• Community Use of Facilities

  • Knox County Schools is pleased to announce a new online facility request and rental system designed to provide a positive user experience for all. With the new system, reservation requests can be submitted easily and will be handled more efficiently. Renters will be able to access photos and descriptions, see real-time availability, get estimated quotes and pay online.

    In partnering with Facilitron, Knox County Schools has launched custom facility use sites for the district and each school – allowing facility use requests to be submitted at any time. You can view and request all district facilities at https://facilitron.com/kcs37902. Although the process of requesting/approval/management of facility use is now digital, what’s implemented on Facilitron, remains the same as dictated by Knox County Schools’s board policies on facility use. The district’s administrative staff makes final decisions on all facility use requests. 

    Facilitron will assist with the set-up of organization and user accounts along with verification of non-profit status (if applicable). Facilitron will also collect payment and proof of insurance (certificate of insurance) on Knox County Schools’s behalf. Payments can be submitted conveniently on Facilitron. Payment options include major credit cards, checks, ACH/eCheck, and Paypal. Proof of insurance (certificate of insurance) can also be conveniently uploaded into the system, and/or it can be obtained directly through Facilitron.

    The new Facilitron system is now live for all sites. Moving forward, the only way to request use of a district facility is by creating a Facilitron account and submitting a request online. See an introduction to placing a request. For those who had reservations with Knox County Schools prior to Facilitron, accounts have already been created on your behalf, and an automated email has been sent to you to create a password to access your renter account.  If you need any assistance setting up an account and/or in submitting a facility use request, you can contact Facilitron directly at: support@facilitron.com, or by calling them at 800-272-2962.

      More Info

      • Use of Knox County Schools facilities by community groups and groups not associated directly with the school system is administered through the Maintenance & Operations Department.

        Once you have received an email granting you access to the system you may go to the same location, log in with the username and password you provided during registration, and apply to use school facilities.

        CANCELATIONS: Should you need to cancel your event(s), please contact the Facility Use Coordinator at facilityuse@knoxschools.org at least 72 hours prior to the event start date, otherwise you will still be responsible for any fees that may have been applied to your event. Please include your reservation number in your email to the Facility Use Coordinator.

        INCLEMENT WEATHER: Should the district close school for inclement weather, all group events will be canceled as well.

        For more information, contact the Facility Use Coordinator at facilityuse@knoxschools.org.

      Event Supervision

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        • KCS policy requires a KCS employee to be at the school to supervise all scheduled events. Normally, that employee will be a school custodian.
        • A custodial fee of $35 per hour will be assessed during any hours when custodians would not normally be in the building. 
        • If kitchen use is requested, a KCS Food Service employee is required to be in the building, and an additional $35 per hour fee will be assessed for the hours the kitchen is in use.
        • Some events, especially those with large numbers of people using multiple areas of a school, will require security. Security guard costs will be assessed at $35 per hour for those events.

      Cost Recovery

      • KCS charges hourly fees to organizations using Knox County School facilities to recover the cost of heating, air conditioning, lighting, and providing water for those events. These fees are set at a rate to recover the cost of holding events and are not intended to generate additional revenue for the schools.

        Because schools are often already heated and cooled with some lights on at the end of the last bell on a typical school day, organizations will not be assessed a fee provided their event is held in its entirety within the first three hours after the last bell of the day at every school. All other groups will be responsible for paying the facility fees and wages for any cost incurred beyond the normal operation of the school. In no instance should a group directly compensate an employee of Knox County Schools.

        Please take note there are fees applied to an event the majority of the time. Please review the fee table below. If you have questions regarding fees for your event, please email the Facility Use Coordinator at facilityuse@knoxschools.org.

      Resources