Cf:  EB





The Avoyelles Parish School Board recognizes the functions of school buildings and grounds shall be to accommodate approved school programs for students and to assist in meeting the educational, cultural, civic, social and recreational need of communities.  Use of school buildings by the community shall be considered a secondary function so as not to interfere with regular school-day programs of the students.


The usage of school facilities by individuals or groups shall be governed by a signed lease agreement between the individual or group and the School Board.  The lease agreement shall contain, at a minimum, the following:


  1. A "hold harmless" statement having the effect of holding the Avoyelles Parish School Board, its members, and the school district free from any liability that may arise while the facilities are in use.

  2. A statement requiring, with limited exception, as approved by the School Board, any person or group leasing the school facilities to purchase liability insurance identifying the School Board as an additional insured.  This policy shall provide at least $1,000,000 Combined Single Limit coverage.  A certificate verifying the purchase of such insurance should be presented to the School Board at least twenty-four (24) hours prior to use of the facilities.  The certificate of insurance shall include a specific ISO form (CG 20110196) naming as additional insured the School Board, its members, and employees.  This coverage must provide athletic coverage for any group using the facilities for athletic events.

  3. A statement that the individual or group lessee shall assume all responsibility for damages and/or maintenance expenses invested in the building, directly or indirectly resulting from lessee's use.


The School Board reserves the right to refuse any request to use facilities which:


  1. concerns any activities prohibited by statute and/or School Board policy;

  2. is made by any person or organization which has failed to follow procedures developed by the Superintendent or designee; or,

  3. is considered in any way contrary to the best interests of the school system.




  1. Insurance Requirements

    The School Board shall require any individual or group leasing/using school facilities to purchase liability insurance covering the intended use of the facilities and identifying the School Board as an additional insured.  The minimum insurance required shall be $1,000,000 per occurrence.  The policy shall include ISO form #CG 20110196 naming the School Board, its officers and employees as Additional Insured.  A certificate of the policy including the specific Additional Insured form shall be submitted to the Superintendent prior to usage.


  1. Prohibition of Use of Alcohol or Drugs; Restriction on Smoking or Tobacco Use

    No person, club, or organization granted permission to use school facilities shall bring, or permit to be brought, into or about such school facility or grounds any alcoholic beverage, drug, firearm, or weapon, as defined by the State of Louisiana and/or policies and regulations of this School Board.

    The use of tobacco products shall be prohibited on all School Board property, in all school facilities and vehicles, and on school and facility grounds, except in areas specifically designated as smoking areas, and at all school-sponsored functions.  This includes any lighted cigar, cigarette, pipe or any other lighted tobacco product, including but not limited to e-cigs, e-cigarettes, electronic cigarettes, advanced personal vaporizers, vape pens, vape mods.  However, this prohibition shall not be applicable to any tobacco product approved by the United States Food and Drug Administration for sale as a tobacco cessation product and which is marketed and sold solely for such purpose.

    School Board property shall include any school buildings and grounds, playgrounds, premises, facilities, portable buildings, field houses, stadiums, equipment storage areas, vacant land, or any property owned, operated, or leased by the School Board.


  1. Application Process

    Any person desiring to use school facilities shall first contact the principal of such school to determine if the facilities are available at the time and on the date requested.  The person shall complete fully the application form and attach the liability insurance policy or certificate of coverage for submission to the Superintendent for final approval.  THE PRINCIPAL CANNOT GRANT APPROVAL AND A STATEMENT TO THAT EFFECT SHALL BE SET FORTH IN BOLD PRINT ON THE APPLICATION FORM.

    The principal shall require the person applying to complete the application form which shall contain the following information:


  1. Name, address, and telephone number of person signing the application.

  2. Name, address, name of contact person, and telephone number of the group or organization for which such use is requested.

  3. A description of the nature, policies, and purpose of the organization.

  4. A statement describing how the facilities will be used, and for what purpose.

  5. A description of the particular area(s) of the school which are requested for use.

  6. Proposed date, time, and duration of such use.  In no event on a school day shall an activity begin prior to 5:00 P.M. nor end after 10:00 P.M., except for elections.

  7. A statement that the person signing the application has been given a copy of the regulations regarding the use of school facilities, has read and understands such policy and regulations pertaining thereto, that such person meets all requirements necessary to obtain permission to use such facilities, as well as that the purpose of such use complies with all of such policies and requirements.

  8. A statement that all persons attending the function or use of the facility requested shall also abide by all rules and regulations of this School Board relating to school facilities, and that the person signing such application and/or the group or organization shall be responsible for the conduct of all such persons.

  9. The applicant shall sign a statement agreeing to:


  1. Pay for any damage done to buildings, equipment or grounds.

  2. Take necessary precautions to prevent smoking in school buildings, and prevent the use of alcohol or drugs during the activity.

  3. Waive any and all rights to recovery from the Avoyelles Parish School Board for any injuries or damage resulting from the use of school facilities.

  4. The principal/designee is required to assign an employee of the school to attend the duration of the event, not to exceed 10:00 p.m.

  5. Pay required school personnel for their services.

  6. Reserve the right to the Superintendent to cancel a previous commitment to use the facility if it becomes necessary to use it for school or emergency purposes.


  1. The falsification of any information required on the application form or the failure to comply with all regulations and policies of this school system shall result in the person signing the application and/or the group or organization being prohibited from using school facilities in the future.

  2. A statement that the person and/or organization applying shall not allow any other non-qualified person or group to use the facility, i.e., that the organization shall not assign its rights under the use of facilities agreement to any other organization.


  1. Time for Application

    All applications for the use of school facilities shall be executed and filed with the principal at least ten (10) calendar days prior to the date for which use is requested.


  1. General Provisions


  1. The principal shall designate personnel to be present and responsible for lights, heat, air conditioning, operation of equipment, and opening and closing of school buildings and/or grounds.

  2. School food service personnel shall be present if cafeteria facilities are to be used in connection with the activity.  If kitchen facilities are to be used, at the minimum one (1) manager and one (1) worker, or two (2) workers are to be present.  If the dining area alone is requested, at least one (1) worker shall be present.  The principal shall determine the appropriate number of school food service workers needed for the activity.

  3. No person except school personnel authorized by the principal shall be allowed to have a key to any school facility, unless specific permission has been granted by the Superintendent.

  4. Application for use by outside groups or agencies shall be reviewed by the Superintendent, who shall make the determination of the appropriateness of the proposed use.  Denial of use may be appealed to the School Board.

  5. Arrangements for paying school personnel for their services shall be made by the applying person or group with the particular individuals involved.

  6. Arrangements for use of school facilities on non-school days (e.g., weekends, holidays, summer months, etc.) is subject to the availability of school personnel and their willingness to work during those times.

  7. Sponsors of applying groups using school facilities after school hours are to be held accountable to the principal for actions of the group.  Sponsors are to notify the principal before the activity as to the specific hours the group will use the facility, and the name(s) of persons who will be assuming responsibility for the group.

  8. School facilities may not be used by political organizations, for political rallies or promotions, for religious services or activities, or for private or personal use.

  9. The applicant shall ensure that no unauthorized third party will be allowed to use the facility requested, or any portion thereof, without the express written consent of the Superintendent.

  10. The applicant shall provide the required number of chaperons for children attending the activity, at a ratio of not less than one (1) chaperon per every twenty-five (25) children.

  11. The applicant shall ensure that the number of attendees shall not exceed the authorized capacity for the facility as determined by the State Fire Marshal.

  12. The applicant shall ensure that attendees park their vehicles only in approved parking areas.  In no case shall parking be permitted on the grass areas of the schools.

  13. The applicant shall ensure that attendees use only the facilities requested, and that they do not venture or enter into unauthorized areas.

  14. No decorations for the activity are to be attached to walls, ceilings, or floors of the school buildings.  All decorations must be free standing, and removed at the conclusion of the activity.

  15. Security, including police or fire protection, may be required for the event after review of the application by the principal and the Superintendent.  Security, if required by the Superintendent, shall be paid for by the individual or group using the facility.


Revised:  December, 2010

Revised:  July 6, 2011

Revised:  December 4, 2017



Ref:    Constitution of Louisiana, Art. VII, Sec.14

La. Rev. Stat. Ann. §§14:91.7, 17:81, 17:240

Board minutes, 8-15-00, 12-7-10, 7-6-11, 12-6-11, 12-4-17


Avoyelles Parish School Board