Indoor/Outdoor School Facility Bookings

Are you part of a community group or organization that would like to use Rocky View Schools' facilities? If so, please read through the forms, steps and information below.

COVID-19 UPDATE

Community use is cancelled until further notice.

 


Changes to Board Policy 22 were approved at the May 2, 2019, Board Meeting, effective September 1, 2019. If you are an existing group with a booking after September 1, 2019 please review the letter from Associate Superintendent of Business and Operations Larry Paul. Rates are reflected in the new Administrative Procedure AP5025 for indoor spaces, and updated in Administrative Procedure AP5014 for outside spaces.


SchoolDude - School Use Scheduling Software

SchoolDude is an online scheduling tool used to capture and communicate community use of RVS Indoor facilities, after school hours. The benefit of this system is that it allows schools, community program providers, and associated organizers to view a consolidated, online calendar. The calendar will show scheduled activities and clearly identify events to improve communication, streamline the approval process, and prevent coordinating conflicts. Click here for School Dude's step-by-step instructions to manage facility bookings.


Steps to Book Indoor School Facilities:

1.Review

Rocky View Schools' Policy 22 Community Use of School Facilities & Equipment booking guidelines

Rocky View Schools' Administrative Procedure AP5025 - Community Use of Schools and Facilities for fees and booking procedures.

2.Complete

Form AF22-B Registered Community Group Status Application

Form AF22-A Community Use of Schools - Application for Use

Acknowledge Rocky View Schools' Terms of Use.

3.Provide Proof of liability insurance naming "The Board of Trustees of Rocky View School Division" as an additional insured
4.Submit

Forms and documents to the designated Booking Agent

Form AF22-A will be received by the Booking Agent.  After the initial review, to ensure all steps outlined above are completed, it will be submitted through RVS' internal approval process. If the event becomes approved the schedule will be activated in School Dude.  At the activation stage the Contact Person for the organization will receive confirmation, and the event(s) will viewable in the School Dude calendar.

Please see the step-by-step instructions to manage facility bookings.

Any questions relating to the above process/steps can be directed to the designated Booking Agent as listed below.

Booking Agents - Indoor School Facilities


Steps to Book Outdoor School Facilities:

Groups and organizations within the RVS communities must submit the following information to the Booking Agent for Outdoor Spaces*:

1.Review

Rocky View Schools' Policy 22 Community Use of School Facilities & Equipment booking guidelines

Rocky View Schools' Administrative Procedure AP5014 - Community Use of Outdoor Spaces for fees and booking procedures.

2.Complete

Application For Community Use of Outdoor Spaces AF5014-A

Acknowledge Rocky View Schools' Terms of Use.

3.Provide Proof of liability insurance naming "The Board of Trustees of Rocky View School Division" as an additional insured
4.Submit

Forms and documents to the designated Booking Agent

User groups/organizations will receive email confirmation when the event is activated and approved.

*Please note that the booking of sports fields at any school properties in Airdrie, Chestermere, or Cochrane are booked through the City of Airdrie, City of Chestermere, and Town of Cochrane.

Booking Agents - Outdoor Spaces


Booking the EC Barbeque

Requests to book the EC Barbeque (BBQ) for a staff or school event must be made through Microsoft Outlook. Please review the EC BBQ Calendar to confirm availability prior to submitting a request:

1. Click the Calendar icon in Outlook to view your calendars.

2. Go to the Home tab > click Open Calendar > select Open Shared Calendar from the dropdown menu.

3. Type ec-barbeque@rockyview.ab.ca and click Ok to view available dates.

To Submit a Request:

1. In your personal calendar, click New Meeting.

2. Once the meeting window opens up, enter ec-barbeque@rockyview.ab.ca in the Required field. Note: the e-mail will change to EC-Barbeque.

3. Enter the title, location, start date and time.

3. Click the Send button.

4. You will receive an e-mail saying your request is pending.

Questions about the EC BBQ can be directed to Donna Boulay. AF5212-C also will need to be completed.

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