School District No. 36 (Surrey) - Facility Rentals

Facility Rentals

HOW TO BOOK FACILITIES AND GROUNDS
AFTER SCHOOL HOURS

NEW AND RENEWAL APPLICATION TIMELINES
Rental Contracts can be provided for a period of up to one year. Renters must reapply to
use space each year, however, there is no guarantee the same or similar space will be
available in subsequent years.

An historical user group (that is, a user group which was issued a contract for the use
of a facility or grounds in the year immediately preceding a current application for use),
has right-of-first-refusal for time, day and location only, provided such group submits
a renewal application within district booking deadlines as follows:

Booking Deadline	Bookings	Booking Start Date
January 15	For either interior or exterior space.	Start date in April - June
March 15	For either interior or exterior space.	Start date in July - August
May 15	For either interior or exterior space.	Start date in Sept. - March

After the above deadlines have passed, all rental requests including historical and new users will be filled on a first-come, first-served basis.

HOW TO BOOK FACILITY OR GROUNDS SPACE AFTER SCHOOL HOURS
IN THE SURREY SCHOOL DISTRICT:

1.	Determine which school or field you would like to rent. For a list of all District schools click here. Or use our school locator or geographical boundary map to locate a school in the area in which you would like to rent. For a list of all District fields: Grass Fields, click here. All Weather Fields, click here.
2.	Determine school/room availability after school hours. NOTES ON SCHOOL AVAILABILITY:
		A.	Do not use this system if you are looking for availability during school hours ie: approximately 8 am to 4 pm - this system is not accurate for school hour rental availability. Click here to see information on booking school hour space or contact the Facility Rentals Department.
		B.	The availability system is maintained by the Facility Rentals Department of the district. Schools may have some events taking place at their site that re not entered into the Facility Rentals system. Final availability, therefore, will be confirmed once a rental group submits an application to the Facility Rentals Department.
	Click here to link to the district's facility availability screen. Then, follow these steps:
		A.	Click on the "Facility" tab at the top of the screen.
		B.	From the drop menu below the word "Type," select the type of room you are looking to rent ie: Gymnasium, Elementary.
		C.	If you do not know yet exactly which school you would like to rent, skip to the bottom of the screen now and select "Search". The system will then bring up a list of all district schools. You can then check the availability in the room type you selected (ie: Gymnasium, Elementary) by clicking the availability button next to each school name. A calendar will appear which indicates on which days the room is fully available, on which days there is partial availability and which days are fully booked. Click on the specific day to get details on times available.
		D.	If you want to search availability at just one or two schools, select the name of one school from the drop down menu below the word "Complex" ie: AHP Matthew. If you would like to check availability at a specific time on a specific day, enter those criteria at the bottom of the screen. You must ensure that you highlight the "Use availability criteria" box and the "Selected" box under the "Days" section, if you want to search for space on a specific time or day. Click search.
3.	Once you have determined the best school for your needs, print off the appropriate application form.
4.	Complete the Facility Rentals Application outlining each room/space/field required. Access to gated and locked parking lots is not automatically included in after hours rentals of buildings or fields, that is after 11 pm on weekdays and anytime on a weekend or holiday. If you require access to the parking lot along with an after hours rental, this must be requested separately so as to ensure parking lot gates are appropriately opened and closed by District security staff.
5.	Indicate on the Facility Rentals Application any school equipment you would like access to (ie: hockey or volleyball nets, balls, tables and chairs) during your rental. The school Principal will determine if equipment is available for rent and will charge separately any rental fees associated with equipment use. There may also be separate fees that apply for setting up and taking down required equipment.
6.	Deliver the signed and completed Facility Rentals Application to the Facility Rentals office at: 119 - 7565 - 132 Street, Surrey, BC V3W 1K5 Fax: 604-590-2368 Phone: 604-501-8561 or email facilityrentals@sd36.bc.ca. Office hours are 8:30 am to 4:30 pm, Monday to Friday.
7.	Upon receipt of the application, the Facility Rentals Department will confirm that the booking time requested does not conflict with any district, school or other rental bookings or with any site maintenance. If the rental request does conflict with other events at the site, the Facility Rentals Department will contact you with information on other options.
8.	Once availability of the space has been confirmed, the Facility Rentals Department will prepare a contract and will phone you once the contract is complete.
9.	You will be required to sign and pay for your contract prior to the first date of use on the contract. You are not permitted access to the requested space without a signed and paid contract. Payment will be accepted by Visa, Mastercard, Cash or Cheque (cheques should be made payable to the Surrey School District). You may pay by phone or in person at the Facilities Rentals Department at 119 - 7565 - 132 Street, Surrey. If you are paying over the phone, your contract will be faxed to you for signature and must be received back at the Facility Rentals Department prior to the first date of use on the contract or the contract will become void. Monthly post dated cheques or credit card payments will be accepted for long term rentals where the total charges are in excess of $600.