| |
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 |
| March 15 |
For either interior or exterior space. |
Start date in July - August |
| Sept - June |
For either interior or exterior space. |
Start date in Sept. - June |
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.
|
If you are interested in booking an elementary gymnasium, please visit the district's availability website to see which gyms are available when. If you are booking any other type of space, please skip to #3 below. NOTES ON SCHOOL AVAILABILITY: |
| |
|
A.
|
This system is accurate only to determine availability of elementary gyms between the hours of 5-10pm Monday to Thursday, 5-8pm on Fridays (we do not rent elementary gyms past 8pm on Fridays) and on weekends.
|
| |
|
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 elementary gym 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:
14033 - 92nd Avenue, Surrey, BC V3V 0B7
Fax: 604-595-6083 Phone: 604-595-6084 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 14033 - 92nd Avenue, 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. |
| |
|
| |
|
|
