M-DCPS Financial Services

   

Facility Rentals

PROCEDURES FOR REQUESTING THE USE OF M-DCPS FACILITIES

Keys for Rental
     

Miami Dade County Public Schools has created a new website designed to help make renting our facilities easier for both employees and the general public. This web page includes instructions for registering with the district, submitting a request, and also lists required documentation.

NOTE: The calendar may not include all school events and activities; some facilities that appear to be available may already be booked.

Click here to download the full Community User Guide, below, find a summary of these instructions.

Registration Process

Before you can reserve a facility, you must register your organization:

  • Go to Facility Use Calendar. (Click Here)
  • In the upper right corner, click on "Log in to Request Facility Use."
  • Click to Create an Account.
  • Read and agree to abide by MDCPS terms and conditions.
  • Provide your contact information.
  • Add the organization(s) with which you are affiliated.
  • Review information and submit your registration request.
  • How to Submit a Rental Request

    Once your organization has been approved, you may submit a rental request. These requests must be made
    at least 20 days prior to the event.

    NOTE: Each rental request requires a $25.00 non-refundable application processing fee. Once you submit your request, you will receive an invoice for the application processing fee. To pay this application processing fee, log back in to the community calendar, click on My Requests, and you will see a link to pay your invoice.

    • Go to Facility Use Calendar. (Click here)
    • In the upper right corner, click on "Log in to Request Facility Use."
    • Log in using the email address and password submitted as part of your registration.
    • Click the Request Facility Use tab at the top of the page. There are two schedule types:
      1.The Normal Schedule allows you to request from one to up to 20 events. All events should be in the same room(s) at the same time over different days.
      2. The Recurring Schedule allows you to choose up to 100 events in the same room(s) at the same time over different days. These events are scheduled on a recurring basis (i.e. every Monday and Wednesday for a month or every Sunday for a year, etc.)
    • Click the icon for the appropriate schedule type.
    • Fill out the required fields including event title, location (school or facility), room(s), date(s), and start and end times.
    • Click the Search button to check availability.
    • If the space is available, click Next. If not, click Previous and select a different facility and/or room(s).
    • Provide event information.
    • Answer required questions in the Additional Information section.
    • Select your organization and the main point of contact for the event.
    • Request any additional maintenance services that may be needed.
    • Enter total attending; you may break that down by adults and children.
    • You MUST attach your current certificate of insurance and the Jessica Lunsford form.
    • Sign using your email address and check the box to confirm that you have previously read and agree with the terms and conditions of facility usage.
    • Click Save to submit your request.
    • Once you receive the invoice for the application processing fee, log back in to your account, click on the My Requests tab to find the link to pay online.

    **(Online payments are not yet available; payments can be made via our offices or via mail in the form of cashier’s check or money order.)

    You will receive an email notification confirming your request was received along with a schedule ID number, followed by an email confirming or denying your request. You may access information about your previous requests by clicking on the My Requests tab.

    Once your application has been processed, you will receive an additional invoice which must be paid in full at least 48 hours prior to your use of the facilities. Log back into your account and click on the My Requests tab to pay your invoice.  **(Online payments are not yet available; payments can be made via our offices or via mail in the form of cashier’s check or money order.)

    Additional Information/Forms:
    Certificate of Insurance

    There are 2 options for insurance: 

              1. You may use your own insurance provider.
              2. The School Board of Miami-Dade County provides insurance through the Risk and Benefits Management office. (Click here) to access event insurance information. Click on the TULIP Event Insurance. When prompted, enter the MDCPS venue ID code 4521-000 or search for School Board of Miami-Dade County.

        (This option Available after January 2017)

     

    The School Board of Miami Dade County is to be named the CERTIFICATE HOLDER, as well as ADDITIONAL INSURED.  Insurance should show evidence of Commercial General Liability insurance with minimum limits of $300,000 per occurrence. The Certificate Holder information should read as follows:

    The School Board of Miami-Dade County
    1450 N.E. 2nd Avenue
    Miami, FL 33132

    Exceptions to insurance requirement are school-sponsored & district-sponsored organizations.

    Jessica Lunsford Affidavit

    As a result of the passage of the Jessica Lunsford Act (HB 1877) during the 2005 legislative season, contracted personnel/vendors, including architects, are required to meet a Level 2 background screening requirement that includes any individual or employees of any firm under contract with the school board providing services on school grounds while students are present.

    Click here to download the Jessica Lunsford form.

    If you have any questions please contact the Office of Budget Management, Facilities Rentals section during normal business hours (8:00 a.m. to 4:00 p.m., Monday through Friday) at:

    Miami Dade County Public Schools
    Office of Budget Management-Facilities Rentals
    1450 NE 2nd Avenue, suite 450
    Miami, FL 33132
    Telephone number: (305) 995-2469

     

     

     

     

     

     

 

Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response
to a public records request, do not send electronic mail to this entity. Instead, contact this office by phone or in writing.