Flow Chart for Renting Facilities
A. Registration Process
Before you can reserve a facility, you must register your organization by creating an account in our online system.
To register:
- Facility Use
- In the upper right corner, click on "Log in to Request Facility Use."
- Click to Create an Account.
- Read and agree to abide by terms and conditions.
- Fill out contact information including name, email address, phone number, address and a password. All passwords must contain at least six characters and can be made up of any combination of letter, numbers, and/or symbols. Passwords are not required to include any capital letters and are not case sensitive.
- Click Save & Next.
- Provide organization information including name, address and type of organization. Some organizations such as parent groups, booster clubs and non-profit groups aren't charged a fee for renting G-RH facilities. Other organizations that charge for their services such as sports programs and before and after school care are required to pay a fee before they can use the facility.
- Click Save & Next.
- Submit Request.
Registration requests will go to G-RH administration for approval. You will receive an email confirmation once your request has been approved. Your registration request will not be approved until you have supplied the Facilities Department with a current Certificate of Insurance.
B. Submit a Facilities Rental Request
Once your organization has been approved, you may submit a rental request. These requests must be made at least 10 days prior to the event.
- Facility Use Calendar
- In the upper right corner, click on "Log in to Request Facility Use."
- Log in using the email address and password submitted as part of your registration.
- To check availability of the facility, use the filter buttons to choose a location and date(s).
- Click the Request Facility Use tab at the top of the page. You have two choices:
- The Normal Schedule allows you to request from one to up to 20 events. All events should be in the same room(s) at the same time over different days.
- The Recurring Schedule allows you to choose up to 100 events in the same room(s) at the same time over different days. These events are scheduled on a recurring basis (i.e. every Monday and Wednesday for a month or every Sunday for a year, etc.)
- Fill out the form which asks for the event title, description, school or APS facility, room or building, date(s) and start and end times.
- Click Check Availability.
- If the room/building is available, agree to the terms and conditions of the Building Use Agreement and provide information about fees charged by your organization.
- Provide organization information including name, contact and insurance expiration date.
- Request maintenance service including audio/visual, custodial, event break down, event set up, food service, technology and security.
- Provide event information including number of adults and children attending, extra chairs required and parking spaces required.
- List additional needs.
- Sign using your email address and confirm that you agree with the terms and conditions of facility usage.
- Submit your request.
You should receive an email notification confirming your request was received along with a schedule ID number, followed by an email confirming or denying your request.
