School buildings are built with taxpayer dollars. Lake Washington School District believes those buildings belong to the community and should be available for community use when it does not conflict with the district’s mission of educating kids. In fact, the district’s administrative policies outline the basic philosophy and understandings around community use of school facilities. This section provides the information any non-profit organization needs to know to arrange use of a district facility. Additional information can be found in the Guidelines and Procedures for Use of School District Facilities.
Building use applies to one-time facility use or regular use for up to one year. Building users can re-apply each year to continue their use for the subsequent year. Long-term leases must be made by special arrangement with the district business office. In order to ensure that school buildings are always available for school programs, long-term leases are unusual.
Buildings may be used by non-profit organizations; for profit or commercial groups are not permitted without the prior approval of the Board of Directors. Building users are divided into six classifications, and fees for the classifications differ. The classifications are:
- District or school-oriented groups
- City sponsored youth activities via cities/school district interlocal agreements
- Non-profit organizations with memberships residing within the district
- Non-profit adult organizations with members residing within the district; Other city and state agencies
- Other non-profit organizations
- Other adult organizations
District employees may not use district facilities for a for-profit enterprise. District employees who operate summer camps for a non-profit organization must pay the use fee appropriate for that organization.
To conserve energy, building users are expected to end activities by 9:30 p.m. Please keep that in mind as you determine if a school or other district building is the best site for your meeting or event.
The school district has an absolute right of cancellation without liability. Every effort will be made to provide the user a 24-hour notice.
Apply to the specific school or other district location
Determine first what school or district building your group would like to use. The district map on this website is a good starting point to determine where all district buildings are located. If your group is large, you may want to concentrate on junior high or high schools or the district resource center. Smaller groups will have more flexibility in which buildings to use.
The building use application form is available at all locations. It cannot be filled out or sent electronically: it is a numbered four-part form that must be filled out with a pen. Please follow these instructions:
- Fill out the application and submit it to the school principal or their designee, or to the designated person for a non-school district building.
- Submit the application at least 20 calendar days before the intended use.
- Include in the application the name of the person who will be responsible for sponsorship, supervision, indemnification and facility security. That applicant must sign the form, acknowledging agreement with the district rules and requirements.
- Provide documentation of your organization’s non-profit status.
- Provide a membership roster or a statement of what percent of your members reside within Lake Washington School District boundaries.
- Provide a certificate of insurance. If you do not have one, such insurance is available at the user’s expense through the district Risk Management department (425) 936-1119. The building principal or their designee reviews the application.
- The building principal or their designee approves or rejects the application. If accepted, they also make custodial arrangements.
The principal or their designee will make the determination based on criteria including:
- eligibility of the group to use district facilities
- how the building use fits in with or impacts scheduled school activities at the site or previously approved building use activities
- whether custodial help will be needed and, if so, if it is available
- if a district employee is available to operate specialized equipment needed in theatre or stadium use situations Class I groups have priority over all other groups when determining building use schedules and handling conflicts. The continued use of a building is not automatically guaranteed.
Catering Services Available
If you are planning an event at a district location, and would like to have food and/or beverages, you can work with the district’s food service provider, Sodexho. Once you have confirmed room reservations at one of our facilities, you can contact the catering service at (425) 885-7034, option 5. Read more about the services available.
Building use fees
Building use fees are charged according to the current year’s rental rates. There are separate schedules for stadium and theatre fees. All estimated facility use fees must be prepaid. Payment is collected at the building that is to be used.
Group I users, the school-oriented group, may use any district facility free of charge. If there is an additional cost to the district, such as a custodian’s time, special equipment arrangements, etc., that cost will be charged to the group involved.
The Cities of Kirkland, Redmond and Sammamish also use school buildings or grounds free of charge, though the energy surcharge fees apply. These city users will be charged for stadium and theater uses and custodial costs for any building use will be charged as necessary.
Custodial fees are charged only when a custodian is not normally on duty. The custodian’s time will be paid for by the user group. Each use will be charged a minimum of one hour additional custodial time for opening, cleanup and closing the facility. A custodian working on the weekend is paid a minimum of two and one half hours as specified by union contract. A custodian working on a district holiday will be paid twice their regular rate of pay.
A food service employee must be present whenever a kitchen facility is used. There will be a $25 per hour charge for kitchen supervision.
Fees may be refunded if the user cancels six days or more before the use. Building users who cancel five days or fewer before the scheduled use will not be eligible for a refund.
Any damage, broken equipment, vandalism or other alteration of buildings and or grounds caused by a user group will be billed to that user group.
Building Use Rules
The district has developed some basic rules governing proper conduct when using its buildings, listed here.
- The application of material to walls, ceilings or floors is prohibited unless previously approved.
- Burning of candles is prohibited.
- Proper footwear must be worn on appropriate surfaces. For example, soft-soled shoes must be worn on gym floors.
- Users must remove their excess materials, equipment, furnishings and rubbish after using the facilities. Return room furniture to the original set-up.
- Building users shall not practice unlawful discrimination of any kind.
- Alcoholic beverages, tobacco, narcotics, or other dangerous drugs are not permitted in school facilities or on school property at any time.