Question:

Who do I contact if I want to rent a 4J facility?

Answer:

Please use this link to request a facility online for all facility use or rentals.  If you have questions you can contact the Facility Use Coordinator directly at facilityuse@4J.lane.edu or at 541-790-7406.  

Question:

Once a request is submitted, how long does it take to be approved?

Answer:

Typically, a request should be processed in 5-7 business days.  However, there are times when a school may be inundated with other requests and it may take longer to process your submission.  To ensure your application is processed in a timely manner, requests should be submitted a minimum of two weeks in advance.

Question:

Is is possible to rent 4J facilities during summer months?

Answer:

There is limited summer building use or rental.  Only specific buildings will be available.  These will only be scheduled after district summer school, district activities, district staff trainings, district maintenance, or construction projects have been scheduled.  Summer use occurs starting in July until mid-August before our school staff return to buildings.

Question:

I have a group that meets weekly and will need the same space each month.  Is that possible?

Answer:

Usually, the answer is yes: however, this is dependent on whether or not a school activity is taking place during the time of request.

Question:

My event was approved, but now I need to make a change to the room/date/time.  How do I do this?

Answer:

Please send an email request to facilityuse@4J.lane.edu with your changes and if it is possible the changes will be made for you.

Question:

How will our group be invoiced?  When is payment due?

Answer:

An invoice and contract is generated by the Facility Management Office.  It will include charges for time and space used, and any personnel required.  The invoice will be sent by email to the organization/person who requested the facility through the facility use request link.  Payment is due before the event occurs.  Failure to pay will result in revocation of your facility use abilities.

Question:

What forms of payment are accepted for facility rentals?

Answer:

The only form of payment that is accepted is a check.  Checks must be submitted to the facility use office at 715 W. 4^th Ave, Eugene, OR 97402 before the date of use.

Question:

Do I need insurance to use or rent a space?

Answer:

Yes, Risk Management requires a Certificate of Insurance (Acord Form), policy number and an additional rider form be completed and submitted before approval of use.  To find details of the insurance requirements go to our INSURANCE REQUIREMENTS page.

Question:

I am a 4J School District employee.  Do I have to pay for facility use and do I need a custodian and/or monitor on the weekend or when the school is closed?

Answer:

District employees wishing to utilize district facilities for non-district administered activities, whether acting as an individual or as part of a group, are subject to the guidelines and associated fees for the type of use being requested.  This is state public employee ethic law ORS 244.

Question:

Are bounce houses or inflatable games allowed on district property?

Answer:

No, inflatable games such as bounce houses, slide, dunk tanks, etc are not allowed on district property.

Question:

Do I have to pay for set-up or rehearsal time?

Answer:

Yes, the hours requested on the application are the hours that your group has permission to use district facilities and should reflect all set-up, rehearsal, program and takedown time needed.

Question:

What details/supporting documents need to be included with the reservation request?

Answer:

With every request entered, the more details that are provided the better.  Reservations can be held up in the approval process if specific details have not been provided.  Advertisement flyers for the event can be emailed to facilityuse@4J.lane.edu.  Any plans for food at an event must be communicated.

Question:

I called the school and got verbal approval for my use or rental.  Is that all I need to do to use or rent the facilities?

Answer:

No.  You may talk to the school, but all use or rentals must be submitted through the online reservation system and reviewed by the Facility Use Coordinator.  Your use or rental is not approved until you have received confirmation from the Facility Management Office, signed a contract, provided insurance, and paid any applicable fees.

Question:

How do I cancel an Activity?

Answer:

Cancellations by the organization can be made by contacting the Facilities Management Office in writing via email.  No fee will be assessed if cancellation is made more than 5 business days prior to the facility use.  If you have questions, contact the Facilities Management Office at facilityuse@4j.lane.edu or 541-790-7406.

Question:

I am renting a field / facility and there is inclement weather.  How can I determine if it is open?

Answer:

When the Superintendent has declared schools are closed due to inclement weather or an emergency condition, all district facilities and fields will be closed to all outside users and activities.  If inclement weather does not force the closing of schools but has adversely affected the conditions of the facilities or fields, 4J School District has the right to close said facilities or fields to ensure their ongoing usability.  It is the responsibility of the user group to confirm facility status prior to usage.  If a facility is closed due to inclement weather, the user group will not be charged for usage.  Failure to abide by inclement weather policy may result in the future privileage of use revoked.

Question:

Can I use the schools supplies and equipment?

Answer:

School supplies and equipment may not be used.  District materials and equipment will be used only for school purposes by district personnel on disrict properties.  Board Policy KGF/EDC 

Question:

What is the seating capacity in each of the 4J auditoriums?

Answer:

Churchill High School:  600 Seats

North Eugene High School:  425 Seats

Sheldon High School:  600 Seats

South Eugene High School:  850 Seats

*Auditoriums are available on a very limited capacity due to school activies and events

Can outside organizations rent or internal PD/events be held at a new 4J building in its first 12-months of operation?

No, we do not rent to outside users or allow internal use for District PD/events in the first year of a new 4J building.  This allows the school staff to become aquanited with the new building, technologies and learn how to use new features.  This also allows the District to work with contractors on any warranty repairs.