Mukilteo School District Sponsored Users (Priority 1)

The official programs and activities of the schools in the District receive first priority for use. This includes those groups or individuals that are officially formed or subject to control by the District such as site councils, PTAs, PTOs, ASB organizations, staff committees, task forces, and citizen advisory groups. This group also includes non-profit groups that are affiliated with the Mukilteo School District and whose purpose is to support the mission of the District, such as Booster Clubs and School District Employee Groups (MEA, MACP, etc.) These groups will be permitted to use the facilities without charge, unless special provisions are necessary.

MSD non-profit local youth organizations (Priority 2)

• Non-profit local youth organizations whose main purpose is to promote the welfare of youth within the District boundaries, such as the YMCA, Boys and Girls Club, Little Leagues, Mukilteo Youth Soccer, Girl Scouts and Boy Scouts. These organizations must be open to all District students.
• Non-profit individuals or programs that supplement the District’s instruction of students, such as art, world language and music classes.
• Non-profit camps that are open only to Mukilteo School District students and that use volunteer coaches.

Local service and civic organizations and youth activities that are not in Group A (Priority 3)

• Groups/events whose main purpose is to promote the welfare of youth and/or adults of the local community, such as the Chamber of Commerce, the Kiwanis and area homeowners associations.
• For-profit camps or student lessons or camps not exclusively for Mukilteo students, and that utilize salaried coaches or teachers.
• Select team practices, competitions, and tournaments.
• Group A user tournaments that are open to non-MSD students.

Organizations or non-community groups whose activities do not directly support or supplement the District’s educational program (Priority 4)

• Examples include, but are not limited to, religious institutions, adult athletics, adult education, colleges, and governmental organizations.

Non-District sponsored or for-profit groups (Priority 5)

• Examples include organizations that charge an admission fee, political groups, businesses, and other for-profit organizations.

Event schedules will not be approved for any use which in the judgment of the District:

1. May in any way be prejudicial to the best interest of the schools or the educational system.
2. Lacks satisfactory sponsorship or adequate adult supervision.
3. Might result in undue damage or wear.
4. Is not consistent with the use for which the space was designed. 

Requests for use will not be granted for:

• The sale of food and beverages by private businesses on school property during the school day.
• The sale of food or beverages at Goddard Stadium during school events unless all of the proceeds generated are donated to the school or school booster clubs.
• Wedding receptions and private parties
• Carwashes

Community athletic programs that use District facilities will not discriminate against any person on the basis of sex in the operation, conduct or administration of their program.

Use of District facilities, equipment, and services will be restricted to those spaces and times that are specifically set forth in the Event Schedule. Use is limited to the stated purpose on the application.

Casual use of District outdoor facilities by individuals does not require a permit. However, all organized use of District grounds must be covered by an approved and activated Event Schedule.

A paid District employee must always be in the building during the facility use, except by special arrangement with the facility use office. An administrator or custodian must be in charge of security and a custodial overtime fee will be assessed when it is appropriate. Custodial overtime usually will begin ½ hour before the facility is to be used and extend ½ hour after the reservation but more or less time may be required due to the nature of the event and the amount of cleanup required.

Services provided by the custodian will consist only of unlocking and locking doors, operating lights, providing heat, setting up chairs, and normal cleanup. Groups receiving free rentals are obligated to help the custodian in setting up and removing chairs, and to help with the general cleanup.

Kitchen facilities and equipment are not to be used unless operated by a District Nutrition Services representative. Food and beverages are allowed only in designated areas.

Keys to buildings or facilities will not be issued to groups or individuals.

Exterior doors are not to be left unlocked or propped open during use of the facility. Each user group is to provide an adult monitor (age 21 or over) responsible for ensuring that only the members of the approved group, organization, or team are allowed entry into the school facility.

Pianos, tables, chairs, desks, and other furniture and/or equipment are not to be moved from one room to another, except by prior written arrangement. Items such as athletic equipment, chairs, and tables will not be loaned nor rented for use off the school premises.

Sports and activities that are normally engaged in the outdoors (such as baseball, softball, soccer, football), and any equipment designed for use in conjunction with outdoor activities will be restricted at all times to outdoor areas. Only proper indoor equipment can be used indoors.

Approved gym shoes are required for all activity-type uses in the District’s gyms. Users must not wear sport shoes that leave black marks on gym floors. Proper attire will be worn at all times. Participants and officials must wear molded-sole shoes or tennis shoes on all synthetic turf and rubberized track surfaces.

Animals, with the exception of animals of assistance, are not allowed in School District facilities or on building grounds without special permission.

Open flames, including candles, are not permitted.

Applicants are required to remove at their expense any materials, equipment, furnishings, or rubbish left after the use of school facilities. Failure to do so will result in additional custodial charges being assessed.

Plans for decorating must be approved in advance by the building administrator. Users cannot use decorations that permanently alter the appearance of, or damage, the facility. It is unlawful for a person to carry onto public school premises, any firearm or other dangerous weapon, as defined by law. In addition, the possession of a firearm facsimile or any other object that can reasonably be considered a weapon is also prohibited on school property. This definition includes any weapon that will or is designed to expel a projectile by the action of any explosive, including but not limited to fireworks/crackers, paintball guns, airsoft guns and ammunition. Violators will be prosecuted in accordance with the law.

Fire and safety regulations of the District, Snohomish County and Washington State will be observed at all times. Capacity regulations must be strictly observed.

Profane language, smoking, vaping or using tobacco in any form, possession of or use of alcohol, drugs or narcotics, boisterous conduct, betting or other forms of gambling, except for fund-raising events of the District parent-teacher organizations or student organizations, as permitted under State law, will not be permitted on school premises. Violators will be prosecuted in accordance with the law.

One adult in charge and one lifeguard are required for groups of less than 51 persons. One adult in charge and two lifeguards are required for groups of over 51 persons. No more than 100 people may be in the pool at any given time. The lifeguard(s) must be actively involved in "life guarding" at all times.

Who DOES NOT need a District level permit?

• Group S users with events scheduled on school days.
• School sponsored vendors selling school related merchandise during the school day or at school events. (ie. selling class rings during lunch).
• Casual users.

Who DOES need a District level permit?

• Group S users whose use will require custodial services on a non-school day.
• All other Users in Groups A - D. Users in these groups are permitted for all activities performed or contracted by their organization.  All intended activities should be listed on the Event Schedule Request. 

Step-by-Step Process:

• Applications for facility use are to be submitted online using our online scheduling software. First time users can sign up by accessing the Community Use page or by calling the MSD Facility Use office at (425) 356-1331.
• Community user groups are required to submit a current certificate of insurance in compliance with District insurance requirements outlined below. Additionally, non-profit organizations must provide a copy of the IRS Code Section 501© paperwork verifying their non-profit status.
• Private, non-profit youth sports organizations must provide a statement of compliance with the mandated policies for the management of concussions and head injuries as amended in RCW 4.24.660 and in RCW 28A.600.190 and the mandated policies for sudden cardiac arrest awareness as amended in RCW 28A.600.195. Access to school facilities will not be granted until all requirements are complete.
• Schedule requests for gym and field use will be approved after District seasonal team assignments have been made. Priority will be given in order of the user group during the seasonal booking period; after that, schedules will be approved on a first-come, first-served basis.
• Once the facility use request is submitted by the user group, it will be reviewed by the school and facility use office before final approval and activation. Custodial personnel will be assigned when appropriate.
• Conflict resolution: In the event of a conflict, the competing groups will be asked to mutually work out an assignment of facility space. If an amicable solution cannot be reached, the Executive Director of Support Services will make the decision(s).
• After the event, custodial reports may be provided for billing when fees are assessed (such as room fees, equipment charges, custodial wages, nutrition services wages).
• Charges are invoiced at the beginning of each month for the previous month’s usage. Invoices will be sent from the District’s Business Office and payment is due 30 days from the invoice date. Late fees will be assessed if payment is not received 30 days from the invoice date. The late fee will be calculated at 5% of the invoice amount or $15.00, whichever is greater. Users will not be invoiced until their accumulated charges are at least $10.
• Charges may be collected in advance at the discretion of the District.

Every Event Schedule Request for facility use must state the general nature and purpose of the meeting or event under "Event Description". Information about the proposed program must be furnished to the District if requested. The Request must include the usage dates, times, facilities, equipment, and services requested, the organization requesting use, the supervisor (contact person) of the activity, and the name, email address, and phone number of person requesting use.

Event Schedule Requests for use must be made at least ten working days in advance of the planned use. Late requests may not be able to be processed, but if they are approved, a late application fee of $50 will be assessed.

All facility requests must be signed by an authorized representative of the group applying for use. The representative must be an adult, at least 21 years of age.

All applicants for camps must provide detailed information pertaining to revenues and expenses so that the facility use office can determine the appropriate user group classification.

The heating and lighting provided for a rented facility will be the same as that required for the facility’s normal usage. The need for special lighting, heating, a piano, furniture and/or equipment, must be identified in the Event Schedule Request.

All groups or organizations using District facilities must provide an adult supervisor (age 21 or over). Persons will not be admitted to the facility until the adult supervisor arrives. The adult supervisor must remain with the group during use of the facilities and will be responsible for the group’s conformance with all the rules and regulations.

Users must not tamper with or make adjustments to the heating, lighting, furnishings, or equipment in the facility.

The use of the facilities must be completed, and the premises completely vacated by the time that is listed on the Event Schedule. Use is limited to the stated purpose on the application.

The individual named on the Event Schedule and the group in whose name the Schedule is submitted must accept responsibility for any damage to District property. If there is damage, the user will accept the District’s estimate of the cost for repair or replacement and will make payment promptly to the District.

All users must leave school facilities in a clean and orderly condition, with all furniture in the same location that it was found. Users will be charged for any custodial or other labor is required to clean a facility.

An approved and activated facility use Event Schedule is not considered as a lease by the applicant and the District reserves the right to modify its policies at any time or to cancel or revoke any Event Schedule at any time when it deems such action advisable and in the best interest of the School District.

The District reserves the right to cancel non-school activities in favor of school activities whenever the two conflict.

In the event of such cancellation or revocation, there can be no claim or right to damages or compensation by the user on account of any loss, damage, or expense whatsoever.

If a District facility is closed due to weather conditions, equipment failure, holidays, vacation, teacher workdays, or any other reason, the events for the facility and day will be canceled without notification and must be rescheduled in the usual manner.

Users who do not comply with the terms and conditions of the Use of School Facilities Document may have their permits canceled and may be denied future use of Mukilteo School District facilities.

In the event a group wishes to cancel the use of a facility, it must notify the District Facility Use office by email (facilityuse@mukilteo.wednet.edu) at least two working days in advance. Failure to do so will result in charges and/or cancellation of future event schedules. Date or time changes must be approved by the facilities office at least two working days in advance. Failure to do so will result in charges for the time scheduled or actual hours used, whichever is greater.

Organizations reserving facility or field space should only reserve dates, times, and spaces they need and intend to use. Intentionally reserving more space than needed and then cancelling unneeded space prevents other organizations from reserving or using district fields/facilities. Organizations found to be routinely excessively reserving or cancelling facility or field space may be assessed additional cancellation charges from those stated above.

The user agrees to protect, indemnify, and save Mukilteo School District, its employees, directors, agents, or assigns harmless from all liability resulting from the use of school facilities.

A certificate of insurance and endorsement shall be required for all activities that are not directly sponsored by the District. The user shall provide a certificate of insurance by an insurer satisfactory to the District prior to use of the facility.  This policy shall be primary and written with a minimum of $1,000,000 Combined Single Limit per occurrence (RCW 4.24.660).

The insurance certificate shall list the District as an additional named insured and shall provide for notification to the District in the event of cancellation or termination. Coverage shall also be drawn in favor of nearby property when required.

A certificate of insurance and endorsement indicating coverage shall be received by the facility use office not less than seven business days prior to the scheduled use. 

The requirement to provide insurance and the amount of the insurance required shall be applied at the discretion of the District administration and shall relate to the nature of the scheduled event or activity.

All camps, except Group A camps that are considered school-sponsored, are required to obtain certificates of insurance.

The properly executed Event Schedule is the complete and exclusive statement of the Agreement between the parties relevant to the purpose therein and supersedes all prior Agreements or proposals, oral or written, and all other communications between the parties related to the subject matter of the Agreement.

No modification of the Agreement will be binding on either party except as a written addendum signed by the authorized agent of both parties.