event.
  • Go to the Facility Use Calendar
  • In the upper right corner, click on Log In to Request Facility Use
  • Log in using the email address and password submitted as part of your registration
  • To check availability of the facility, use the filter buttons to choose a location and date(s)
  • Click the Request Facility Use tab at the top of the page. You have two choices:
    • The Normal Schedule allows you to request from 1 to up to 20 events. All events should be in the same room(s) at the same time over different days.
    • The Recurring Schedule allows you to choose up to 100 events in the same room(s) at the same time over different days. These events are scheduled on a recurring basis (i.e. every Monday and Wednesday for a month, etc.)
  • Fill in the requested information
  • Click Check Availability
  • If the room/building is available, agree to the terms and conditions of the Building Use Agreement and provide information about fees charged by your organization
  • Request maintenance service including audio/visual, custodial, event break down, event set up, food service, technology, and security, as applicable
  • Provide event information including number of adults and children attending, extra chairs setup and tables required
  • List additional needs
  • Sign using your email address and confirm that you agree with the terms and conditions of facility usage
  • Submit your request
You should receive an email notification confirming your request was received along with a schedule ID number, followed by an email confirming or denying your request.
 
Note: Your request will not be approved until you have supplied the Business Office with the additional required documentation.
 
 
Additional Required Documentation
(Insurance requirements are waived for school-sponsored clubs and activities, and the following school-related groups: PTA, booster clubs, educational foundations, and Project Celebration; as well as Boy Scouts, Girl Scouts, service clubs, 4-H clubs, governmental organizations and municipal departments.)
 
 
How to Make Payment
Payment in full is required at least 5 business days prior to the event. Checks, Cash, or Money Orders are acceptable ways to make a payment. Payments should be made to:
   Elgin ISD
 
Payments may be mailed or delivered to:
   Elgin ISD
   1002 North Avenue C
   Elgin, Texas 78621
   Attn: Business Office/Facilities Usage 
 
(Usage fees are waived for school-sponsored clubs and activities, and the following school-related groups: PTA, booster clubs, educational foundations, and Project Celebration; as well as Boy Scouts, Girl Scouts, service clubs, 4-H clubs, governmental organizations and municipal departments. Personnel fees may apply.)
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