NHCS Facility Use

1. NHCS Facility Use

2. Step 1: Facility Use Application • Applications can be found on the Facility Use web page along with NHCS Facility Use Procedures and Board Policy 4500 www.nhcs.net • A Certificate of Liability Insurance naming New Hanover County Board of Education as the Certificate Holder must be acquired for any rental event • The Insurance should be in the amounts of $1,000,000 per occurrence and $2,000,000 annual aggregate • Proof of Non-Profit Status, must be submitted if applicable • All request must be submitted to The Facility Use Coordinator • You may submit application via email, fax, mail or school mail • Email to frankie.pollock@nhcs.net or • Fax to 910-254-4479 or • Mail to 6410 Carolina Beach Road, Wilmington , N. C. 28412

3. Step 2: Facility Use Request • Once a request is received by Facility Use • An Application package is sent ( containing Facility Use Application, Facility Use Standard Terms and Conditions , and Board Policy 4500 Community Use Of School Property And Facilities) • The completed application should be returned to the Facility Use Department. • The request is then sent to the Principal, Asst. Principal or Athletic Director for review • The school will check for availability and staffing for this event • Once approved or disapproved the group is contacted with the decision by the Facility Use Coordinator • If approved a contract is prepared and a Certificate of Liability Insurance and Proof of non-profit status is needed if applicable • We use the Event Management System or EMS to make all contracts. • We next send the completed contract to the group requesting the Facility for review, signature and payment

4. Step 3: Facility Use Request • Once payment is made and contract is signed, the contract is valid • Then a receipt of payment and a deposit form are prepared, then the check and deposit form are taken to the Finance Department • The signed contract is sent to the school and a copy is sent to the group renting the Facility for their records. • The school should then notify our Energy Manager’s Department of an inside event at their school. So that air or heat will be available. • The event is now ready to proceed

5. Step 4: Facility Use/ Minnie Evans • Minnie Evans Art Center • Information about the Minnie Evans Art Center can be found on the NHCS website • Jacqueline Booth is the General Manager • Minnie Evans Art Center is for performing arts only • Outside use must be approved by the MEAC Committee • The committee currently consists of : Bill Hance, Georgeann Hass, Emma Jackson, Roy Turner, Jacki Booth, Jackson Norvell, Patrick McCarty and Frankie Pollock

6. Step 5: Facility Use / Guidelines • No Tobacco Products on school property • No Pets • No Alcohol • No Foul Language • Must wear Appropriate attire for events • Enter and Exit at agreed upon times • Rental contracts must be completed at least 1 week prior to event date

7. Step 6: Facility Use / Guidelines • All fees must be paid at this time • Report any unsafe condition • Be Respectful of the school and staff • New Hanover County Schools has priority over any and all rental agreements • All parties must agree to “Hold Harmless” the NHCS for any and all accidents or incidents that take place during said rental • NHCS has the right to cancel any facility agreement at any time for any reason • Cancellation made prior to one week of rental date will receive a full refund

8. Step 7: Facility use / Information • The NHCS Facility Use Department as part of our desire to serve the community, has established a facility rental policy that allows employees and non- employees to rent out specific parts of NHCS building and grounds. The NHCS reserves the right to amend this policy at any time. In addition, NHCS reserves the right to cancel any agreed upon facility usage agreement at any time for any reason. With that said, only in rare circumstances would the NHCS have to void an agreement