Facility Rental

Central Middle School

• Auxiliary Gym: wood floor is 39’ X 83’, not suitable for basketball, volleyball, or pickleball/badminton 
• East Gym: wood floor is 96.5’ X 117.5’, 10’ baskets do not adjust, bleacher capacity of 596 and 8 handicap, lined for 2 full basketball courts (East A & East B), 2 volleyball courts (must rent both A & B)
• South Gym: lined for 1 full basketball court, 1 volleyball court, and 4 pickleball/badminton courts.  Baskets are adjustable from 10' to 8'.  
• West Gym: wood floor is 67’ X 97’, 10’ baskets do not adjust, lined for 1 full basketball court and 2 volleyball courts 
• Cafeteria: beautifully renovated open space, AV equipment is available
• Classrooms: seating up to 32
• CMS Performing Arts Center:  professional-level music and arts space, state of the art technology, seats 730+ 
• CMS Performing Arts Center Community Room: meeting space for up 40+; advanced technology allows for hybrid meetings 

Eden Prairie High School 

• Activity Center: can be divided into 6 separate courts, minimal bleacher seating
• Main Gym: wood floors, can be divided into 3 separate courts, variety of bleacher seating options available
• Small Gym: primarily used for volleyball or gymnastics, features a rock climbing wall and built in elevated spectator seating
• South Commons: capacity 600, seating 58 round tables with 8 attached seats (20 tables in the lower area, 38 in the upper)
• East Commons: capacity 350, 40 tables with 8 attached seats

• Performing Arts Center: 758 seats, wonderful dressing rooms, fly space, orchestra pit

• Auditorium: 380 seat theater, dressing rooms

• Music Areas: large classrooms or private lesson/practice rooms

• Classrooms: seating up to 36

• Prairie Dome: Indoor artificial turf (seasonal)

• Fields: baseball/softball, soccer/football/lacrosse, etc.

• Aerie Stadium: artificial turf, track, bleacher seating

Cedar Ridge Elementary

• Gym, 3 sections: wood floor, 40’ X 60’ each, capacity 160 per section, side baskets adjust
• Cafeteria: seating 19 tables with 12 attached stools (tables may not be moved without training)
• Cafeteria B: 9 folding tables with 6 seats per table 
• Staff Lounge: seating capacity 40

Eden Lake Elementary

• Gym, 3 sections: wood floor, 40’ X 60’ each, capacity 160 per section, side baskets adjust
• Cafeteria: seating 19 tables with 16 attached stools (tables may not be moved without training)
• Staff Lounge: seating capacity 48
• Small Classroom adjacent to staff lounge: seating capacity 24

Forest Hills Elementary

• Gym, A: wood floor, 48’ X 62’, adjustable baskets
• Gym, B: wood floor, 75’ X 94’, adjustable baskets
• Cafeteria: seating 14 tables with 16 attached stools (tables may not be moved without training)

Oak Point Elementary/Eagle Heights Spanish Immersion

• Gym, A: wood floor, capacity 469, 50.5’ X 85’, adjustable baskets
• Gym, B: wood floor, capacity 469, can be divided, adjustable baskets
• Cafeteria: seating 36 tables with 16 attached stools (tables may not be moved without training)
• Performing Arts Lab: seating 175-200 (stacking chairs), capacity 449

Prairie View Elementary

• Gym, 1 & 2: tile floor, 60’ X 80’, adjustable baskets
• Gym, 3: wood floor, 44’ X 70’, adjustable baskets
• Cafeteria: seating 18 tables with 16 attached stools (tables may not be moved without training)

ASC/Lower Campus

• Gym/Multipurpose Room: tile floor, 40’ X 64’, capacity 166
• Historic Gym: wood floor, 39’ X 65’, capacity 167, baskets
• Bleachers: capacity 200+

Insurance

• By accepting a permit for use of a school facility, the applicant agrees to assume full responsibility for injury to persons and damage to property during the time facilities are used under this agreement and to comply with all rules and regulations regarding the use of school facilities.
• The School District's liability insurance does not provide protection to any organization using its facilities.
• An applicant may be required to show proof of insurance and to name the school district as an "additional insured."
• The district will assume no liability or responsibility for any personal items or equipment of the individual or group, which is used or stored on district property.

Hours

• Groups using school facilities are restricted to the activity hours stated on their approved permit. Remember to allow ample time before/after your activity for set up/clean up when requesting space.
• All activities must be terminated by 10:00 PM unless special permission is given.
• School facilities are generally reserved for District sponsored activities until 6 PM. Community groups will be accommodated as space permits.

Cancellations

• Cancellations must be made at least 48 hours (M-F) in advance of the scheduled rental or you will be liable for the rental fee.  Cancellations of scheduled rentals that include the Performing Arts Centers at Eden Prairie High School and Central Middle School must be received by the Facilities Use Office at least 90 days prior to the date of the reservation or rental charges will still apply.
• The School District reserves the right to cancel any reservation should the need arise. Occasionally, dates conflict with events that are later planned by the school program. Should this occur, every effort would be made to find another appropriate space.
• The School District reserves the right to deny applications and amend rules. 
• When school is cancelled due to inclement weather or physical problems, activities scheduled after school, or in the evening are cancelled. Consult WCCO radio (830), TV channels 4, 5, 9, 11 or the district website: www.edenpr.org
• When weather conditions threaten the safe operation of activities held at school facilities on weekends and district holidays, Community Education will assess the situation to determine if events will be cancelled. Once the decision is made to close school facilities due to severe weather or other emergencies, Community Education facilities staff will contact each permit holder via phone and or email to communicate the closing information. 

Payments

• Fees listed on your permit are estimated.
• An invoice will be issued for payment. Payments must be received by the due date listed on the invoice.
• Payments can be made via credit card (online or by phone) or check (checks can be mailed to 8025 School Rd., Eden Prairie, MN, 55343 to the care of Christopher Cook, Facilities Use Supervisor).  Checks sent for payment may be processed electronically. Any funds may be debited from your account the same day payment is received.  No cash payments or drop-in payments will be accepted.
• If an organization has a past-due facility use balance Community Education reserves the right to deny any new requests until the account is paid in full. A service fee of $25/month may be assessed. 

Special Requests & Equipment Approval

• Please include special requests in your application.
• If video will be taken at, or media will be invited to your event, you are responsible for getting permission from the Eden Prairie Schools Communication Department prior to completing an application and renting space in any district facility. The Communications Department can be contacted at communications@edenpr.org or 952-975-7150.
• Intent to serve, sell, or consume food or beverages requires prior approval and is restricted to approved areas. 
• Groups are typically responsible for providing their own equipment. Use of school equipment (standards, nets, audiovisual, etc.) must be requested and approved prior to use. There is a fee for use of some equipment and staffing expenses.
• All items, equipment, and materials brought into the schools are subject to approval. 
• Prior approval is required for any animals entering district buildings. 

Facility Monitors

• A Community Education building monitor and/or custodian will be present at all times when a school building is open to operate lights, security, unlocking and locking doors. Neither person will be required to supervise groups or activities. A building monitor is on duty to assist participants and maintain order in the facility. A custodian's primary function is to maintain the building. If you need assistance, contact the building supervisor. Applicable personnel fees will be assessed.

• All meetings will close in sufficient time to completely vacate the building by the times approved on the customer permit. If activities are not concluded by this time, groups may be subject to additional charges.

• All groups must have their own first aid kit on site with them at all times.

• An adult leader at least 21 years of age from your organization will be present from the time of entry stated on customer schedule/use permit until all participants have left the premises. Your leader will check in with the building supervisor upon arrival. It is your responsibility to maintain control of the behavior of children involved in the activity (and those children whose parents are involved in the activity) and to ensure that all participants remain in the area authorized in the permit.

• The individual named on the permit and the group in whose name the permit is issued will be jointly responsible for their use of the building and will accept responsibility for any damage done to school property.

Food Use

Food may be served under the following conditions:

• Food and drink may only be served or consumed in cafeterias, lounges and other approved locations and must appear on the permit.
• The Child Nutrition Department (952-975-8054) will approve use of the high school concession stand or any kitchens. A Child Nutrition employee must be on duty when kitchen facilities are used. Fees will apply.
• Home-baked or home-cooked foods are not permitted to be served in the schools because of State Health Department regulations. This includes potlucks.
• The Child Nutrition Department (952-975-8054) will approve catered dinners. A copy of the caterer’s license must be on file prior to the event.
• Operators of temporary food/concession stands will obtain all required licenses through the Hennepin County Environmental Health Department (612-543-5200).
• Groups will follow the School District's recycling policy.
• Alcoholic beverages may not be served or consumed on district property.

Building Use

• The school facility will be left in the same condition in which it was found. The group is responsible for setting up equipment before and returning rooms used to original order after activities. (Any expense incurred by the District as a result of the activity may be charged against the user.)
• Classroom materials and information on bulletin boards, white or blackboards will not be disturbed or erased. Classroom supplies and teachers’ desks will not be disturbed.
• Groups may use school equipment within the building (nets, standards, AV equipment, etc.) at a minimal cost upon arrangement with Community Education. Only equipment specified on permit will be made available to organizations.
• Furniture and equipment will not be moved from one room to another unless mentioned on the customer permit, and will be moved or supervised by Community Education building supervisor. Extra/unusual services will be identified on the permit.
• No decoration or other materials may be applied to walls, ceilings or floors that will mar, deface, or injure these surfaces. 
• Groups/individuals may not assign, sublet, or transfer their approved facility use to any other group/individual.
• Only participants explicitly approved by rental permit or authorized District personnel are allowed inside buildings during rental periods.  
• Any direct advertising, fundraising, or sale of products as part of a rental must be approved by the Facilities Use Office prior to the rental request.
• Parking in designated fire lanes is prohibited.
• Exterior doors may not be propped open.
• Please note rules and procedures for specific spaces.

Additional Policies

• Eden Prairie Schools staff use of District facilities for private events is prohibited - all private use cases must be reserved as rental arrangements.
• The School District's liability insurance does not provide protection to any organization using its facilities.
• The District will assume no liability or responsibility for any personal items or equipment of the individual or group, which is used or stored on district property.
• School, City and State fire and safety regulations will be observed at all times.
• Individuals and groups shall be responsible for damage to facilities and equipment.
• Gambling, drinking, smoking, or the possession of weapons, intoxicants and illegal chemicals in the school buildings, or on the school property, including the school parking lots, is prohibited.
• School District policy prohibits all forms of sexual harassment and violence.
• Eden Prairie Schools encourages a fragrance aware and latex limited environment. “Fragrance Aware” means that we will try to have a fragrance and scent-free environment. “Latex Limited” means that no latex gloves or latex balloons are allowed.
• If video will be taken at, or media will be invited to, your event, you are responsible for getting permission from our EP Schools Communications Department prior to completing an application and renting space in any district facility. The communications staff can be contacted at communications@edenpr.org or 952-975-7150.

RULES & PROCEDURES FOR CLASSROOM USE

We take pride in our schools, and encourage their use. Please note these rules & procedures for classroom use. You are responsible for ensuring these guidelines are met.   

BE RESPONSIBLE:

• The individual named on the permit and the group in whose name the permit is issued are jointly responsible for the use of the facility.
• The group assumes full responsibility for personal injury of any participants or spectators.
• The group must provide competent adult supervision (21 years or older) during the entire use.
• The group supervisor will be held responsible for compliance with rules, general behavior, and safety.
• Walk, don’t run, in the halls.
• Clean snow off shoes in entryway.
• Leave lockers and student’s personal items alone.
• Children under the age of 18 may not use lighted candles. Use of candles must be pre-approved.

BE RESPECTFUL:

• Only use empty space on chalkboards. Erase and clean area of board you used when finished.
• Do not erase anything already written on board by classroom teacher.
• Provide your own supplies (markers, paper, chalk, pencils, etc).
• The teacher’s desk and classroom supplies are personal property and off limits.  No room materials are to be used.
• No food or beverage is allowed.
• Do not disturb audio-visual and other computer equipment in the classroom.
• Clean up after your use. Wash all tables and counters used. Pick up scraps on the floor.
• Protect tables and chairs from glue, paint, etc.

BE OBSERVANT:

• Note the condition and arrangement of the room prior to start of use (pre/post event photos are helpful).

• All groups shall leave the room in the same condition in which they found it. If you rearrange desks, tables, chairs, etc., return them to their original position after use.

• There will be items in the room (computers, textbooks, posters, teachers’ desk, etc.) which should be left alone and in their original location.

PLAN AHEAD:

• Advance arrangements for audio-visual equipment must be made by contacting the Facilities Coordinator.

• Use is limited to those areas of the building that are specifically approved and listed on your permit (including the nearest drinking fountain and lavatories).

• If you need to make changes, arrangements must be made in advance by contacting the Facilities Coordinator.

CANCELLATION:

• Notify the Facilities Coordinator of any cancellations at least two business days prior to scheduled use.

A custodian or building supervisor will be present throughout your use. If you need assistance, please contact them.

RULES & PROCEDURES FOR CAFETERIA USE

We take pride in our schools, and encourage their use. Please note these rules & procedures for cafeteria use. You are responsible for ensuring these guidelines are met.   

BE RESPONSIBLE:

• The individual named on the permit and the group in whose name the permit is issued are jointly responsible for the use of the facility.
• The group assumes full responsibility for personal injury of any participants or spectators.
• The group must provide competent adult supervision (21 years or older) during the entire use.
• The group supervisor will be held responsible for compliance with rules, general behavior, and safety.
• Walk, don’t run, in the halls.
• Clean snow off shoes in entryway.
• Leave lockers and student’s personal items alone.
• Children under the age of 18 may not use lighted candles. Use of candles must be pre-approved.

BE RESPECTFUL:

• Provide your own supplies (markers, paper, chalk, pencils, scissors, tape, etc).
• No food or beverage is allowed on carpeted areas of schools.
• Clean up after your use. Wash all tables used. Pick up scraps on the floor.
• Protect tables and chairs from glue, paint, etc.
• Respect the times you are scheduled to be there.
• You may not enter the kitchen area unless preauthorized to do so.  No access to sinks or water faucets within kitchens will be provided, excepting rental arrangements including Child Nutrition staff.

BE OBSERVANT:

• Note the condition and arrangement of the cafeteria prior to start of use (pre/post event photos are helpful).
• All groups shall leave the cafeteria in the same condition in which they found it.
• There will be items in the cafeteria (computers, lost & found, posters, etc.) which should be left alone.

PLAN AHEAD:

• Advance arrangements for audio-visual equipment must be made by contacting the Facilities Coordinator.
• The serving of food or beverages must have prior approval.
• Home-baked/cooked foods are not permitted to be served in schools due to State Health Department regulations. This includes potlucks.
• Alcoholic beverages may not be served or consumed on district property.
• Operators of temporary food stands must obtain and display required service licenses through the Hennepin County Environmental Health Department.
• Use is limited to those areas of the building that are specifically approved and listed on your permit (including the nearest drinking fountain and lavatories).
• If you need to make changes, arrangements must be made in advance by contacting the Facilities Coordinator.

CANCELLATION:

• Notify the Facilities Coordinator of any cancellations at least two business days prior to scheduled use.

A custodian or building supervisor will be present throughout your use. If you need assistance, please contact them.

RULES & PROCEDURES FOR GYM USE

We take pride in our gyms, and encourage their use. Please note these rules & procedures for all gyms. You are responsible for ensuring these guidelines are met.

BE RESPONSIBLE:

• The individual/group named in the permit are required to assume full responsibility for the use of the facility and the personal injury of any participants or spectators.
• The group must provide competent adult supervision (21 yrs or older) during the entire use.
• The group supervisor will be held responsible for compliance with rules, general behavior and safety. It is your responsibility to communicate expectations with coaches, players, parents and other spectators.
• Ensure coaches and participants are aware of and respect the times you are scheduled to be there. Nobody from your group should enter the building prior to your scheduled set-up time on your permit. Please allow for adequate time when requesting space.
• All sports equipment must be pre-approved. Cleats, sticks, and other items that may damage the floors are not permitted in our gyms.

COACHES/GROUP SUPERVISORS:

• Coaches/Supervisors should be the first in and the last out of the gym/school. Be sure all participants are picked up before leaving the building.
• Supervise and control your players/participants at all times. Be aware of what your players/participants are doing and keep them with you at all times.
• Keep equipment in the gym – ensure no running or bouncing balls in the hallways.
• No food or beverages other than capped water bottles in gyms (no coffee, sports drinks, etc.).
• Players/participants are not permitted in gym storage area. Arrangements for use of school equipment (standards) must be made in advance. Only the coach/supervisor is allowed to get the equipment and return it to the storage area.
• Activity is for participants only.
• Coaches are responsible for helping raise and/or lower baskets. If a group was using your court prior to your assigned time, you are responsible for checking with that group to determine whether or not baskets were raised or lowered.
• Group must set up risers after practice, if they were taken down in the Forest Hills gym.
• No one is permitted to hang from the basketball rims.

PLAYERS & FAMILIES:

• Please have your child to their activity on time, but not early, and pick them up on time. The coaches/supervisors have been instructed to stay until the last child has been picked up. Please don’t inconvenience or take advantage of your coach; their time is valuable.
• Go directly to the gym for your activity. Do not wander in hallways, locker areas, or other parts of the building. Use only the closest drinking fountains and restrooms.
• No food or beverages other than capped water bottles in gyms (no coffee, sports drinks, etc.).
• Please be considerate of other spectators; supervise your children. Siblings and other minor spectators must be with you at all times.
• Leave extra equipment (basketballs, etc.) at home on game day so everyone can concentrate on the game.
• Do not walk on courts in street shoes. Players must wear clean and dry soft-soled shoes. No cleats of any kind are allowed in any gym.  
• Spectators are not allowed to walk on the court or designated playing area for safety reasons.
• If your team is involved in the last game or scheduled event of the day, please help pick up and put away chairs, etc.
• Please keep hallways clear and be sure there is adequate space for others to pass while you are waiting to enter your assigned gym. No running or bouncing balls in the hallways.
• No one is permitted to hang from the basketball rims.

PLAN AHEAD:

• Use is limited to those areas of the building that are specifically approved and listed on your permit. Groups are not permitted to use non-requested gyms, even if they are empty.

• If you need to make changes, arrangements must be made in advance by contacting the facilities coordinator.

Due to security concerns and health regulations, access to the kitchen (including the serving area, equipment, ice or water) is only permitted when prior arrangements have been made with Child Nutrition for supervised use. 

External renters and internal groups wanting to use school kitchens for any reason should reach out to the Facilities Coordinator with questions beyond what is outlined under Food Use in the Facility Use Regulations section of this website.

RULES & PROCEDURES FOR THEATER USE

We take pride in our theatre spaces, and encourage their use. Please note these rules & procedures for theatre use. You are responsible for ensuring these guidelines are met.   

BE RESPONSIBLE:

• The individual named on the permit and the group in whose name the permit is issued are jointly responsible for the use of the facility.
• The group assumes full responsibility for personal injury of any participants or spectators.
• The group must provide competent adult supervision (21 years or older) during the entire use.
• The group supervisor will be held responsible for compliance with rules, general behavior, and safety.

BE RESPECTFUL:

• No food or beverage is allowed in any of our theatres.  
• Respect the times you are scheduled to be there.

BE OBSERVANT:

• All groups shall leave the theatre in the same condition in which they found it.

PLAN AHEAD:

• Advance arrangements for audio-visual equipment must be made by contacting the Facilities Use Supervisor.  Additional adult/student audiovisual technicians may be required to be present if determined necessary.
• Program details must be provided to the Facilities Use Office two weeks prior to any event taking place on stage.   
• Home-baked/cooked foods are not permitted to be served in schools due to State Health Department regulations. This includes potlucks.
• The consumption of alcoholic beverages and use of tobacco products or e-cigarette devices are not allowed on district property in or district facilities.
• Operators of temporary food stands must obtain and display required service licenses through the Hennepin County Environmental Health Department.
• Use is limited to those areas of the building that are specifically approved and listed on your permit (including the nearest drinking fountain and lavatories).
• If you need to make changes, arrangements must be made in advance by contacting the Facilities Use Supervisor.

CANCELLATION:

• Cancellations of scheduled rentals that include the Performing Arts Centers at Eden Prairie High School and Central Middle School must be received by the Facilities Use Office at least 90 days prior to the date of the reservation or rental charges will still apply.

An Eden Prairie Schools PAC monitor will present throughout your use. If you need assistance, please contact them.