Facility Rental

Atlanta Public Schools is pleased to announce a new online facility request and rental system designed to provide a positive user experience for all. With the new system, reservation requests can be submitted easily and will be handled more efficiently. Renters will be able to access photos and descriptions, see real-time availability, get estimated quotes and pay online.

In partnering with Facilitron, Atlanta Public Schools has launched custom facility use sites for the district and each school – allowing facility use requests to be submitted at any time.  You can view and request all district facilities at: https://facilitron.com/aps30303.  Although the process of requesting/approval/management of facility use is now digital, what’s implemented on Facilitron, remains the same as dictated by Atlanta Public Schools' board policies on facility use.  The district’s administrative staff makes final decisions on all facility use requests.  

Facilitron will assist with the set-up of organization and user accounts along with verification of non-profit status (if applicable). Facilitron will also collect payment and proof of insurance (certificate of insurance) on Atlanta Public Schools’s behalf.  Payments can be submitted conveniently on Facilitron. Payment options include major credit cards, checks, ACH/eCheck, and Paypal. Proof of insurance (certificate of insurance) can also be conveniently uploaded into the system, and/or it can be obtained directly through Facilitron.

The new Facilitron system is now live for all sites.  Moving forward, the only way to request use of a district facility is by creating a Facilitron account and submitting a request online. Please watch this video introduction to placing a request. For those who had reservations with Atlanta Public Schools prior to Facilitron, accounts have already been created on your behalf, and an automated email has been sent to you to create a password to access your renter account.  If you need any assistance setting up an account and/or in submitting a facility use request, you can contact Facilitron directly at: support@facilitron.com, or by calling them at: 800-272-2962.

Terms and Conditions for Permit for Use of School Facilities for Non-School Functions/Activities

Please register first. Once approved, you may submit facility requests.

It is the policy of the Atlanta Public School System that community organizations shall be permitted to use school facilities (including fields) provided it does not interfere with school and district programs. School facilities shall not be leased to individuals.

1. Request for use must be made at least two weeks in advance of the date of the activity. Request made after the two week window will not be considered. Events that have not received approval from all parties will be cancelled.
2. All fees for use of facility are due in advance of event.
3. Lessee must have fully executed permit in their possession when using the facility. The lessee may only utilize areas specified in this use permit. Events will be cancelled if lessee does not have a fully executed agreement.
4. Use permits are non-transferable. Improper use of any APS facilities including non-compliance to established guidelines will result in immediate termination of this use permit.
5. No alcoholic beverages or weapons are permitted on the premises.
6. All school facilities are non-smoking facilities and drug free zones.
7. APS reserves the right to cancel or alter an agreement at any time to meet the needs of APS district, students, and staff.
8. Lessee will be held responsible for all damages done to school property while using the facilities.
9. All organizations/groups are required to provide general liability insurance in an amount no less than $1,000,000 for bodily injury and property damage combined single limit. The Atlanta Independent School System shall be named as an additional insured. A Certificate of Insurance must be submitted with the use permit request.
10. Any functions, for which admission is charged, open to the public or that anticipate having over 75 participants must have security present. The security must be arranged through the APS Police via SchoolDude and or call the APSPD Department at 404-802-2000. If it is found that security is warranted but not in place, APS will provide security and lessee will be charged for the service. Lessee will not be allowed to use outside security for any events without the expressed approval of the Chief of Police. The Chief of Police reserves the exclusive right to assign security as deemed appropriate for the event(s). Events may be cancelled by the Chief of Police if requests are not submitted in a timely manner, thus impacting service delivery when it has been determined security services are required.
11. If admission is charged, the Lessee is responsible for the payment of admission taxes to the Federal Government.
12. Fees must include time necessary for preparation and clean up before and after activity. This usually requires adding two hours to the time of the activity.
13. Lessee will receive refund of fees with the exception of the application fee. For any event cancelled up to three (3) days/72 hours before event will receive full refund. Cancellations within two (2) days/ 48 hours will receive 75% refund. Cancellations within one (1) day/24 hours of event will receive 50% refund of fees.

TO PRINCIPAL:

Please add the name in SchoolDude during approval notes of the APS employee who will be present during the use of the building. This APS employee can be anyone approved by the Principal and the Maintenance Manager. The custodian assigned by the school (or by facilities services) will be responsible for the clean-up after the event to ensure that the facility is ready for the next school day. All maintenance employees will be paid time and half their salary per hour for any hours over their regular 40 hour work week. You have the right to accept or reject any organization wanting to use your school.

Charges: Payments for the event must be paid before the event upon receipt of invoice. If not, the permit will be denied. If you have any questions please call the Property Management Department at 404-802-3820.

Distribution: Approvals are emailed electronically from SchoolDude to all parties of the District Administration Staff and APSPD. The Property Management Department at the Facilities Service Center is the final approver and distributes the electronic invoice via SchoolDude to the Lessee.