The following must be done at least 15 days prior to the desired rental date:

1. Register as an Organization at https://events.dudesolutions.com/community/hayscisd.
2. Once the Facility Use Coordinator has confirmed your insurance and tier priority, you will be notified via email that your Organization has been approved, and you may enter your facility request. 
   • Registration Instructions
   • Insurance Requirements
   • Facility Rental Guidelines
   • Facility Usage Rates
3. How to Create an Event

• Organizations requesting use of school facilities must submit a request via Event Manager at least 15 days prior to the date of the event.
• The campus approves or denies the request and forwards to the Facility Use Coordinator.
• If custodial services, facility access, HVAC or Law Enforcement are included in the facility request, the Facility Use Coordinator will coordinate with the campus and the requestor to make arrangements.
• A 25% refundable deposit will be required prior to the use of any facilities.

In making this reservation, it is understood and agreed that the Facility Rental Guidelines be adhered to in every instance.  A complete copy of these guidelines can be found here.

Pertinent excerpts read as follows: 

• The organization must not make firm plans, advertise activities, or sell tickets to any event prior to receiving approval for the use of facilities and deposit has been paid.
• No rentals of facilities may occur during school hours on official school days while school is in session. No event may interfere with school activities, including set-up or break-down.
• Liability insurance with a minimum of $1 million and Hays CISD named as an additional insured is required to rent any facilities.
• All laws (federal, state and local) and Hays CISD policies are in effect 24 hours per day, including times facilities are rented.
• Organizations that wish to sell or serve food at any Hays CISD facility shall receive prior approval during the rental process.  All food servings must be in compliance with the Texas Health and Safety Code, Chapter 438.

District green-space is available for public use when school is NOT in session (after release-bell, weekends, school holidays, summer).  The curfew for all locations is 10:00 p.m.

The district maintains priority use of district property for school activities and may restrict availability due to an event.

Use of these areas for special events or exclusive use MUST be coordinated through the Facility Rental process.

The following locations are accessible for personal, informal use when school is NOT in session (after release-bell, weekends, school holidays, summer).  The curfew for all locations is 10:00 p.m.

HIGH Schools

• Tennis Courts
• Fields

*Please note: HS Stadium & HS Track are NOT open to the public; please use middle school campuses.

MIDDLE Schools

• Tennis Courts
• Fields
• Track

ELEMENTARY Schools

• Playground
• Fields
• Track

• Cancellations must be in writing no less than 5 (five) working days prior to the event.
• If this requirement is not met, the organization forfeits its deposit and eligibility for future rental opportunities will be terminated.
• If multiple days are rented but are not all utilized, the organization is responsible for notifying the Facility Use Coordinator in writing or the organization will be responsible for the fees for those days.
• If Hays CISD is unable to honor a rental contract, Hays CISD will work with the organization to find an alternative location within the District.  If that is not possible, Hays CISD will refund the deposit and the rental fees already paid by the Organization.