Rental Procedure
Carroll Independent School District
Facility Rental Policy
Updated June 2026
I. Availability of Facility:
Individuals or groups that wish to use the District’s facilities must first create an online account. https://www.southlakecarroll.edu/district-information/district-departments/facility-services/facility-rentals/become-a-user
II. Application/Agreement for Use of Facilities:
Individuals or groups must submit an Application/Agreement for Facility Use online. The application process is on the District’s Web site. If the facility requested is one typically used for secondary athletic competition, the Director of Athletics must approve the application. Requests for rentals of campus areas must be approved by the Campus Principal. All rental requests will be reviewed by the Facility Services Department for approval. Requests totaling over $10,000 must be reviewed by the Financial Services Department.
After approval, the applicant will be notified and an Agreement sent for signature. The applicant must submit payment and proof of insurance to the District department arranging for the facility use. All fees must be paid in advance. Reservation of a facility is contingent upon receiving payment.
Online application for use of the requested facility must be made at least fourteen (14) days in advance. Approval shall not be granted for any purpose that might damage school property or to groups that are known to have damaged District property in the past.
Depending on the requirements of the facility renter, the District will arrange for services such as cleaning, technology needs, and other support requirements as necessary. Costs for this will be charged to the renter and outlined in the Agreement signed by the renter.
III. School Representative on Duty
The District will assign a District official as duty administrator throughout the time the facility is in use. This administrator will prepare the facility for use and will be responsible for closing the facility after its use. Any minor movement or rearranging of furniture will be under the supervision of the duty administrator. Costs will be charged to the renter at the appropriate hourly rate.
IV. Rules/Regulations for Facility Rental:
Renters must abide by all District policy for facilities usage. Liability insurance in the amount of $1,000,000 is required for groups that are not a part of the District. A Certificate of Insurance (COI) naming the District as additionally insured must be provided prior to approval.
With the exception of minor rearrangement of furniture, no alterations of any kind can be made to the facility without prior written consent from the Superintendent or designee. Renters may not use any school-owned equipment and/or supplies found in the classroom or other areas. Additional charges will be applied for missing and/or damaged supplies or equipment and could result in termination of the rental agreement. No food or drinks may be permitted in areas that are prohibited during school hours. Renters liable for unpaid damages will be prohibited from any future rental agreements until all financial settlements are made in full.
At the time of reservation, a deposit of 10% (or more) is required to secure the reservation. The balance due will be reconciled upon completion of the event, and payment is due within three days (72 hours) of final invoice.
For circumstances that require amendment of reservation times or refunds, such as inclement weather cancellations, the District will review the specific event rental agreement and provide a refund for unused hours as necessary. All refund requests must be made in writing to the Facility Services Department with specific times and justifications documented.
User Categories for Non-school Use of School Facilities
The CISD Administration will determine the category the individual or group will be placed in for the year. To better serve the community, the District has determined usage fees based on three categories, in accordance with the following:
CATEGORY 1
District events, educational meetings to include staff or student meetings, and school programs;
A. District affiliated Booster Clubs
B. District affiliated Parent/Teacher Organizations
C. Carroll Education Foundation
CATEGORY 2
A. Non-profit organizations that meet all of the following criteria:
- Non-profit status defined by Section 501 (C) of the US Internal Revenue Code
- Established purpose and mission of providing enrichment and educational opportunities for District children and community of Southlake
B. Local community churches
C. Community organizations that serve populations primarily consisting of District students, staff and community
CATEGORY 3
A. Other for-profit organizations
B. Other School Districts
C. Colleges and Universities
District Employee Fee Discount
A full time District employee who requests for-profit rental of District facilities under Category 3 shall be extended a discount for approved non-school use of District facilities. The District employee rental must support a Carroll ISD program. The employee may not use their employee status to represent another group or individual. The discount rate shall be calculated at a rate of ten (10%) percent of the gross earnings. To receive the discount, the employee must provide written documentation of the activity’s actual earnings and any fees associated with administrative oversight, technical oversight, custodial services, food services, or any other expense that may be incurred by the District as a result of the rental. If the employee does not provide the required documentation within the timeframe established in the rental agreement, the employee will be charged the Category 3 fees as outlined in the fee schedule above. Tutoring of students for pay on school property is not a permissible request. This does not qualify for the operation of district summer camps.