Basehor-Linwood School District

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E - Business Management » Use of School Buildings (EBF)

Use of School Buildings (EBF)

Public school buildings are primarily erected for use of the public schools and shall not be used for any purpose that will conflict with such use. The requirements of the school program shall receive prior consideration. In order that the public school plants may serve wider community use, it is the policy of the board to grant maximum use of school facilities by responsible individuals and properly organized groups throughout the district, so long as these activities do not interfere with the regular school program.

The facilities of the school district represent a large investment to the patrons of the district. These facilities have been provided primarily for the purpose of providing suitable facilities for the educational program. However, in order that the school facilities of the district may be utilized secondarily, but yet very importantly, for community usage, the board adopts the following rules concerning use of school facilities by community agencies.

A. Rental Prioritization

The following is a list of groups who will receive priority in renting school facilities. School activities will receive first priority in all buildings. School facilities may be rented after 6:00 p.m. of weekdays and on weekends during the school year. Rental of facilities during the summer months will be very limited due to the cleaning and maintenance needs of each building. The district maintenance schedule takes precedence over all other activities during the summer months. The board of education reserves the right to refuse the use of school facilities at its own discretion.
  • School activities (examples include musical and athletic practices). A particular school will have first priority in their own building, followed by other district schools.
  • PTO activities within their own building.
  • Basehor-Linwood Educational Foundation
  • Scout and Club activities within their own building (examples include Boy Scouts, Cub Scouts, Brownies, and 4-H.)
  • Basehor and Linwood athletic associations.
  • Community Education.
  • All other activities.
Events should first be approved by the building principal at each building, and then final approval will be given by the District Director of Operations. Priority organizations should schedule their activities four months in advance. Once requests have been scheduled for priority groups, facilities will be made available to other organizations on a first come, first served basis. Requests for non priority groups will not be processed earlier than four months from the first requested rental date. Priority renters other than school activities will not be able to displace other renters for activities planned less than four months in advance.

B. Rental Categories
  1. Free Organizations                                                                                                  
    1. Free organizations and activities. Activities sponsored by the Basehor-Linwood School District or the Basehor-Linwood Educational Foundation may use the district's facilities free of charge. Other governmental agencies' activities will be assessed on an individual basis for both rental fee and any associated labor. The district's Director of Operations shall have final say in any and all charges.
    2. Partially free organizations and activities. (Only labor fees will be assessed.) No facility rental fees are assessed for organizations falling in this category. However, partially free organizations are required to pay for any services rendered by custodians or other required personnel "after hours" at an overtime rate. The district Director of Operations in conjunction with the Director of Maintenance will make the final determination as to the amount of time and man power needed for any such activities. The "after hours" custodial/serving charge applies on Saturdays and Sundays and for all rentals that are serving/providing food and/or refreshments. Other factors, such as size of crowd in attendance, special building uses, and set-up. Any time custodians and/or service personnel are required, the group or groups renting the facility will be charged for the labor involved. Additional charges may also result in summer months as custodial hours vary. Additional charges may also apply for security officers and supervisors in the kitchen, performing arts center, main high school gymnasium, and anytime the number of people in attendance dictates such. Partially free organizations include the following:
    3. PTC/PTA/Booster Club activities
    4. Scouts and 4-H
    5. Basehor and Linwood Athletic Associations (special rules apply during tournaments)
    6. Community Education
    7. Basehor and Linwood Alumni Associations
    8. Business Partners
    9. Local Service Clubs (examples would include Lions and Kiwanis)
    10. Kansas State High School Activities Association
    11. Facility fees are not charged to scouts and similar organizations for their regular meetings. However, fees for both facilities and labor (if required) are charged for special events. Some examples of such include (but are not limited to) Blue and Gold Banquets, Craft Shows, Pancake breakfasts, and chili suppers. There may be other activities that are charged labor only based on the determination of the District Director of Operations.
  2. Non-Profit Organizations
    Non-profit organizations, churches, and individuals renting for non-commercial purposes are permitted to rent district facilities at a non-profit rate. This rate is assessed to offset the operational costs associated with the event. Where appropriate, not-for-profit status must be verified by presentation of Kansas Secretary of State certification or IRS-501(c)(3) designation. Non-profit renters will also be required to pay for any labor charges associated with their event as described in Section B.1.b.) above.
  3. For-Profit Organizations
    Any commercial organization (those subject to income taxation per IRS guidelines) or individuals renting for a commercial purpose are permitted to rent Basehor-Linwood facilities for a fee competitive with the private sector. For profit renters are also required to pay for any labor charges associated with their event as described in Section B.1.b.) above.
C. Employee Rentals

Employees (and members of their immediate family) may use district facilities free of charge when participating in wellness activities or exercise involving district employees. However, employees will be charged for personal use of the district facilities at the "not-for-profit" rate.

D. Churches

The Board of Education may approve the rental of school facilities to churches for weekend worship service only. The rental period is not to exceed two years. Churches that wish to extend beyond this period must again seek permission from the board. It is expected that facilities will be rented only to churches that are in the process of building their own facility. No school shall be assigned more than one church and one church may not use more than one school. It should be clearly understood that school activities will take priority over any church use. Specific guidelines for church use are on a separate page.

E. Gymnasium Rental

The grade school and middle school gyms will be scheduled first. High school gym space will be rented only on an emergency basis due to the number of activities at that school. No non-school, outdoor athletic activities are allowed to be played in the gymnasiums. This includes baseball, softball, soccer, and football. The main high school gymnasium is not to be used by any group (including schools) for this purpose.

F. Performing Arts Center

The Performing Arts Center (stage and auditorium) may be rented for theater groups. The sound and lighting systems may not be used without the services of a member of the drama staff. Renters of this facility will also be required to pay a security deposit and to show proof of a $500,000.00 dollar liability insurance coverage listing USD 458 as an additional insured. As with church usage, a separate page of guidelines for this facility is included later.

G. Lou Haney Board of Education Meeting Room

The board meeting room is available to all groups at no cost as long it is available and a custodian is not needed. If a custodian is needed, the charges are included in the fee sheet under labor.

H. Outdoor Facilities

Outdoor facilities are subject to rental fees listed on the fee sheet. The track is always open for walking as long as the posted rules are followed. The ball fields need to be scheduled for use around school activities. A use permit will eliminate any hard feelings or arguments.

I. Insurance

Renters are not required to have insurance for outdoor events. However, a $500,000 general liability policy (naming the Basehor-Linwood School District as an additional insured) must be provided for all indoor events (this includes The Health and Wellness Center) with the exception of sit down meetings and classes not involving food or the Performing Arts Center.

J. Miscellaneous
  • The Director of Operations has final say in all matters regarding facility rental and reserves the right to assign organizations to the appropriate category.
  • Failure to limit your activity to the area in question and to follow the rules associated with that area will result in loss of your right to use the facilities.
  • Building administrators do not have the authority to waive outlined fees.
  • Security guards will be required at all tournaments and at any time the facilities being used are likely to be at 75% capacity or more.
  • Renters are responsible for any damages associated with their use of facilities.
  • Having a custodian on duty does not relieve the renting group of their responsibility of leaving the area clean and orderly. The custodian is there to take care of emergencies and watch out for the interests of the district. Conflicts with the district personnel on duty will result in the loss of the renting group's privileges.
There is a labor charge any time the district kitchen is used by a renting group.

Approved: April 17, 2000
Revised: October 10, 2011
  1. Churches may rent school facilities for the purpose of holding weekend worship services only.
  2. Use of the facility for church services may be bumped by a school activity. In the event of this occurrence, the school will give as much advance notice as possible.
  3. Any use for an extended period of time must be approved by the board of education. The renter must submit a letter to the District Director of Operations, addressed to the board of education, outlining a plan and tentative time line for building a church within the district. This letter should include the building they would prefer to use and the anticipated beginning date.
  4. The rental agreement will be for two years with an option to extend if obvious progress is being made on the construction of a church.
  5. All events must be covered by a $500,000 dollar liability insurance policy naming Basehor-Linwood USD 458 as an additional insured.
  6. Rental will be for gymnasium or auditorium space and commons area. The renter must confine all activity to the space rented and only to the times rented.
  7. No school will be assigned more than one church and no church may use more than one school.
  8. The renter agrees to limit the number of participants to the seating capacity of the rented space.
  9. Storage of equipment at the school during the week is prohibited. The only possible exception to this would be an organ, and then only if it does not get in the way of school activities and is approved by the building principal. The district will not accept responsibility for damage to the organ if it is left on school property.
  10. The district has the sole right to collect and obtain custody of all articles left on the premises after a period of seven (7) days from the last permitted use. The district is not responsible for the property of the permit holder or individuals attending events scheduled by the permit holder.
  11. The transfer or sublease of any rental agreement for the use of district facilities is strictly prohibited.
  12. Outdoor signs advertising the church service may be set in the yard on Saturday morning and must be removed after the church service on Sunday.
  13. Brochures, pamphlets, posters of any kind are not to be put up inside the school, except during the time the group is renting the facility, and are not to be left in classrooms in the building.
  14. There is a rental fee for use of district audio visual and special lighting equipment. The use of this equipment will require training from a member of the drama department and certification from them that the operator knows how to run the system. Cost for this training is the responsibility of the renting group. Until training is complete, use of this equipment will require the presence of a member of the drama department at the cost listed in the fee schedule.
1. Fee schedule for religious groups will be at the non-profit rate on the fee sheet.

Approved: April 17, 2000
Revised: March 12, 2007
Revised: October 10, 2011
  1. The permit holder, when using the complete stage house must schedule a coordinating meeting with the PAC supervisor at least ten days before the usage. The permit holder must also provide a full and detailed outline of all facilities required, all stage requirements and other such information required by the PAC supervisor concerning such rental agreement. The PAC supervisor's actual time involved in such meeting(s) and other training required for use of the facility will be assessed to the permit holder at the current fee schedule rate for such personnel.
  2. School equipment included in the rental agreement must be operated by school technicians. The permit holder agrees to pay additional charges for such personnel costs as determined by the district. ALTERATIONS TO ANY PAC EQUIPMENT OR WIRING ARE STRICTLY PROHIBITED. Violations of this policy will result in immediate loss of use privileges and repair costs or adjustments will be charged to the renting group.
  3. Requests for use of this facility must be approved at least ten days in advance of the use date and should include rehearsal dates and move in and move out times and dates.
  4. The District shall have the sole right to collect and have custody of all articles left on the premises. Any property left on the premises by the permit holder shall, after a period of 7 days from the last usage hereunder, be deemed abandoned and shall become the property of the District. The District is not responsible for the property of the permit holder or individuals attending events scheduled by the permit holder.
  5. No paints, tapes, or glues may be used, nor carpentry, electrical, or other construction work done on the premises without prior approval of the PAC supervisor.
  6. No signs, banners, flags, streamers, etc. are to be attached to or hung from any drape or rigging within the PAC. Any special effects must be approved in advance by the Director of Operations. The use of chemical foggers is prohibited.
  7. All scenery must be free standing. No nails, screws, or stage hooks may be used in the hardwood stage area. All materials used on or around the stage area must be non-combustible, or to have been treated so as to have been made fire-retardant.
  8. No oil based paint, flammable liquids, fire producing chemicals, and/or open flames of any kind (including candles) may be used on the stage or elsewhere in the PAC.
  9. The PAC supervisor and Director of Operations and/or their authorized representatives shall, at any time during setups, rehearsals, performances, or take downs, have immediate access to any area of the PAC complex leased by the Lessee.
  10. Food and/or beverages are not permitted in the main theater or stage areas. The permit holder agrees to the district's policy with regard to the prohibited use of tobacco, alcohol, or other illegal substances. The permit holder further agrees to include this in all advertising, programs, and announcements.
  11. All events must be covered by a minimum of a $500,000.00 liability insurance policy, naming Basehor-Linwood USD 458 as an additional insured.
  12. The district reserves the right to schedule other events in other parts of the building not being used by the permit holder.
  13. The permit holder must confine themselves to the rooms and corridors assigned for their use and to permitted times.
  14. The transfer or sublease of any rental agreement for use of district facilities is strictly prohibited.
  15. District equipment requested (i.e. TV, VCR, sound system, etc.) is subject to availability and approval and must be included in the rental agreement. The permit holder agrees to pay additional charges of $5.00 per use, per item.
1. PAC fees and Labor fees are available on the fee sheet for the required position listed.

Approved: April 17, 2000
Revised: March 12, 2007
Revised: October 10, 2011
Actual cost of lighting and climate control for the following:
High School Practice Gym - 1.66 per hour

New High School Gym - 3.26 per hour

Commons area at high school - .72 per hour

Auditorium w/o theater lights - .95 per hour

Auditorium with theater lights - 2.31 per hour

Approved: April 17, 2000
Facility Rental Fees
(Non‐Profit fee charged only when school is not in session)
Indoor Facility Fees
Facility Elementary  Middle High
Classrooms $20.00 $20.00 $20.00
Commons/Flex Areas  $25.00 $50.00 $75.00
Kitchen/Cafeteria $25.00 $50.00 $50.00
Wellness Center N/A N/A $50.00
Gyms (Competition) N/A $35.00 $35.00
Gyms (Auxiliary) $25.00 $30.00 $30.00
Library $25.00 $50.00 $75.00
Auditorium N/A N/A $75.00
Control Room N/A N/A $50.00
Outdoor Facility Fees
Facility Elementary Middle High
Baseball Field N/A N/A $75.00 per event
Softball Field N/A N/A $75.00 per event
Football Field (Grass) N/A $150.00 per event N/A
Football Field (Turf) N/A N/A $250.00 per event
Soccer Field N/A N/A $75.00 per event
Track N/A $200.00 per event $250.00 per event
Press Box N/A N/A $50.00 per event
Lights N/A N/A $50.00
  • All locations are charged by the hour unless noted.
  • The Control room for the auditorium and the Press Box Sound Systems can only be operated by district personnel based on the per hour rate.
  • If the A/C or Heat is needed after hours at a temperature that is lower (A/C) or higher (heat) than the setback points, a request must be made in advance of the scheduled event. The fee will be charged at $50.00 plus a rate of $15.00 per hour. The fee will be charged starting one hour before the specific event is schedule so that the desired temperature is obtained when the event starts.
  • Facilities are not available for rent to anyone residing outside the school district boundary.
  • Facilities are available to patrons of the district, to that purpose, rental of facilities by patrons and then turning that facility over for use by someone outside the district for instruction, coaching, etc. is not acceptable. This is not in the spirit of the policy. This will result in the privilege to rent/use the facilities be revoked.
  • Rental of the Wellness center is confined to the area in the middle of the room for aerobic type activities. If the use of the weight equipment is desired, a qualified teacher with a background in lifting and conditioning is required to be on site and supervise those involved. This person will be assigned by the BLHS administration and paid according to the fee sheet under labor rates.
  • Commercial or FOR PROFIT groups will be charged at the rate listed above plus 50%.
Labor Rates: All rates are per hour
Custodial - $25.00
Security - $25.00
Kitchen Staff - $25.00
District Maintenance Staff – $30.00
PAC and/or Press Box personnel – $40.00
PAC Technician – $30.00
Weight Room Supervisor – Teacher (as described above) at rate of $30.00

  • Personnel are scheduled ½ hour before the event and a minimum of ½ hour after the event
  • Those renting the facilities are expected to take responsibility for helping to keep the facility clean and orderly.
Custodial/Material Supplies:
These will be billed for each event based on the attendance at the event.
Up to 100 100 to 500  Above 500
$50.00  $100.00    $150.00

This is for paper products, trash bags and cleaning supplies.
Hours of Operation:
Indoor – 8:00 a.m. to 10:00 p.m. (8:00p.m. – Elementary schools)
Outdoor/Ball Fields – 8:00 a.m. to 10:30 p.m.

  • Facilities are not available during the school year, during regular school hours or if the school has an event already scheduled. All school activities take priority over any outside event.
Approved: October 10, 2011