San Dieguito Union High School District - Facilities Use / Rentals

Facilities Use / Rentals

San Dieguito Union High School District facilities exist primarily to serve students and District programs. When space is available, SDUHSD may permit community use in accordance with Board Policy, administrative regulations, safety requirements, and operational capacity.

SDUHSD uses an online facility-use system, Facilitron, to manage requests, documentation, insurance, and payments for the use of District facilities. The information below is intended for community organizations, non-profit groups, and other external users seeking to request District facilities outside of the instructional day.

While requests are submitted through Facilitron, all decisions regarding approval, scheduling, and use of facilities are made by SDUHSD staff in alignment with board policies and District priorities. The District’s administrative staff will continue to make final decisions on all facility use requests.

Users are encouraged to review the information on this site carefully before submitting a request, as it outlines key requirements, timelines, and responsibilities associated with facility use.

Important Information to Know Before You Apply:

All facility-use requests must be submitted online through Facilitron. Requests made outside the system will not be processed.
Requests must be submitted at least 14 days prior to the first event date. Breaks and holidays are excluded from this timeline.
Requests are accepted:
- On or after May 1 for use between July 1 – December 31
- On or after November 1 for use between January 1 – June 30
Submitting a request does not guarantee approval. It is the responsibility of the organization booking the requests to check the request status via the online system.
A request is not approved until an official approval email is issued through Facilitron. Once approval is issued, a valid certificate of insurance must be uploaded and all payments must be made in order for the event to take place.
Even approved events remain subject to District priority needs and may be cancelled or rescheduled if required for District use or safety reasons.
No reservation is guaranteed. SDUHSD groups may “bump” external groups if needed.
Please note that each group is responsible for all setup and cleanup involved with their request including emptying trash and cleaning floors.
School site availability does not equal approval; always wait for Facilitron confirmation.
Review the Terms of Use.

Support:

Facilitron provides support for account creation, searching for facilities, submitting and managing reservation requests (including changes and cancellations), payments and refunds, insurance uploads, and technical assistance related to the online facility-use system. Facilitron Support can be reached at support@facilitron.com or 1-800-272-2962 ext. 0.

How to Book SDUHSD Facilities

Step by Step Instructions

Step 1: Create an Account

Go to Facilitron SDUHSD
Create a user account (or set your password if your account was pre-created)
Verify your organization’s nonprofit status, if applicable

Step 2: Find District Facility

On Facilitron, browse photos, descriptions, and real-time availability of district facilities
Select the facility that best fits your event needs

Step 3: Submit Your Request

Submit your reservation request at least 14 days before the event
All requests must be submitted through Facilitron—requests outside the system are not approved

Step 4: Provide Required Documents

Upload proof of insurance (Certificate of Insurance, if required. View a sample of a certificate of insurance.)
Facilitron can also assist you in obtaining coverage

Step 5: Make Your Payment

Pay directly in Facilitron using:

Credit card
Check
ACH/eCheck
PayPal

Step 6: Receive Confirmation & Use Facility

Wait for official confirmation from Facilitron before using the facility
Bring your confirmation to the site and be prepared to show it to district personnel
Only use the facility for the approved date, time, and location

Facilitron

IMPORTANT

Rules and Regulations

When applying for SDUHSD property, you certify that no alternate location is available for this activity other than school district facilities. You may be asked to show documentation that no alternate location is available. Use is prohibited during school hours when students are on campus.

It is the responsibility of the organization to be sure all insurance requirements are met for their own organization as well as any external vendors. It is also the responsibility of the organization to inform any external vendors of the rules and regulations for use of school property.

Authority to make a request:

Person presenting a request/application on behalf of an organization may be asked to furnish evidence that they are authorized to sign a contract on the organizations behalf and accept full responsibility. The name, title and signature must be someone able to sign legal documents for the organization. Email address will be verified.

Subcontracting for services:

Applicants may not subcontract for services on school property without advance written approval of the District. Examples of such services are food vending, fireworks, portraits, magic shows, fun rides, blood drives. The application is only for the organization. Any other outside groups hired by the organization must fill out their own application and include insurance and an endorsement.

Name and Title of Applicant and Signature:

The organization listed on the online request is the legal party requesting the facility. The "booked by" information must be a person that is a member of the organization requesting the facility and is able to sign legal documents. The online requestor represents an officer of the organization and assumes legal liability for the event.

Reservations:

You will receive an email from Facilitron confirming your request(s). Please contact us immediately if there is a discrepancy, in writing. An email will be generated from the system to each the ‘contact’ email address. You are responsible for providing accurate email and contact information. You may check your requests by logging in to your Facilitron account. It is your responsibility to check for scheduling errors as well as confirming requests you have made. All changes must be made at least two weeks prior to the event date or fees will be incurred.

Fees:

SDUHSD is a non profit organization. Per the California State Civic Code, school sites may charge to recoup expenses incurred when facilities are utilized by any organization. Use fees included water, paper products, electricity, wear and tear and custodian overtime. Payment for facility use will be made at the time your facility use permit is issued by choosing a form of payment on the Facilitron website.

Changes:

Any changes to the original reservation must be made by logging into the Facilitron website at least two weeks prior to the event date. No changes will be accepted over the phone. There is a $10 charge for each change made to the original reservation. You may not give your reserved time to another group.

Cancellations:

If you can not use the dates requested, please log into your permit at Facilitron. No cancellations will be accepted after the date of the event. There is a $10 cancellation fee. Your event may be cancelled if any information on your request is not correct, including invalid email addresses. You will receive an email cancellation notice from the online system. It is your responsibility to be sure your event has been cancelled from the online system by checking your requests via your Facilitron account.

Bumping/Cancellations:

If you are an external group, please note that San Dieguito Union High School District Departments and agencies have priority; therefore, your event may be bumped or cancelled. If your event is bumped we will do our best to give you as much notice as possible; we are under no obligation to locate another site for your event. There are no guarantees for SDUHSD facility use and SDUHSD is not required to give notice of cancellation or secure another location. Events that are APPROVED have been approved by the district and site to proceed forward. Any other status of any request is not a district/site approved event.

Denial of Application:

Applications will be denied if past use of facilities has resulted in violation of rules, abuse of the school property, unpaid invoices or unpaid costs for damages.

Insurance Requirements

External agencies utilizing San Dieguito Union High School District (SDUHSD) facilities must provide insurance coverage that meets SDUHSD Board Policy requirements. Insurance is required for all external groups with no exceptions.

Minimum Required Limits

General Aggregate: $2,000,000 (annual)
General Liability: $1,000,000 (per occurrence)
Products/Completed Operations Aggregate: $1,000,000
Personal & Advertising Injury: $1,000,000
Each Occurrence: $1,000,000
Fire Damage: $100,000*
Medical Expense (per person): $5,000

All coverage must be per occurrence, not claims-made.

Fire/Property Requirements

Activities that pose elevated fire risk—including use of kitchens, portables, stage lighting, heavy electrical equipment, or similar—must carry a minimum of:

$1,000,000 Fire/Property Damage coverage

Prohibited on SDUHSD property:

Fireworks
Pyrotechnics
Fog/smoke machines

If any group requests an activity involving fire risk beyond standard use, contact SDUHSD Risk Management prior to approval.

Certificate of Insurance & Endorsement

The following must be submitted together (in the same email/upload):

1. Certificate of Liability Insurance
2. Additional Insured Endorsement naming:

San Dieguito Union High School District, its Board of Trustees, officers, employees, and agents
as additional insured.

If the Certificate and Endorsement are submitted separately, the insurance will be declined.

Note: An endorsement is not additional insurance — it is the document that legally lists SDUHSD as additional insured.

Certificate Holder Must Read:

San Dieguito Union High School District
Attn: Facilities Department
710 Encinitas Blvd.
Encinitas, CA 92024

Additional Requirements

SDUHSD does not assist in obtaining insurance or provide insurance company referrals.
SDUHSD does not contact insurance brokers on behalf of applicants.
It is the sole responsibility of the organization to obtain proper insurance.
Limits are non-negotiable.
Applicants may submit their online request in Facilitron before submitting insurance, but:

The reservation will not be approved until SDUHSD receives acceptable insurance documentation.
Facilitron will automatically follow up for required insurance.

Safety Standards

All applicable safety regulations (federal, state, local and District) must be observed by facility users.

Prohibited Items/Activities Include:

bicycling, skate boarding, press-on tattoos, face painting, trampolines, rock climbing walls, 'jumpies', frisbee, smoke/fog machines, bingo, gambling, barbeques, any open flame, fireworks, roller skating, animals, pets, dogs, cats, sleepovers, babysitting.

Carpeted Multi Purpose Room:

There is no food allowed in any Multi Purpose Room (MPR) that has carpeting. For a list of MPR's with and without carpeting, see this document. Most sites have 100+ chairs; additional chairs will need to be supplied by the organization requesting the facility. The maximum amount of chairs the MPR will hold is 200, per the fire code.

School Equipment:

School equipment is not available for any group to use. This includes pianos, projectors, screens, microphones, special lighting or sound equipment.

Glass:

No glass containers are allowed on school property.

Parking:

All vehicles must be parked in designated parking stalls. No parking curb side or any area designated with red or yellow markings. Handicapped vehicles must be clearly marked. Failure to comply will result in the vehicle being towed at the owners expense.

Smoking/Drinking:

There shall be no smoking or use of tobacco products of any kind, or use/possession of alcohol on District property, whether inside or outside. This includes parking lots, stadiums, athletic fields and playgrounds. Violations will result in denial of future applications.

The Governing Board prohibits the use of products containing tobacco and/or nicotine products. The Board recognizes that tobacco/nicotine use presents serious health risks and desires to provide support and assistance in reducing the number of students who begin or continue to use tobacco. The Superintendent or designee shall establish a comprehensive program that includes consistent enforcement of laws prohibiting tobacco/nicotine products and electronic delivery systems and use by students, tobacco-use prevention education including youth development activities, and intervention and cessation activities and/or referrals.

Students shall not possess, smoke, or use tobacco or any product containing nicotine while on campus, while attending school sponsored activities, or while under the supervision of district employees. Smoking is defined as inhaling, exhaling, burning, or carrying a lighted or vapor- producing tobacco product. Prohibited products include, but are not limited to cigarettes, cigars, miniature cigars, clove cigarettes, smokeless tobacco, snuff, chew packets, electronic cigarettes and betel (Ed Code 48900, 48901).

This policy also prohibits nicotine delivery devices and other vapor emitting electronic devices, such as electronic hookahs or electronic cigarettes, with or without nicotine content, that mimic the use of tobacco products. Students who use tobacco products or electronic delivery devices, such as electronic cigarettes on school property or at school events shall be subject to disciplinary action.

Custodial Services:

A custodian must be on duty when a facility building is being utilized. Custodians do not have the authority to extend the hours of your reservation; please do not ask him/her. The custodian is responsible for opening and closing the facility. You are responsible for all setup and clean up involved with your event. You must leave the facility in the same condition you found it. Trash must be emptied and put in the dumpster. There will be additional charges if the facility is not properly cleaned at the end of your event and repeated problems may negatively impact your ability to rent district facilities in the future. There is a two-hour minimum on weekends and legal holidays. All restrooms will close thirty minutes prior to your event's end time to allow custodial staff time to clean.

Times/Hours of Operation:

All facilities must be vacated no later than 10:30 pm. This means you are in your car, driving off the campus. There will be additional charges if you exceed the 10:30 pm deadline. The earliest you may be on school property is 7:00 am on weekends/legal holidays. Due to noise abatement issues at all SDUHSD sites, these timelines are strict. Restrooms will close 30 minutes prior to the end time of your event. For instance, if your group is scheduled to use any facility until 9:30 pm, the restrooms will close at 9:00 pm. There is no use permitted for any group to use school property when school is in session and students are on campus.

Clean-Up:

It is the responsibility of user groups to clean the area/rooms they have requested, for example, chairs and tables must be put back into their original places, floors must be left free of debris and trash must be taken out to the dumpsters. Custodians are not obligated or required to assist in clean up or set up. Failure to comply will result in additional charges, cancellations of all existing and future requests.

Animals:

No dogs or animals of any kind are allowed on District property, except guide dogs for the visually impaired that are in service. This applies to applicants, visitors, spectators and participants.

Fireworks:

Fireworks and Pyrotechnics are not allowed on school property without prior permission from Risk Management.

Food:

No food or drinks are allowed in all classrooms, Libraries and carpeted MPR's or any carpeted room. This includes coffee. No stoves, hot plates, barbeques or other gas or electric heating devices shall be used on any campus. Microwave ovens, however, may be used with written permission of the District.

Food Trucks:

All Food Trucks are required to have adequate insurance on file with SDUHSD Facilities. Food Trucks are never permitted to park on campus. Trucks may park in the campus parking lot or on the street. Trucks must not block any driveways. No parking curb side or any area designated with red or yellow markings. Failure to comply will result in the vehicle being towed at the owners expense.

Field Use:

No food or drink is allowed on artificial turf areas with the exception of water. There is no marking of any fields. Request for field use on Saturdays and holidays will not include restroom facilities unless indicated. If restrooms are needed, please state this on your request and an additional fee will be charged. Defecating on school property is not permitted. Port-A-Potties are allowed; please contact the district for specific information.

Fires/Barbeques:

No open flames, pyrotechnics or smoke generating machines are permitted on SDUHSD property including barbeques.

24 Hour Use:

There is no use of school property for a 24 hour period. All events end at 10:30 pm and the earliest time allowed to be on school property is 7:00 am.

Parking:

Performing Arts Centers, Little Theatres, Theatres:

These rooms contain static chairs and are set up as a theatre-type environment. Lighting and sound equipment is not accessible for PAC's at High Schools. The house lights will be turned on, but there is no availability to the lighting or sound equipment associated with any PAC (Theatre). No lighting/sound equipment is available in any Multipurpose Room. School equipment is not available for use.

FOR FACILITY RENTALS/ USE, Contact:

For any questions related to submitting a reservation request, setting up your Facilitron account, cancellations, or technical assistance using the online system, please contact Facilitron Support, 1(800) 272-2962 ext. 0 or email at support@facilitron.com.

For specific details regarding SDUHSD facilities, please contact 858-755-0125 ext 2190 or email

facilities.use@sduhsd.net

Frequently Asked Questions (FAQ)

1. How much advance notice is required to reserve a facility?

Requests may be submitted up to 6 months in advance and must be submitted at least 14 calendar days prior to the first event date. This advance notice is needed to:

Verify availability with the school
Schedule custodial or site support staff
Coordinate services and operational needs

Please submit requests early so all departments can be notified and prepared.

2. How do I submit a facility use application?

All applications must be submitted through Facilitron, the district’s online scheduling platform. Before submitting a request, you must have:

An individual Facilitron user account
A renter organization account (if applicable)

Visit: www.facilitron.com/sduhsd92024

All facility use requests must be submitted and managed through Facilitron. Renter organizations should not contact school sites directly to arrange facility use. Any arrangements made outside of the Facilitron system will not be approved or permitted.

If your organization is a nonprofit, please verify your status by uploading proof of your EIN number or 501(c)(3) documentation in the Documents section of the Reservation Details page.

3. When and how do I make a payment?

Invoices are issued after your request has been approved.

Payment is due 7 full calendar days before the first event date.

Once approval is issued, all required documents must be uploaded and all payments must be completed in Facilitron in order for the event to take place.

All payments must be made directly through Facilitron. The district does not accept payments for facility use reservations.

Accepted payment methods include:

Credit/Debit Card
eCheck
PayPal
Account balance via Facilitron
Check (payable to Facilitron)

Checks must include the order number and be mailed to:

Facilitron, Inc.
PO Box 1935
Los Gatos, CA 95031-1935

Partial payments may be allowed for long-term, multi-month reservations.

If additional fees are incurred after the event, payment is due within 30 calendar days of the invoice date.

All payments must be made to Facilitron. SDUHSD does not accept payment for rentals.

4. Does the facility come with equipment?

No. Use of district equipment or supplies is not permitted unless it is specified on your approved permit. By request, projectors may be available. Additional equipment, such as risers, platforms, tables, and chairs, may be rented at an additional cost.

5. What if I need to change my reservation after it has been submitted?

All changes must be made through Facilitron by logging into your account.

Requests will be sent to the district for review.

Please note:

All changes and communication are recorded in the Comments section of your reservation.
Changes or cancellations after approval may result in additional fees.
How to request a change on a reservation details page (support doc)

6. How can I check the status of my request?

It is the organization booking the requests' responsibility to check the request status via the online system. Most applications are processed within 20 business days. Requests submitted during holidays or summer may take longer.

Once you receive an email from Facilitron that your request has been APPROVED, it has been processed through the SDUHSD District Office and is ready to proceed. If you do not receive an email, it may mean your request did not go through. Please check your requests by logging into your account. Notifications for all requests are sent via email only for their status. PENDING means your request is still pending processing.

You can check your request status at any time in Facilitron and communicate directly with the Facilities Use Department through the platform.

All information regarding your account in Facilitron can be found on your dashboard. (Support doc)

7. What type of use requires a facility use permit?

A permit is required for all organized use of district property.

Outside groups may not schedule events that conflict with:

School instructional hours
School programs or site events
District-priority activities

Possession of an approved permit issued through Facilitron is required prior to using any district facility.

On the day of your event, bring a copy of your approved permit and be prepared to present it to district personnel if requested.

A permit is required for all organized use of district property outside of the regular school day, on weekends and on holidays.

8. What documents are required to finalize my reservation?

Depending on your user group category, you may be required to provide:

501(c)(3) verification (for qualifying nonprofit groups)
Certificate of Liability Insurance (COI) and endorsement. A sample Certificate of Liability Insurance is available here, for reference.

Insurance documents must be uploaded at least 14 days prior to the event. Documents can be uploaded: