Board Policy GKDA (Local) permits public use of school facilities by non-school groups for educational, recreational, civic, or social activities, when these activities do not conflict with school use or Board Policy. Non-school groups are organizations other than school-sponsored groups (e.g., student clubs, school teams) and school support groups (e.g., PTAs, booster clubs).

Facilitron is an online facility reservation system utilized by Austin ISD. It provides calendaring tools that accommodate both internal scheduling and external reservation requests. In addition, it allows the community to easily search all District facilities and get results that display photos, location, description, capacity, amenities, rates, and availability—all at a glance.
Renters directly submit payment and required insurance documents via the platform, removing the need for staff to manually process via phone or email.

Search for the school of choice via Facilitron: Rent fields, gyms, theaters and more in Austin (facilitron.com)

Visit the Facility Use page and follow the instructions on submitting an application via Facilitron. Once submitted, the campus principal or principal's designee is authorized to approve or disapprove use of facilities on their campus.

You must submit your application to the school of choice at least three (3) weeks prior to the date of the event.

You will be notified via Facilitron if the rental reservation request has been approved or declined.

Per district policy, the applicant must not make firm plans, advertise activities, or sell tickets to an event prior to receiving approval for the use of district facilities.

View and download the Insurance Requirements. Renters must submit the required Certificate of Insurance at least ten (10) days prior to the event. If insurance or payment is not submitted on time, then the District will cancel the event.

If you have any questions regarding the specific requirements, please contact Andy Hoffman, Director of Risk Management, at 512-414-2295

Payment for an event is due ten (10) days prior to the event.Fees shall be paid directly via Facilitron, not to a school or employee of the District. 

Facility use fees vary depending on the type of facility. Current fees are listed on the district website: Fees | Austin ISD

Non-profit organizations (with a valid federal 501( c )(3) or a non-profit status letter from the State Comptroller’s Office) receive a fifty percent (50%) discount on facility use rental fees. Fees may be further reduced or waived if the event is deemed to be a particular benefit to the district, school or community, and custodian fees are covered.

If applicable, a minimum custodial fee of $35.00 an hour per custodian on duty will be charged in addition to the facility use rental fee. If actual custodial fees are higher than $35.00 per hour, the actual cost will be charged. Custodial fees begin at least thirty (30) minutes prior to the beginning of the event and continue at least thirty (30) minutes after the end of the event. Fees for additional staff and services will also be charged at a flat rate of $35.00 per hour unless otherwise indicated. Custodial timesheets cannot be processed without a Facilitron reservation request.

Applicants must cancel the reservation via Facilitron at least forty-eight (48) hours in advance of the scheduled event to receive a refund.

Applicants who fail to submit a cancellation notice will be responsible for costs incurred by the district.

After school enrichment programs, Boy/Girl Scouts, church services, homeowner association meetings, sports events, camps, tournaments, etc., are permitted.

School facilities may be rented by religious groups for religious purposes for the same fee charged to other nonprofit organizations. The rental agreement shall be renewable annually.

Requests for the use of school facilities from political groups should be made through the county chairman of the political organization involved. Independent political organizations shall be required to pay estimated fees in advance.

Use of school facilities shall not be allowed when such use would be detrimental to the goals and objectives of the district as identified in district policy, or for activities that would be destructive to the buildings, furniture, or equipment.

Further, per district policy, school facilities may not be used for an activity that the campus principal or the Executive Director of Planning and Asset Management deems to be a nuisance to the surrounding community.

Personal events such as private parties, birthday parties, weddings, family reunions, funerals, memorials, etc., are not permitted.

The district receives many requests from a wide variety of programs that support the district and students. In order to assure fair treatment for all patrons, facility use fees will be charged according to the Facility Use Fees schedule. Separate fees are charged to cover the general costs associated with facility use and the direct costs of custodian, building supervision, and other services.

Non-profit organizations with a valid federal 501(c)(3) or a non-profit status letter from the State Comptroller’s Office receive a fifty (50%) discount on rental fees.

If an organization is holding an event that is fee-based to participants or donations are accepted, then rental fees would apply.

Alcoholic beverages and the use of tobacco products are not permitted on school property at any time.

Renters looking to film or shoot a commercial at a district facility must follow the outlined process below:

1. Rental requests must be submitted via Facilitron at least three (3) weeks prior to the event date.
2. A brief synopsis of the film and/or copy of the film script must be submitted via Facilitron for review. The film or commercial cannot be rated “R” or “X”.
3. If the film or commercial is approved, the organization must complete the district’s Location Release Agreement which states that a film cannot be rated “R” or “X” and the name of the school or the district’s name may not be revealed.
4. Liability insurance must be submitted via Facilitron naming the District as an additional insured. Please view the Insurance Requirements.
5. Facilitron will process the application and assess fees.

The Austin ISD Performing Arts Center is available for rent by both Austin ISD groups and the general public. When scheduling the PAC, the priority is as follows:

• May 1: Austin ISD Fine Arts programs may submit requests for the facility
• June 1: Other Austin ISD programs, groups, and stakeholders may submit requests for the facility
• July 1: The general public may submit requests for the facility

Note the Performing Arts Center does not have a food event permit and we do not accommodate banquets, any requests to hold sit down meals will automatically be denied. 

Visit the Rent the PAC page or contact the staff at the Performing Arts Center.

Athletic Facilities

Visit the Facility Use page and follow the instructions on submitting a reservation request via Facilitron. Once submitted, the district’s Athletics Department is authorized to approve or decline the request.

The following provisions will govern use of central athletic facilities and fields:

• The central athletic fields are to be used only for the purpose for which they were designed and are maintained. Requests for exceptions are to be handled individually upon merit.
• Athletic teams from other school districts may use central athletic fields for the cost of operation, provided such use does not interfere with District needs. The District retains concession rights when a facility is used by an outside group.
• Commercially sponsored radio broadcasts of athletic events are permitted through arrangements with the director of athletics.

Campus parking lots are generally not available to rent as the parking needs to remain available to accommodate staff, students and families participating in campus activities and events. However, on certain occasions, the parking lots might be available if there are no scheduled activities or events. Please contact the Facility Use Team and they will work with you to see if we can accommodate your request.

Reservation requests must be submitted via Facilitron at least three (3) weeks prior to the event date. For any school facility requests, approval is at the discretion of the campus principal or principal’s designee. 

Please note there are dedicated training spaces available for district staff at the district-serving facilities, including the central office, the Performing Arts Center, as well as the Brooke, Metz and Coy campuses.

To obtain intern access to Facilitron, please email a Facility Use team member to request access. Using Facilitron without being set up internally will generate fees and require insurance for your request. 

Please note that district staff are not to submit a request for external renters, PTAs or booster clubs. They must submit their request to ensure the proper fees and insurance requirements and that they agree to the district's terms and conditions of use.

District departments will not be charged any rental fees for use of district facilities. 

However, district departments will be charged if the meeting or event requires additional personnel at their regular overtime rates. Please work with the campus and provide them with your department organization's Function Pay Code.

The campus administrative staff has the authority to approve or decline any rental reservation request. Campuses need to provide an explanation (comment) if declining a rental request.

To obtain intern access to Facilitron, please email a Facility Use team member to request access. Using Facilitron without being set up internally will generate fees and require insurance for your request. 

Please note that district staff are not to submit a request for external renters, PTAs or booster clubs. They must submit their request to ensure the proper fees and insurance requirements and agree to the district's terms and conditions of use.

Campuses must review and approve requests within the first five (5) days. The district Facility Use Team then provides final approval and tracks necessary payment and documents. 

The safety and security of our students is paramount. The district does not permit use of the facilities by outside parties during regular school hours. 

Campuses are encouraged to confirm their bell schedule in order to keep the Facilitron calendar up to date.

Yes, per district policy, facility use fees may be reduced or waived if the requested activity is deemed to be of particular benefit to the school or school community. Principals are authorized and encouraged to revise custodian work schedules to reduce or eliminate facility use charges for activities of parent groups, advisory committees, or school-related or community organizations.

Campuses generating more than $10,000 per year in rental fees keep 50% of the generated rental revenue. The other 50% will be distributed among those campuses that generate less than $10,000 per year.

Facilitron pays the District approximately fifteen (15) days after the end of each month. The district Facility Use Team and the Finance Department then require 60-90 days to process rebates. The rebates are deposited into the campus activity fund and can be used for any campus needs, including field trips, teacher/staff appreciation, materials & supplies, athletics & fine arts and after-school clubs.

Yes, all PTAs and booster clubs are required to submit reservation requests for  meetings and events via Facilitron at least three (3) weeks prior to the event date.

The school's official organizations such as PTA, booster clubs, and advisory committees will not be charged any rental fees for use of the school facilities.

However, special committee meetings and group meetings or fundraising activities that require opening of school facilities will be charged to the official school organization on the basis of the regular rates. Additional personnel required for these activities will be charged to the group at their regular overtime rates.

PTAs are required to provide a Certificate of Insurance. (View and download the Insurance Requirements.) Renters must submit the required Certificate of Insurance at least ten (10) days prior to the event. If insurance or payment is not submitted on time, then the District will cancel the event. If you have any questions regarding the specific requirements, please contact Andy Hoffman, Director of Risk Management, at 512-414-2295.

Booster clubs are not required to provide a Certificate of Insurance.