Before You Submit a Request:

✔ Requests must be submitted at least two (2) weeks before your event.

✔ Requests may be submitted up to 45 days in advance.

✔ A Certificate of Liability Insurance is required.

✔ Submission of a request does not reserve a facility.

✔ Rental fees and required staffing vary depending on the facility and event.

What to Expect:

Step 1 — Submit Your Request

Complete and submit the online Facility Rental Request Form.

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Step 2 — Review & Approval

Your request is reviewed for:

• Facility availability
• School activities
• Administrative approval
• Athletic approval (when applicable)
• Staffing requirements

Please note: Lenoir City Schools reserves the right to modify or reschedule any reservation should a school-related event create a scheduling conflict with the existing booking.

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Step 3 — Contract Preparation

If approved:

• Rental fees are calculated
• Required staffing is determined
• Contract is prepared
• Invoice is created

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Step 4 — Documentation

You'll submit:

• Certificate of Insurance
• Any additional required documentation

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Step 5 — Payment

Payment must be received before your reservation is finalized.

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Step 6 — Reservation Confirmed

Once approvals, documentation, and payment have been completed, your reservation is officially confirmed.

**Before filling out the request, please review the key information, board policy, and rates listed below.**

Thank you!

Facility Rental Key Information

Please review the following information before submitting your Facility Rental Request.

Eligibility

• School facilities may be rented by residents of Loudon County or organizations with their principal place of business in Loudon County.
• School-affiliated organizations (such as student clubs, PTO/PTA, band boosters, and similar groups) may qualify for use without rental fees, subject to district approval.
• Facility rentals are subject to Board Policy 3.206 and availability.

Rental Requests

• Facility Rental Requests must be submitted at least two (2) weeks prior to the requested event date and no more than forty-five (45) days in advance.
• Submission of a Facility Rental Request does not reserve a facility or guarantee approval.
• All requests are reviewed for availability, district scheduling, staffing requirements, and administrative approval before a reservation is confirmed.
• For security purposes, WiFi is not available for use

Fees & Payment

• Facility rental fees are assessed on an hourly basis unless otherwise noted.
• Additional personnel may be required depending on the facility and event. Applicable labor charges will be included in your rental agreement.
• Payment is due prior to the scheduled event.
• Any applicable refunds or additional charges will be processed after the event, if necessary.

Insurance Requirements

• Most facility rentals require a Certificate of Liability Insurance with minimum coverage of $1,000,000.
• Lenoir City Schools Board of Education must be listed as an Additional Insured on the policy.
• Reservations cannot be finalized until all required insurance documentation has been received and approved.
• Applicants who do not currently have liability insurance may purchase coverage through our approved vendor, GatherGuard.

Facility Use

• Groups are responsible for the conduct of all participants and for any damage to district property.
• Use of school facilities is limited to the approved dates, times, and locations listed in the rental agreement.
• All applicable Board policies, safety regulations, and district procedures must be followed throughout the event.

Specialized Facilities

• Use of school kitchens requires Lenoir City Schools Food Service personnel.
• Events utilizing auditorium sound or lighting systems require an approved Lenoir City Schools technician.
• Additional staffing requirements will be determined during the rental review process.

Questions?

If you have questions about facility availability, the rental process, or required documentation, please contact the Lenoir City Schools Central Office at 865-986-8058 or email Lindsay Demers at ljdemers@lenoircityschools.net.