Use of School Facilities
PUBLIC USE OF SCHOOL FACILITIES
PUBLIC USE OF SCHOOL FACILITIES
PUBLIC USE OF SCHOOL FACILITIES
Twin Rivers Unified School District processes facility use requests in accordance with Board Policy/Administrative Regulation 1330 and the Civic Center Act. School programs and District operations take priority. Eligible community use may be approved on a first-come, first-served basis when it does not interfere with school purposes and meets all District requirements. All facility reservations must be requested through the District's facilities use management system, Facilitron S&R: https://www.facilitron.com/trusd95652. All facility use requires an approved permit, issued through Facilitron S&R.
All reservation applications must be submitted at least 30 days prior to the event date; no exceptions. Applications require a $15.00 non-refundable processing fee collected through the Facilitron S&R website.
Facilitron S&R can assist with website-specific questions regarding booking and can be reached by email at support@facilitron.com or by phone at (800) 272-2962.
Twin Rivers USD can assist with District-specific questions regarding reservations and facilities use and can be reached by email at facilities.services@trusd.net
Reserving a Facility on Facilitron S&R
Reserving a Facility on Facilitron S&R
Getting Started on Facilitron for Renters
Getting Started on Facilitron for Renters
Requirements for making a reservation
Click the following link for more information about requirements for making a reservation: https://support.facilitron.com/support/solutions/articles/33000231298-requirements-for-making-a-rental-request
Requesting on behalf of an individual or an organization
Click the following link for more information about requesting on behalf of an individual or an organization: https://support.facilitron.com/support/solutions/articles/33000231306-am-i-requesting-on-behalf-of-an-individual-or-an-organization-
Account types for renters
Click the following link for more information about account types: https://support.facilitron.com/support/solutions/articles/33000231306-am-i-requesting-on-behalf-of-an-individual-or-an-organization-
Signing up and creating a renter organization
Click the following link for more information about signing up and creating a renter organization: https://support.facilitron.com/support/solutions/articles/33000231068-signing-up-and-creating-a-renter-organization
Logging In - Renters
Click the following link for more information about logging in: https://support.facilitron.com/support/solutions/articles/33000231289-logging-in-renters
Forgot password - renters
Click the following link for more information about recoving passwords: https://support.facilitron.com/support/solutions/articles/33000231113-forgot-password-renters
Troubleshooting log in issues - renters
Click the following link for more information about troubleshooting log in issues: https://support.facilitron.com/support/solutions/articles/33000286916-troubleshooting-log-in-issues-renters
How to receive an account verification email
Click the following link for more information about receiving an account verification email: https://support.facilitron.com/support/solutions/articles/33000231288-how-to-receive-an-account-verification-email
Adding additional users to your organization
Click the following link for more information about adding additional users to your organization: https://support.facilitron.com/support/solutions/articles/33000231109-adding-additional-users-to-your-organization
Submitting a reservation request
Click the following link for more information about submitting a reservation request: https://support.facilitron.com/support/solutions/articles/33000238347-submitting-a-reservation-request
Facility Rental Fees & Insurance Requirements
Facility Rental Fees & Insurance Requirements
Facility Rental Fees
If a facility is not on the rental sheet, please call TRUSD or Facilitron S&R to inquire about the rate.
Custodial & Operational Support Rates
Event Insurance
All events held at a Twin Rivers USD facility require event insurance. If your business or non-profit organization carries a policy, you may add Twin Rivers USD as an additional insured to your policy as long as it meets the District's minimum requirements. If you do not carry a current policy, Facilitron S&R offers event insurance that is available at the time of payment for your reservation.
Insurance Requirements:
User shall provide a certificate of insurance at least fourteen (14) calendar days prior to the requested use; if not received, the event will be canceled. The Certificate of Insurance must include:
1. A Comprehensive or Commercial General Liability Insurance. The limits of liability shall not be less than a Combined Single Limit for Bodily Injury, Property Damage and Personal Injury Liability of:
$1,000,000 per occurrence
2. Additional Insured Endorsement must reflect that the policy extends coverage specifically to:
Twin Rivers Unified School District, its officers, agents and employees, 3222 Winona Way, Suite 201, North Highlands, CA 95660 for [EVENT] on [EVENT DATE].
3. Waiver of subrogation endorsement
All users also agree that in making an application for use of facilities, all users agree to defend, indemnify and hold harmless the District, its officers, employees and agents from any and all injuries, losses or damages, including damage to District property, which may result or arise in any way out of their use of the facilities, negligence of the user group, its officers, employees, invitees or agents
Vendor Insurance
Vendor insurance requirements can be found at the following link: https://drive.google.com/file/d/1JcGV2oO-1EAWSd6uYFxJFZwnLkCxSre0/view
Frequently Asked Questions
Frequently Asked Questions
How far in advance can I submit a request?
All reservations must be submitted a minimum of 30 days befor your first reservation. The Twin Rivers calendar is open on a four month rolling basis. Example: If today is April 1st, the soonest reservation available would be May 1st, and the furthest reservation available would be July1st.
Which documents may be required to reserve a facility?
Documents that may be required for reserving a facility:
- Event Insurance: If your business or non-profit organization carries a policy, you may add Twin Rivers USD as an additional insured to your policy as long as it meets the District's minimum requirements. If you do not carry a current policy, Facilitron S&R offers event insurance that is available at the time of payment for your reservation.
- Non-Profit Documentation: If you're booking on behalf of a non-profit organization and would like to have your documentation reviewed for possible Classification I or Classification II rates please upload your non-profit authorization letter issued by the IRS and a copy of your non-profit constitution and bylaws with your reservation.
- Lifeguard Certification: If your event is utilizing a pool, please submit proof of lifeguard certification for the lifeguards that will be working your event.
- Vendor Insurance: For food trucks, bounce houses, or third-party vendors that will be at your event please submit their insurance that meets District requirements. Insurance requirements can be found at the following link: https://drive.google.com/file/d/1JcGV2oO-1EAWSd6uYFxJFZwnLkCxSre0/view?usp=sharing
Why aren't the dates I want showing as available on Facilitron S&R?
If a facility does not appear available on Facilitron S&R for a particular date, it may already be reserved by the school or another renter, unavailable due to construction or maintenance, or outside the current reservation window. Dates may not appear if they are more than four months in advance or fewer than 30 days away.
Why does the facility appear available on Facilitron S&R, but my request was declined?
A request may be declined even if the facility appears available on Facilitron S&R. The school site or District may have a pending event on that date that has not yet been blocked in the system, there may not be adequate staffing for your event, or facility or maintenance concerns. If your organization is currently carrying a past-due balance with Twin Rivers USD, your reservation request will not be approved until your balance is paid in full.
When is payment due, and what are my payment options?
Payment is due in full 7 days prior to your event date. If payment is not received 7 days prior to your event your reservation will be automatically canceled. Facilitron accepts major credit and debit cards, electronic checks or ACH payments, PayPal, and paper checks can be mailed to Facilitron. More information on payments can be found at the following link: https://support.facilitron.com/support/solutions/articles/33000236968-how-to-make-a-payment
Who do I contact for help the day of my event?
For assistance or questions the day of your event please follow the schedule and contacts listed below:
- Monday-Friday from 8:00 am to 3:00 pm, general questions can be answered by the District's Facilities Planning & Construction department at (916) 566-1600 ext. 36218 or 36208.
- For questions or concerns while you are on site for your event, please contact Facilitron S&R at 1-800-272-2962, or the Twin Rivers ERT line at (916) 281-8557.
What does the District do with facilities use fees paid by renters?
Facilities use fees help cover the renter’s proportionate share of the District’s direct costs associated with community use, which may include utilities, custodial services, staffing, administration, and facility maintenance and repairs. These fees help ensure that the costs associated with community use are not paid from funds intended to support District students and educational programs.
What is the cancellation/refund policy?
Refunds will be provided up to seven (7) calendar days prior to the event; cancellations after the seven-day period will NOT be refunded.
Why were there charges added to my reservation after my event?
Additional charges may be added if the event extends beyond the approved reservation time or requires cleaning, staffing, or services beyond what was included in the original reservation. The District will discuss any additional charges with the renter before they are added to the reservation.
Can I have food trucks or bounce houses at my event?
Third-party vendors such as food trucks or bounce house companies are allowed at your events, but they require additional planning, approval, and vendor insurance. The District recommends booking these reservations 60-90 days in advance of your event to allow for sufficient processing and approval time. Please do not book or reserve third-parties for your event until District approval has been received. Twin Rivers USD is not liable for any fees, deposits or charges you may incur with a third-party vendor.
Bounce houses require special approval by the Facilities Construction & Planning department and are only allowed at certain locations on each campus.
Vendor insurance requirements can be found at the following link: https://drive.google.com/file/d/1JcGV2oO-1EAWSd6uYFxJFZwnLkCxSre0/view
Can I have animals or a petting zoo at my event?
Pets, petting zoos, and other animals are not permitted at District facilities. Service animals are permitted as required by state and federal law.
If there's an emergency during my event, who do I call?
Call 911 immediately for any life-threatening emergency. For urgent safety or security concerns that are not life-threatening, contact the Twin Rivers Police Department at (916) 566-2777.
For urgent facility-related issues, notify the custodian or District employee assigned to your event. If District staff are unavailable, call the District’s Emergency Response Team at (916) 281-8557.
Do the sports complexes at Grant Union High School and Highlands High School require a reservation and permit?
Casual public use is allowed only as described below. All other use requires an approved permit through Facilitron S&R.
Allowable Casual Public Use (When not in use by the District or reservation)
- Walking/running on the track
- Informal, casual play on the field
- Use of the parkour equipment
Public Use Hours (When not in use by the District or reservation)
- Monday - Friday: 6:00 AM to 8:00 AM and 5:00 PM to 8:00 PM
- Weekends: By permit only
Organized Activities Require a Permit
Permits are required for any organized, scheduled, or supervised activity. This includes practices, trainings, clinics, camps, games, league play, team workouts, group gatherings, or coached/instructed activities.
Permits & Questions
- Apply online at facilitron.com/trusd95652
- Email: facilities.services@trusd.net
Can I use a facility without a reservation if it appears unused?
No. All use of District facilities requires an approved reservation and permit through Facilitron S&R.
Are lifeguards required for pool use?
Yes. Certified lifeguards are required for all pool use. Current certifications for each lifeguard assigned to supervise the swimmers must be uploaded to the Documents section of the Facilitron S&R reservation.
Are tables, chairs, microphones, or audiovisual equipment included in my rental?
No. Tables, chairs, microphones, or audiovisual equipment are not provided by the District for your event. If you would like to coordinate tables or chairs for your event please work with the Facilities Construction & Planning department to ensure comparability with District facilities.
Can I begin setting up for my event before my reservation time begins?
No. Renters may enter the facility at the approved start time on the reservation and must leave by the end time on the reservation. When submitting your reservation, be sure to include enough time for your own event setup and breakdown. Even if a custodian or other District staff member is present, you may not enter early or stay late. The time before and after your reservation is reserved for staff to prepare, clean, and secure the facility.
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