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District /Departments / Buildings and Grounds / Facility Use/Rental

Departments

Facility Use Rental

If you're an Eau Claire Area School District employee who wants to request a space for an activity that is for your students or school, log in to your SchoolDude/MySchoolBuilding account at https://login.myschoolbuilding.com.

If you are a community member or a District employee who wants to request the use of a space for a community group/organization activity, see below.

Click on Facility Use Calendar to view our web-based calendar of scheduled events.

Community Members & Organizations

Thank you for your interest in having the Eau Claire Area School District serve your building use needs.
 
The Eau Claire Area School District buildings and grounds are first and foremost for the education and enrichment of our students. Secondarily, they serve as a valuable community asset for educational, governmental, civic, cultural and recreational activities of the citizens of Eau Claire. The following procedures, instructions and fees are intended to best maintain the facilities for the students and community. The use of all school facilities will be at the discretion of the Eau Claire Area School District and the granting of permission to use school property shall not be construed as an endorsement of any individual or group by the Eau Claire Area School District.

All community, non-school district activity/event requests for building and site use will be handled through the Facility Use Office, located in the ECASD Service Center, at 623 N Hastings Way, Eau Claire (next to U-Haul).

UPCOMING SCHEDULING DATES AND EVENTS:
Applications for Summer 2018 Use will be accepted beginning Monday, May 14, at 8:00 AM. Community events may be scheduled from June 11 - August 24, at South and DeLong Middle Schools only, from 12:30 to 8:00 PM. There will be no community events scheduled in the AM due to summer school classes/programs.

Organizations/Groups may begin to submit applications for use dring the 2018-2019 School Year as follows:
  • Monday, June 4, 2018, 8:00 AM--CLASS 4, Resident Youth Organizations/Groups
  • Monday, July 16, 2018, 8:00 AM--CLASS 5, Resident Adult Organizations/Groups
  • Monday, July 23, 2018, 8:00 AM--CLASS 6, Non-resident Organizations/Groups

Gym Times for the 2018-19 school year (Updated 7/11/2018. Note change to Mondays at Flynn.)

DETERMINING IF THE SPACE YOU WISH TO USE IS AVAILABLE:
The ECASD Facility Use Calendar shows the activities which have been scheduled at our various buildings/sites. Please check the Facility Use Calendar to determine the availability of the ECASD facility you desire to use before submitting your Application for Facility Use.

When the Facility Use Calendar is first opened it will display all activities scheduled, District-wide, for each date. To check the availability of the facility where you wish to hold your activity, click the drop-down arrow in the "View All LOCATIONS" box and select that building from the menu. Then click the "FILTER" button. The calendar will now display only the events that are scheduled at that particular site. Clicking on an event title will open a small window which will list additional information about the event, such as the start and end times and the specific room/space where it is being held. If you click on the number for a specific date (such as clicking on the 8 for March 8), you will see a list of all the events scheduled that day at that location, including areas of use. Click Facility Use Calendar to view our web-based calendar of scheduled events.

SCHEDULING FORMS AND DOCUMENTS  Click the following links to view our:
Conditions Of Use  [current] and Conditions of Use [Effective 7-1-2018]
Fee Schedule [Effective 7/1/2017]
2017-18 Facility Use Calendar  Displays the 2017-18 dates unavailable for community use.
2018-19 Facility Use Calendar  Displays the 2018-19 dates unavailable for community use.


The following forms/information will be required for use of our facilities:
Application for Facility Use  [Updated 5/10/2018]
     Application Fee is due when application is submitted.
     Applications are not processed until Application Fee is paid.
W9 Form
Certificate/Proof of Liability Insurance  Click to see a sample Certificate of Liability Insurance with the "Additional Insured" endorsement that is required. You must include with the certificate all carrier exclusions, endorsements and/or provisions that may limit or expand coverage. Be sure to inform your insurance carrier or provider of these requirements.

The following forms may be required, depending on the area(s) you are requesting to use:
Kitchen Use Form  Must submit if requesting this area, including need for water.
Auditorium/Little Theater Form  Must submit if requesting a presentation area.

SUBMITTING COMPLETED FORMS FOR PROCESSING:
You have several options for submitting your completed paperwork.
  • Email to: facilityuse@ecasd.us
  • Fax to: 715-852-3154
  • US Mail to: ECASD Service Center, 623 N Hastings Way, Eau Claire, WI  54703
  • Deliver in person to: ECASD Service Center, 623 N Hastings Way, Eau Claire (next to U-Haul)


CANCELLATION & NO-SHOW FEES:
Users shall notify the Building & Grounds Department of any cancellation of an approved use at least five (5) business days in advance. A $10 cancellation fee plus the Rate B hourly fee will be assessed for each date that is cancelled with less than five (5) business days' notice.

GENERAL SCHOOL USE:
Manz and Robbins elementary schools are available for community use from 4:30 PM until 9:00 PM. Roosevelt Elementary is available from 4:30 PM until 7:30 PM. The remaining elementary schools are available for community use from 4:30 PM until 8:30 PM.

Middle schools are available for community use from 6:30 PM until 9:30 PM. High school pools, locker rooms, and athletic areas are NOT available for community use prior to 6:30 PM. Other high school facilities are available from 4:30 PM until 9:30 PM.

​GYMNASIUMS:
Most Elementary Schools offer one gym court. The following elementary schools offer two courts: Longfellow, Putnam Heights and Robbins.

South Middle School has three gym courts. DeLong Middle School and Northstar Middle School each have two gym courts.

High School gyms are used heavily by the schools' many athletic programs. They are seldom made available for community use.

link to pdf document: Gym Use Expectations 
link to pdf document: Gym Times for 2018-19 (Updated 7/11/2018. Note change to Mondays at Flynn.)

POOLS:
ECASD offers five full size pools. There is one pool at each of our secondary schools:
  • Memorial High School (no diving)
  • North High School (no diving)
  • DeLong Middle School (no diving)
  • Northstar Middle School
  • South Middle School

AUDITORIUMS:
ECASD offers six presentation areas. There are two areas at Memorial and one at each of our other secondary schools:
  • North High School - capacity 1,000
  • Memorial High School - capacity 1,475
  • DeLong Middle School - capacity 575
  • South Middle School - capacity 458
  • Northstar Middle School (open cafetorium) - capacity 575
  • Memorial Little Theater - capacity 225

OUTDOOR FIELDS & OTHER ATHLETIC AREAS:
There are various outdoor fields/areas located at each of our school sites. Organizations may submit Applications for Facility Use to schedule these areas for use the same as for our indoor spaces (note available times in General School Use, above). In order to keep our fields in proper condition they need to be fertilized, watered and seeded, so it may be necessary to close them for periods of time. Please do not use any field marked for rest. Any fields or lawns being fertilized will be posted in advance as required by law. Click the link to view the 2018 Field Maintenance Schedule.

District Tennis Courts will not be scheduled for use by community groups during the month of August due to high school practices and tournaments.

To assist you in planning for your outdoor events, here are links to each school's site plan indicating where each field/area is located.

Elementary Areas are not available before 4:30 PM on days school is in session.
link to pdf site map of  Chippewa Valley Montessori
link to pdf site map of  Flynn Elementary 
link to pdf site map of  Lakeshore Elementary [updated 8-1-2018]
link to pdf site map of  Little Red
link to pdf site map of  Locust Lane Elementary
link to pdf site map of  Longfellow Elementary
link to pdf site map of Manz Elementary
link to pdf site map of  Meadowview Elementary
link to pdf site map of  Northwoods Elementary
link to pdf site map of  Putnam Heights Elementary
link to pdf site map of  Robbins Elementary
link to pdf site map of  Roosevelt Elementary
link to pdf site map of  Sam Davey Elementary 
link to pdf site map of  Sherman Elementary

Middle School Areas are not available before 6:30 PM on days school is in session.
link to pdf site map of  DeLong Middle School
link to pdf site map of  Northstar Middle School
link to pdf site map of  South Middle School

High School Areas are seldom scheduled for community groups due to high usage by the high school athletic teams. If scheduled, they will not be made available earlier than 6:30 PM on days school is in session.
link to pdf site map of  Memorial High School
link to pdf site map of  North High School

If you have any questions, please contact the ECASD Facility Use Office at 715-852-3160 or facilityuse@ecasd.us.