Go to the Documents page for Application or Contract Forms.

Applications and Contracts

• Each Non-Profit Group and Commercial Group desiring to use school facilities must submit a signed application requesting use of the facilities it desires, along with a non-refundable application fee of twenty-five dollars ($25.00), this fee will be applied to the total amount owed; however, in the event of cancellation by the applicant, or denial of the applicaiton, the application fee is non-refundable and non-transferable. Such application shall be on a form provided by the Community Facilities Assistant that may be modified from time to time (the application, as may be modified from time to time referred to herein as the "Application"). Additionally, all Non-Profit Groups and Commercial Groups desiring to use school facilities must submit with the Application a signed contract which sets forth the terms and conditions that the applicant must abide by in connection with any use of school facilities that may be approved. Such contract shall also be on a form provided by the Community Facilities Assistant and may be modified from time to time (the contract, as modified from time to time, referred to herein as, the "Contract").
• Application and Contract forms may be obtained from the Community Facilities Assistant, or may be printed from the Internet.
• Completed Applications should be mailed or delivered along with a signed Contract and application fee to:
  
  Community Use of Schools Office
  c/o Charlotte-Mecklenburg Schools
  3301 Stafford Drive
  Charlotte, North Carolina 28208
  
• Original Applications and signed Contracts must be received at least two (2) weeks prior to the desired date of use.
• Faxed Applications and Contracts are not accepted and will be discarded.
• Incomplete or inaccurate Applications and Contracts will not be processed.
• Applications will not be processed without a signed Contract and application fee.
• Contracts will not be made for more than three (3) months in advance of the initial desired date of use.
• Normal term for a contract will be three (3) months; Maximum term for a contract will be one (1) year. 

The majority of contracts are scheduled in three-month increments due to contract manageability issues as well as financial contractual obligations on the part of the applicant. Up to the maximum stated above, the contract term will be decided on a case-by-case basis in the sole discretion of the Community Facilities Assistant, Principal, Superintendent or designee.

• Upon approval by the Community Facilities Assistant, the applicant will receive a copy of the executed Contract along with a Schedule A showing the approved facility, school, term, permitted use and applicable use fee.
• There will be a maximum of three (3) revisions permitted to any Contract. Requested changes must be received by the Community Facilities Assistant at least two (2) business days prior to the scheduled event.  
• Extensions to existing contracts will not be allowed.  Any request to add additional dates beyond the term of the existing contract will need to be requested on a new application.
• Contracts may be cancelled by the applicant by giving the Community Facilities Assistant at least two (2) business days notice prior to the scheduled event.
• Applications for the use of school facilities or grounds must be for full hours (e.g. 7:00 p.m. - 9:00 p.m; 7:30 p.m,. - 9:30 p.m.) and must be for a minimum of two hours per day.
• Applications will not be accepted for any facility currently being leased by or from the Charlotte-Mecklenburg School System.
• Applications may not be accepted for any facility that is currently part of a joint use agreement with another governmental agency. Decisions on usage will be based upon the terms and conditions of each individual agreement.
• Every group (other than School-related Groups) must sign a Contract.
• Applications will not be accepted in the name of an individual. They must be submitted in the name of a group or organization.
• The form Contract shall be reviewed from time to time by the Board Attorney and shall in any event include provisions as follows:
  
• The user shall be responsible to maintain the Facilities;
• The Contract (or the user's interest therein) shall not be transferred, assigned, or subleased from one user group to another
• The Contract may be terminated by the Board at any time for any reason upon two business days notice.
• The user shall agree to hold the Board of Education free, harmless and indemnified from any claims, suits or causes of action arising from or out of its use of a school facility.

Payments

• Payment in the form of a check or money order must be received within fifteen (15) days of the date of the executed Contract, or two business days prior to start date, whichever comes first.  Payments should be mailed or delivered to:

Community Use of Schools Office
c/o Charlotte-Mecklenburg Schools
3301 Stafford Drive
Charlotte, North Carolina 28208

Checks or money orders should be made payable to: Charlotte-Mecklenburg Schools.

• Payments must be made to the Community Use of Schools Office, and may not be made directly to employees at the school.
• A twenty-five dollar ($25.00) non-refundable application fee is required with each Application and Contract. This fee will be applied to the total amount owed; however, in the event of cancellation by the applicant, or denial of the application, the application fee is non-refundable and non-transferable.

Insurance

• The Department of Insurance and Risk Management ("DIRM") requires insurance in amounts reasonably satisfactory to DIRM. A certificate of insurance, evidencing the insurance required by DIRM, shall be received from an applicant prior to the desired date of use of athletic fields or school facilities.  Please Note: Insurance requirement will not be waived. 

Fees

Fees shall be as set forth on the Fee Schedule (listed under documents). Fees may not be waived by the Community Facilities Assistant, but may be waived in exceptional circumstances by the Superintendent or designee.

Termination

The Charlotte-Mecklenburg Board of Education reserves the right to terminate any and all contracts for any reason upon two business days notice. The Superintendent or designee, Community Facilities Assistant and Principals are all authorized to act on behalf of the Board to terminate contracts. By way of example and not limitation, the Board may cancel or amend a Contract at any time due to any one or more of the following reasons:

• The school is needed for school purposes
• Renovations of any kind are being performed or are scheduled to be performed at the school whether or not the particular building, facility or field being used is affected
• A pending joint use, lease or other agreement affecting the school
• The pending sale of the school or portion of the grounds.