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Application Process

To Apply: Please contact the Facilities Use Coordinator to get and application for use of facilities.

Cost: A fee structure for user groups shall ensure that the district will spend its money directly on the education of youth while promoting community use of facilities. Upon approval of a facility use request, a deposit of approximately 25% of estimated fees will be collected to secure the facility rental. 

In most cases before a request can be approved, the user will need to provide a Certificate of Liability Insurance with a minimum of $1,000,000 in general liability limits. The certificate must also state that “Estes Park School District, 1605 Brodie Avenue, Estes Park, CO 80517” is an additional insured.

Confirmation: After submitting an application, please allow 2-3 business days to process your request.  Completed applications, full payment of the application fee, and the required insurance paperwork must be received a minimum of seven (7) days prior to the first date of use.

Approval for use does not constitute district endorsement of any organization, the beliefs of the organization or group, the expression of any opinion regarding the nomination, retention, election, or defeat of any candidate, nor the expression of any opinion as to passage or defeat of any election issue.

Facilities Request Form

Required

Fill out the following information. Submissions of request does not guarantee approval. Requests must be submitted at least three weeks prior to event.
 
Liability Insurance: All user groups must submit a certificate of insurance prior to approval naming the district as an additional insured.
 
Updated 08/20/2025

Agreement for Facility Use, Applicant Agrees:

  1. To comply with all of the rules, and policies set forth in this agreement (see Community Use Guidelines and Administrative Policy KF).
  2. To Take proper care of the facilities and equipment used and to promptly pay for any damage occurring during the use of same.
  3. To confine the activities of its organization and all persons in attendance to the rooms and quarters reserved for its use and to respect the classroom equipment/supplies by not moving or altering any item in any way.
  4. To provide adequate adult leadership and supervision at all times for activities in which minors are participating. (See applicant Obligations and Responsibilities-The Guide to community Use of School Facilities).
  5. To limit the number of tickets distributed to the seating capacity of the facility reserved.
  6. To indemnify and hold the Estes Park School District, its officers and employees harmless from and against all claims, causes of action, damages, losses, expenses, and liability of any kind, including, without limitation, attorney's fees and court costs, arising out of or relating to applicant's use of the premises and facilities.
  7. To pay the additional costs for any equipment used or personnel associated with the applicant's use of the facilities.
  8. To understand that no storage facilities will be provided nor responsibility accepted by the Estes Park School District for any equipment or material brought in by an organization using school facilities.
  9. To be legally and financially responsible for the conduct and control and control of both patron and participant and to comply with all federal, state, and local laws, the Estes Park School District R-3 Request for Community Use of School Facilities, and Board of Education policies relative to  community use of district property.
  10. To provide a copy of our certificate of insurance; minimum coverage of $1,000,000 and naming the district as an additional insured, if requested.

Note: Weapons, Tobacco, Alcohol, and Controlled Substances Are Prohibited on District Property. Only service animals are allowed on School District Property.

Conditions:

  1. Payment. A deposit will be required with the submission of the Request for Community Use of School Facilities form. Final payment is due within 30 days after the event.
  2. Supplemental Staffing. Any organization or individual, regardless of classification, will be required to pay the cost of a designated staff member if its use of the facility use would result in direct costs to the school district. Kitchen areas must be used under the supervision of a Nutritional Service Employee(s).
  3. Additional Costs. Any additional costs incurred by the school district due to facility use will be billed to the applicant. This could include any unforeseen additional custodial time, repair to any structural damages incurred during use, any missing/stolen equipment or supplies, or trash removal. It is the applicant's responsibility to be sure there are no substantial damages to school property prior to the actual use. Upon the event there is noted damage to school property prior to facility use by the applicant, such damage should be noted and brought to the attention of the designated supervisory staff in the building.
  4. Cancellations & Changes. Cancellations received within 2 weeks prior to the scheduled event will result in 100% loss of facility usage fees. Changes to existing schedules must be made 2 business days in advance. If a scheduled rental is canceled because of School District use or school closing, that day's rental shall be refunded in full to the rental party. The amount refunded will be less any expenses incurred by the School District related to the proposed use.

Nondiscrimination Statement:

In compliance with Titles VI & VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1967, the Americans with Disabilities Act, the Genetic Information Nondiscrimination Act of 2008, and Colorado law, Estes Park School District R-3 does not unlawfully discriminate against otherwise qualified students, employees, applicants for employment, or members of the public on the basis of disability, race, creed, color, sex, sexual orientation, gender identity, gender expression, marital status, national origin, religion, ancestry, family composition, or need for special education services.
Discrimination against employees and applicants for employment based on age, genetic information, and conditions related to pregnancy or childbirth, is also prohibited in accordance with state and/or federal law. A lack of English skills will not be a barrier to admission or participation. Harassment, if it arises to the level described in state law, it is a prohibited form of discrimination.

Complaint procedures have been established for students, parents, employees and members of the public as follows:
Policy AC-R-1: Students
Policy AC-R-2: Employees, Applicants for Employment, and Members of the Public
Policy AC-R-3: Sexual Harassment (Title IX)

The following person(s) have been identified as the Compliance Officer for the district:
Ruby Bode, Estes Park School District Compliance Officer and Decision Maker
1605 Brodie Avenue, Estes Park, CO 80517
Telephone: 970-586-2361 ext. 3003 ruby_bode@estesschools.org
Name of the employee designated as the Title IX Coordinator:
Sundee Pietsch, Director of Student Services
1605 Brodie Avenue, Estes Park, CO 80517
Telephone: 970-586-2361 ext. 3008 sundee_pietsch@estesschools.org
Name of the employee designated as the Title IX Investigator:
Mary Barron, Middle School Assistant Principal 
1605 Brodie Avenue, Estes Park, CO 80517
Telephone: 970-586-4439 ext. 3224 mary_barron@estesschools.org

Outside Agencies

Complaints regarding violations of Title VI, (race, national origin), Title IX (sex/gender), Section 504/ADA (handicap or disability), may be filed directly with the Office for Civil Rights, U.S. Department of Education, 1244 North Speer Blvd., Suite 310, Denver, CO 80204.

Complaints regarding violations of Title VII (employment) and the ADEA (prohibiting age discrimination in employment) may be filed directly with the Federal Office of Equal Employment Opportunity Commission, 950 17th Ave., Suite 300, Denver, CO 80202, or the Colorado Civil Rights Commission, 1560 Broadway, Suite 825, Denver, CO 80202.

Organization Namerequired
Organization Typerequired
month, day, year, start time and end time (for all event days)
Event Contact Namerequired
First Name
Last Name
Preferred
Billing Contact Name (if different)
First Name
Last Name
Alternative
Mailing address, City, State, and Zip
Attach up to 3 files with a maximum size of 10MB
No file chosen

Lighting

The school provides a basic use of area and special lights. Organizers of events requiring a more elaborate design must contract District Auditorium Technicians to pay for the extra preparatory work prior to the event and the re-hang of our house plot following the event. The lighting system must be controlled by a District Technician.

Lightingrequired

Sound

The school provides a basic sound system (for simple events-up to 4 inputs) or a professional sound system of mixer, amps, and speakers (for larger events). The professional sound system must be controlled by a District Technician.

Soundrequired
Dressing Roomsrequired
Set up time, if neededPlease select up to 1 choice
Please select up to 1 choice
Take down time, if neededPlease select up to 1 choice
Please select up to 1 choice
Special Equipment NeedsrequiredAll equipment is subject to availability and carries a per-item charge
All equipment is subject to availability and carries a per-item charge
Special Equipment NeededPlease select up to 5 choices
Please select up to 5 choices

All facility requests that include the use of the High School Auditorium must also complete and submit this form with their application to determine requisite charges. Reservations are made on a first-come, first-serve basis upon receipt of the completed requested forms. Reminder: All applications require 3 weeks lead time.

Users requesting auditorium use can incur fees for rent, sound and lighting fees, associated dressing room and/or choir room rental, some equipment costs, technical labor costs, and custodial labor costs.

Receipt of the Application for Use of Facilities for, or the Auditorium Use Form by Estes Park School District R-3 or Estes Park High School neither implies nor guarantees approval of the request. School District events will receive priority scheduling.

Technical and Lighting assistance is provided by Estes Park School District R-3 only and will be specially arranged when booking the auditorium or theater. Technicians are assigned to an event at an hourly rate of $25 per hour, per technician. The number of technicians needed for an event will be determined by EPSD.

Terms of Servicerequired
By typing my name below and selecting “I accept”, I am signing this agreement electronically, and I agree that my electronic signature is the legal equivalent of my manual signature on these agreements. I specifically agree that any electronic signatures that I provide through this online process are valid and enforceable as my legal signature. I acknowledge that these electronic signatures will legally bind me to the terms and conditions contained in the related documents just as if I had physically signed the same documents with a pen.  I agree that no certification authority or other third party verification is necessary to validate my e-signature and the lack of such certification or third party verification will not in any way affect the enforceability of my e-signature or this Agreement.required
Namerequired
First Name
Last Name

Insurance Notice

All groups must submit a current liability insurance certificate at the same time an application is submitted.  EPSD's property and general liability insurance policies do not provide coverage to external organizations using school facilities.  EPSD must be listed as additionally insured on the certificate, and all groups are required to carry a minimum of $1,000,000 in commercial general liability insurance.

Payment

Upon approval of an application, the applicant will be issued a Facility Use Contract and Invoice.  Full payment must be made five (5) business days prior to the first event date. Contracts not paid in full five days prior to the first event date will be canceled.

Calendar & Closures

All holidays recognized on the EPSD school calendar are considered district closure days and facility rentals will not be allowed on those days.

All EPSD facilities are closed, and all contracts voided, when the superintendent, due to inclement weather or for other reasons, declares an emergency closure. Examples of such cancellations and closures include but are not limited to:

  • Inclement weather
  • Hazardous conditions
  • Crisis or emergency-related events

Changes

Changes to a single-meeting contract must be made at least 24 hours prior to use, in writing, to the Facility Use Office.  If the contract is for more than one meeting, five (5) days’ notice must be given in writing.  All changes will be assessed a $15 fee per change and will be added to the invoice.  Any full contract cancellation will be assessed a $25 cancellation fee.