To schedule the use of any Van Buren Public Schools facility, please complete the online Application for Facility Usage at least 14 days in advance. All applications must be filled out completely; incomplete applications will delay processing.

Each application must list a Person in Charge, including their current address and phone number. The Person in Charge must be present for the entire event.

When you submit your application, please:

• Request all setups in advance (tables, chairs, microphones, AV equipment, etc.).

• Make sure all event details are accurate and complete.

Facility Use Applications

• Application for Facility Usage for New Users

• Returning Users Facility Usage Application

If the facility is available and the use is approved, final approval will be granted after payment of the rental fee is received.

• Rental fees are based on a rate schedule that reflects the cost of making the facility available.

• Non-profit status will be verified before non-profit rental rates are applied.

• Facility use payments must be paid in full two weeks prior to the event date.

• Once payment is received, a permit will be issued and must be presented by the Person in Charge at the time of rental.

  • If the permit is not presented, no access will be granted.

If you must cancel your event, please contact the Facilities Use Coordinator immediately.

• Refunds will be issued if cancellation notice is given at least 48 hours prior to the event.

• If school is canceled, all facility use for that day is canceled. Rental fees will be refunded or you may reschedule your use.

• School-related activities have first priority for all district facilities. Occasionally, a school function may cause a cancellation of your event. Whenever possible, alternative locations will be identified/offered before a cancellation.

For full details, please review:
Policies, Rules and Regulations for Use of VBPS Facilities

• Event participants/guests may not move any furniture without permission from the Facilities Use Coordinator.

• All necessary tables, chairs, microphones, AV equipment, etc. must be requested ahead of time through the Facilities Use Coordinator and approved.

• Additional equipment/supplies will not be made available during the event.

• No pins, tacks, or tape may be placed on walls, ceilings, woodwork, doors, or windows.

• Doorways, hallways, corridors, staircases, and fire exits must remain clear at all times.

• VBPS is not responsible for lost or left items.

The following are NOT allowed in any VBPS facility or on district grounds:

• Drugs

• Alcohol

• Weapons

• Smoking or the use of any tobacco or nicotine-related products

• Kitchen or Concession Use
  Use of kitchen or concession areas will be considered on a case-by-case basis and requires VBPS Food Service staff to be on site. Food Service staff time will be billed at an hourly rate.

• Custodial/Grounds Fees
  Additional custodial and/or grounds fees may be billed for events held on weekends, outside regularly scheduled work hours, or when additional services are needed.

• Security
  VBPS may require security staff for crowd management and the safety of district buildings and grounds.

• Liability Insurance
  VBPS may require liability insurance for your event. A copy of the policy must be provided listing “Van Buren Public Schools” as a rider or additional insured.

• All student projects and equipment must remain undisturbed.

• Any decorations, scenery, or movement of furniture must be pre-approved before the event.

• At the end of the event, all decorations must be removed and all furniture must be returned to its original location.

• VBPS will not store any equipment and/or supplies for activities held in its facilities.

• If the use of any district property results in additional costs (extra setup, maintenance, repair of damaged furniture, walls, equipment, cleaning, etc.), the cost will be billed to the Person in Charge.