FACILITY SCHEDULING & RENTAL

  • GISD uses an online facility scheduling system called FSDirect to reserve spaces and coordinate support for events.  Facility requests are submitted online.  Requests are routed through an approval process and become activated schedules upon final approval/activation.  Please see the step-by-step instructions below for more information.


    GISD EVENTS (Staff)

    This section is for staff members to request facilities for GISD only activitiesStaff members who are part of an external organization need to follow the instructions under Rental Events.  All activities occurring outside of school hours (campuses) or business hours (admin facilities) must be scheduled through FSDirect.  Examples: open house, book fair, staff meeting, volleyball game, choir concert, student council meeting, professional learning, parent info night, etc.
     
    All facility requests go through a multi-step routing process.  Events are not finalized until the status is Approved/Activated.

    Submit a Request: 
    Click on the Requester Guide (instructional guide) then use the link below to submit a request.  
     
        
    FSDirect for high-level users:
    High-level users should click on the link & guides below:

     

    RENTAL EVENTS (External Organizations)

    This section is for external organizations to request the use of GISD facilities.  This includes staff members who are part of an external organization.  Examples: PTA or Booster Club activities, athletic activities for non-GISD teams, scouting activities, church activities, etc.

     
    NEW IMPORTANT RENTAL INFORMATION FOR THE 2022-23 SCHOOL YEAR
     
    • INSURANCE
      • Rental insurance (COI) must be approved PRIOR to submitting an online facility request.  Please email the one-page COI to oconnork1@georgetownisd.org  For insurance requirements, see pages 9 & 10 in the Facility Usage Handbook.  You'll receive an email stating if your insurance is approved or denied.  If it's approved, you'll receive the okay to submit an online facility request beginning August 1.  If it's denied, an explanation will be provided.  
      • Facility requests submitted prior to COI approval will be denied/canceled.
      • If insurance is approved, please make sure the dates requested in FSDirect (online facility scheduling system) are within the policy dates on the insurance form.  Do not submit facility requests that overlap insurance coverage. Overlaps will be denied.  Insurance approval is required only once if all facility requests dates are covered on the policy.  (You won't need to email your COI each time). GISD will keep insurance certificates on file.
      • Insurance requirements are outlined in the Facility Usage Handbook. Please feel free to forward the COI requirements to your insurance agent.
    • RENTAL FEES
      • All fees (room & personnel) increased on August 1, 2022.  
    • FACILITY REQUESTS

    External organizations (Orgs 1, 2, 3 & 4) may submit requests AFTER INSURANCE APPROVAL, for the new school year beginning August 1 for events starting August 15.  No rental events are permitted from August 1 - 14. This allows time for requests to be processed as staff prioritize school-related events first. (No theater rentals during the months of July & August).

      • Please note the Blocked Dates listed below for some weekends through December and for holidays throughout the school year.
      • We are unable to support events with food & beverages for non-profit (org type 3) and for-profit (org type 4) groups. Cafeterias are the only room/space throughout the district where food & beverages are permitted, but at this time the events will be denied.  
    • BLOCKED DATES:  No Rentals  
      • Orgs 1 & 2 (supports 75-100% GISD students):  You are exempt from these blocked dates.  Please submit your request for a non-blocked date, but within the request please note the blocked date needed.  We'll adjust your request accordingly. Example: "This request is for the blocked date August 6, not August 5."
      • Orgs 3 (non-profit) & Orgs 4 (for-profit):  We truly apologize for the inconvenience, but due to the continuous staffing shortage, we are unable to support the following weekend dates.
      • Orgs 3 (non-profit) & Orgs 4 (for-profit):  Until further notice, we are unable to support cafeteria requests that include another room/space. 
        •  August 6, 7, 20, 21
        • September 10, 11, 17, 18, 24, 25
        • October 1, 2, 22, 23
        • November 19, 20, 26, 27
        • December 3, 4, 10, 11

     

    •  BLOCKED DATES:  Holidays/No Rentals
    The following dates have been designated "Holiday/No Rental."  The online system will automatically block rental requests for these dates.  If you're requesting multiple dates that span over any of these holidays, please use the Normal Schedule Type and do not include these dates within your facility request.  
     

     No Rentals:

        • July 3 - 4, 2022 (4th of July)
        • September 3 - 5, 2022 (Labor Day weekend)
        • November 24 - 25, 2022 (Thanksgiving) 
        • December 17 - 26, 2022 (Christmas week)
        • December 31 - January 1, 2023 (New Year's)
        • April 7 - 10, 2023 (Easter weekend)

    Holiday/Rentals Allowed (room rental fees are 1.5 times the normal rate; personnel and other fees are 2 times the normal rate).

        • November 26 - 27, 2022 (Thanksgiving weekend)
        • March 16 - 19, 2023 (Spring break)
        • May 27 - 29, 2023 (Memorial weekend)

     

    • HANDBOOK & ROUTING PROCESS
      • Prior to submission of facility requests, you will be required to agree to the terms & conditions, pricing, etc. outlined in the Facility Usage Handbook. This serves as a contract. 
      • After submission, facility requests go through a multi-step routing process. Facility requests are not finalized until the status is Approved & Activated. You'll receive email notifications throughout the process.  
    • ATHLETICS
      • Prohibitions - Extra fees will be applied if violated.  The list can be found in the Facility Usage Handbook. 
      • Playoff Games - Other school districts who would like to request the use of GISD secondary athletic facilities should call the Athletics Department at (512) 943-5106.
    • FINE ARTS
      • Prohibitions - Extra fees will be applied if violated. The list can be found in the Facility Usage Handbook.  
      • Theaters (PAC and EVT) are not available for rent during the months of July & August.
    • DEPOSITS
      • Required for all NEW organizations. Deposits are required before the event. An invoice (minus the deposit) will be emailed after the event.
        • Athletics:  50% of total event
        • Fine Arts - theaters:
          • One-day event:  $500
          • Two-day event:  $1,000
          • Three-day event:  $1,500
    • INSTRUCTIONS

    Here are the instructions on how to Register and Submit a facility request via the online scheduling system called FSDirect:

      • Step 1 - HANDBOOK:  Please read the Facility Usage Handbook UPDATED    You will be asked to agree to the terms & conditions, pricing, etc. prior to submitting a facility request. 
      • Step 2 - REGISTRATION:  Please read the CommunityUse Guide 1 (instructional guide) to Register your organization name and/or your personal name as a contact for your organization. You'll receive an email notification once your registration is approved. 
      • Step 3 - INSURANCE:  Insurance (COI) must be emailed to oconnork1@georgetownisd.org PRIOR to Step 4 (submitting a facility request). You'll receive an email stating if it's approved or denied.  Please do not submit facility requests until you receive an email stating if it's approved.  Make sure the requested dates on the facility request are covered within the insurance policy dates. No overlaps. 
      • Step 4 - FACILITY REQUEST:  If you receive an email that your insurance is approved, please click on the CommunityUse Guide 2 (instructional guide) to Submit a facility request. Please add your organization name first to the title of the event.  Facility requests are not finalized until the status is Approved & Activated. You'll receive notifications throughout the process. 
     
    Reminders:  PLEASE READ THE NEW IMPORTANT RENTAL INFORMATION LISTED ABOVE PRIOR TO SUBMITTING A FACILITY REQUEST.

    Resources:

       

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