Use of Facilities

The East Rochester Union Free School District (ERUFSD) buildings and property are primarily available for the regular program and activities of the school district. When not in use for these purposes, the Board of Education will allow the use of these facilities by other groups within the allowable limits of Section 414 of the New York State Education Law and the regulations herein provided. 

A completed request for use of facilities (and Certificate(s) of Insurance, if applicable) must be submitted online. The requesting party will receive an e-mail notifying them that their request has been approved and activated or denied. A bill will follow. 

ERUFSD will charge the sponsoring organization for the incremental costs of all activities taking place in the buildings or on school properties. Costs vary between commercial and non-profit use. A Fee Schedule is made available for viewing in the Cost of Facilities and Labor file, below. 

Some rules and regulations that apply to the use of facilities at all times include but are not limited to:

  • No smoking in the buildings or on the grounds of East Rochester UFSD

  • Alcoholic beverages are not allowed on any school premises

  • Food and beverages are only permitted in cafeterias/all-purpose rooms – Eating or drinking in auditoriums or gymnasiums is not permitted

  • Minors are required to have adult supervision on a 1 to 15 ratio basis

  • Entrance to the property shall be permitted ONLY via main doors. All doors to the facility shall remain LOCKED at all times.

Facility Use Account Request Directions:

Use of District facilities by a community partner or external user requires an account registration process, prior to the submission of specific schedule requests:

  1. In order to submit a Facility Use Request you will need to register first and only one time at: ER's Community Use page

  2. Follow link to register a new account on the ‘Community Use’ website.The link to register can be found in the upper right corner of the Community Use page.

  3. New Registrants/Organizations will be required to submit a completed Hold Harmless Agreement and acceptable Certificate of Insurance prior to registration approval.A member of the ERUFSD team will reach out to you regarding this, prior to approval.

  4. Upon account approval, registrant will be listed as an approved ‘Organization Event Coordinator’ with their respective organization.Once this registration process is complete, Organization Event Coordinators may use the same link to log in and submit schedule requests.

Facility Use Schedule Request Directions:

  1. Access the Community Use site via the link outlined above.

  2. Click on ‘Request Facility Use’ at the ribbon on the top of the page.

  3. Select whether the request is for a ‘normal schedule’ or a ‘recurring schedule’ based on the description provided.

  4. Fill out all the required areas on the form to complete your search and request the space desired.Be sure to verify that you have all the information needed for the event you are requesting.

  5. Click on SAVE on the bottom of the page

  6. Your request will go through the approval process and you will be notified by e-mail if your request has been approved or not.Please note that the approval process may include a member or members of the East Rochester UFSD team contacting you for additional or updated information, including but not limited to, updated insurance certificates, payment and billing, COVID-19 safety plans, etc.Use of the requested space is not permitted until your request has received full approval status on the Community Use website.

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