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Facility Use Fee Schedule (NEW)
FACILITY USE FEE SCHEDULE
Reservation Process
All facility requests must be made through the online reservation system. Before submitting a request, please review all terms and conditions on our website. It is the responsibility of the requester to understand and comply with all Terms and Conditions
- Submit your request at least two weeks in advance of your desired date.
- Click the "Enter a Facility Rental Request" link to begin your application.
- Proof of Insurance: All reservation requests must include a Certificate of Liability Insurance uploaded at the time of submission.
- General liability coverage must be no less than $1,000,000 per occurrence and $2,000,000 aggregate
- Naming “Lane County School District 4J, its Board of Directors, officers, agents, and employees” as additional insured.
- The ACORD form and additional insured endorsement are both required.
- Higher coverage limits may be requested depending on the nature of the event.
- All organizations, groups, or individual facility use will require a signed contract, proof of insurance, and fees paid prior to the use of Eugene School District 4J facilities.
Important Notice: If you are a district employee wanting to use district facilities for activities outside of your work duties, you must submit a facility use request. Approval is required, and use will be subject to fees and insurance requirements. Ref. ORS 244.040 - Prohibited use of official position or office.
Click the link below to see our current rates and pricing tiers for facility use and services. Please review carefully to ensure you're aware of all applicable fees.
TIER LEVELS
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Tier I users are pre-approved organizations conducting youth activities and services for Eugene School District 4J school-aged children. Tier I users receive priority scheduling after all district & school events have been scheduled. The district will specify the available days and hours within which Tier I users are permitted to schedule use. Tier I reservations may be canceled to accommodate district or school needs.
- Participants: All participants must be youth in Eugene School District 4J grades K-12. Exception only for regional competitions.
- Non-Profit Status: Organizations are required to provide and maintain a valid 501(c)(3) status for the purposes of conducting youth activities and services for school-aged children.
- Volunteer Management: The participants must be coached entirely by unpaid volunteers. Groups with paid coaches or volunteers will be charged Tier II rates.
- Inclusive Participation: The organization must accept all youth, regardless of skill level, and allow them to participate in every event or activity. If tryouts are required where any participant would be cut or not selected for a group/team, Tier II rates apply.
- Funding: The organization must have additional funding sources beyond participant fees.
- Financial Assistance: The user group must offer financial assistance as fee reductions to qualifying participants.
- Contract/Insurance: All approved organizations will be required to sign an agreement and provide valid proof of required insurance. The agreement will include specific Tier 1 Terms and Conditions.
How can I become a Tier 1 Organization? Assuming you meet all the criteria listed above, please submit the necessary information through the Application Form.
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Tier II users are non profit or local government community organizations using the facilities in a civic or service nature. Examples include but not limited to:
- No fees are charged beyond the rental costs
- Private schools use
- Other School Districts use
- Colleges
- Club Sports/Activities
- Adult or youth over K12 student age activities
- Services for adults, or mixed audiences of adults and youth
- Faith community activities
- Government civic activities
For full details on facility use requirements, please review the district’s Terms and Conditions.
Click the link below to see our current rates and pricing tiers for facility use and services. Please review carefully to ensure you're aware of all applicable fees.
Eugene School District 4J Facility Use Rates
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Tier III users are all other users. Examples include:
- Commercial use
- For-Profit business
- Ticket events
- Organizations without tax-exempt status
- Political organizations and campaigns
- All Tiers: Fundraising when funds are not directly deposited into ASB accounts.
For full details on facility use requirements, please review the district’s Terms and Conditions.Click the link below to see our current rates and pricing tiers for facility use and services. Please review carefully to ensure you're aware of all applicable fees.
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To operate a daycare program within the district, organizations must meet the following requirements:
- Approval Process: Programs must respond and receive approval from the district Request for Qualifications (RFQ) process.
- Agreement: A lease agreement will be required.
- Rental Rates: Facility rental rates are determined through the RFQ process.
- Insurance & Compliance: Approved programs must meet insurance requirements as outlined through the RFQ process.
- Background Checks & Fingerprinting: All staff members must complete background checks and fingerprinting in accordance with district policies.
For more information on becoming an approved daycare provider, please contact the Eugene School District 4J procurement department at purchasing@4j.lane.edu.
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District students participating in an activity that is not currently sanctioned by the Oregon School Activities Association (OSAA) will require a facility use agreement and insurance. This could include club sports/activities like lacrosse, ultimate, winter guard, flag football, rowing, etc.
While the district has allowed certain club sport/activity programs to use the name/logo of the affiliated district school as part of their club sport/activity, it is important to note that club sports/activities are not sponsored by the school and operate independently from the school and the district. They receive no district funding, services, or supervision from district-paid staff. Club sports/activities are responsible for funding their club activities and providing their own coaches and staff. The use of district facilities for practices and games is contingent upon the availability of those spaces. OSAA sports and Tier 1 organizations have priority for facility use during their season. Club sports fees will follow Tier II rate structure.
Click the link below to see our current rates and pricing tiers for facility use and services. Please review carefully to ensure you're aware of all applicable fees.
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Parent organizations such as PTOs, PTAs, and Booster Clubs are considered independent entities and must follow Eugene School District 4J’s facility use procedures. Groups with 501(c)(3) status must submit a facility use request through the district's online system and provide a Certificate of Liability Insurance meeting district requirements. Fundraising events held by these groups require rental approval and may be subject to fees.
Groups without 501(c)(3) status must coordinate through the school and must follow district financial protocols. During-school events (e.g., jog-a-thons, walks) typically fall under the school’s responsibility and may not require a rental fee, but must be routed through the school’s purchasing contact if held during the school day.
After-hours events are subject to standard rental classifications and fee structures, regardless of the organization’s affiliation. It is the school’s responsibility to notify Facilities if a PTO event is occurring. PTO events should not be submitted as school-sponsored unless they are directly coordinated and funded by the school, and all funds are deposited into a district account.
All parent groups must adhere to the district’s facility use policy, insurance requirements, and approval timelines to ensure safe and compliant access to school spaces. District resources (ie: copiers, paper products, etc.) are not to be used by parent groups.
Click the link below to see our current rates and pricing tiers for facility use and services. Please review carefully to ensure you're aware of all applicable fees.
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To be considered a school-sponsored event, the event must meet all of the following criteria:
- The district/school directly and entirely coordinates, funds, plans, directs and staffs with district/school-paid personnel
- Managed by district staff as part of their defined work duties
- Can utilize district resources (facilities, equipment, or services)
- Fundraising, if applicable, is deposited directly into a district account
- For High School Athletics: the event/activity/contest is OSAA sponsored and occurs during the OSAA or corresponding governing bodies’ sanctioned season.
- All summer athletic camps and activities not school-sponsored must request district facility use and are subject to fees per the defined Tier structure.
- Feeder teams are youth or club teams that align with or support a school’s athletic program by preparing athletes for future participation at the middle or high school level. While, with pre-approval, they may share a name, mascot, or colors with a school, feeder teams are not school-sponsored activities and operate independently. As such, fees apply per the defined Tier structure for all feeder team use of district facilities, including practices, games, and camps.
Examples of School-Sponsored Events:
- School activities for ASB groups
- District-Sponsored middle school athletics
- School plays and performances
- School open houses
- School advisory committee meetings
- District wellness activities
- Staff-developed professional development sessions
- District or school student enrichment programs (i.e. BEST after school program)
- OSAA-sponsored athletics
If an activity meets all of the above criteria, District insurance generally applies. For clarification or additional information, please contact the Facilities Office 541-790-7406.