|
Phoenix Military Academy Facility Rental & Usage Policy
Download Application
The Phoenix Military Academy facility is available for rental through our facilities reservations process managed by our Assistant Principal. Whenever an external group uses our facility, we incur increased operating costs for extra staff, utilities, and wear and tear. The rental fees cover our increased costs and any profits generated are used to support the educational programs of the school. School sponsored groups have priority over any other facility request and in emergent situations may even have -bumping- rights over another group.
Our Facility
Cafeteria - Holds approximately 100 people and offers rectangular tables with seating for ten. Food provided by the sponsoring group can be served in the cafeteria; however, the school's kitchen area is not available for use. Ice can be provided at an additional cost.
Auditorium - Holds approximately 450 people and offers tiered theatre-style seating, a stage, podium, and sound system. Use of the sound system, stage lighting beyond house lights, large projection screen, microphones, etc. come at additional cost.
Parking Lots - Approximately 150 parking spaces available for rent after school hours. A few select spaces are reserved 24 hours per day and cannot be used for rental.
Classrooms - Vary in size with ability to hold 28 to 40 people. Some feature movable medium sized tables and chairs while others use desks and/or individual tables and chairs.
Additional Services
LCD Projectors - Available at a cost of $350 for a 5 hour time period. A separate contract indicating legal liability for damage or theft of the projector is required.
Projection Screens - Available at $50 for a 5 hour time period.
Portable Sound Equipment & Microphone - Available at $150 for a 5 hour time period. A separate contract indicating legal liability for damage or theft of the sound system is required.
Sound System in Auditorium - Single microphone from podium available at $50 for a 5 hour time period.
Stage Lighting in Auditorium - Available at a cost of $400 for a 5 hour time period.
Technology Assistant - A member of our technology staff is available at $40 per hour to aid with multimedia presentations, hook up of special equipment, and support.
Fee Structures
Our fee structure is based on the sponsoring group's connection to the school. Identification of a requesting group’s tier is entirely at the discretion of the Principal or his/her designee. There are 3 tiers each with a separate fee structure:
Tier I - School Sponsored Groups
Any groups directly sponsored by Phoenix Military Academy are given scheduling priority. Groups in Tier I must be attentive to the costs of extending school hours in terms of staff, extra cleanup, etc. Costs for these events are charged at cost to the sponsoring group's internal account. 2 weeks notice must be given to secure the facility. Groups in Tier I need to initiate the facilities reservations process with the Assistant Principal. Groups should consult the school-wide events calendar before initiating a request to see if desired spaces are available.
Tier II - Groups Who Extend Tangible Benefits to the School
Groups in this tier are closely connected with an internal group in a tangible manner. They either provide financial support to a Phoenix Military Academy or engage in a great deal of regular, consistent, and unpaid service directly to Phoenix Military Academy. Groups in Tier II are charged the operating costs of their event in addition to a discounted rental fee. The reservation is not finalized until a contract is signed and a deposit of 1/2 of the cost of the rental is received by the school. The remainder of the fee is due when the group enters the building for the event. If a cancellation occurs, the requesting group forfeits their deposit and may be charged additional fees. If a requesting group neglects to bring the remainder of the fee on the day of the event, their event will be cancelled.
Tier III - All Other Appropriate Groups
Groups in this tier include any group that has the ability to rent a school according applicable state and local laws, and the policies of the Chicago Public Schools. Groups in Tier III are charged the operating costs of their event in addition to a rental fee. The reservation is not finalized until a contract is signed and a deposit of - of the cost of the rental is received by the school. The remainder of the fee is due when the group enters the building for the event. If a cancellation occurs, the requesting group forfeits their deposit and may be charged additional fees. If a requesting group neglects to bring the remainder of the fee on the day of the event, their event will be cancelled.
Reservations Process
To initiate our facilities reservations process, the requesting group must contact the Assistant Principal at tcraddock@cps.k12.il.us 773-534-7275. The requesting group should supply the following information in their inquiry:
- Name of the group and information about its purposes.
- Name of the contact person and contact information including email, fax, phone, and mailing address.
- Total number of people who will attend.
- Exact areas of the facility being requested.
- Date of the event.
- Time of arrival for setup.
- Published start and stop times of the event.
- Time needed for cleanup and time when all members will depart the building.
- Indicate if food and drink will be served and, if so, where.
- Indicate special requirements such as number of tables and chairs, sound system and technology needs (at additional cost).
- Indicate exact setup requested in each requested area.
- Other information needed to ensure a successful event.
Please note that your facility reservation is not secure until the Phoenix Military Academy Rental Contract and CPS School Usage Permit are signed and completed. A 50% security deposit and proof of liability coverage are required to secure rental of the facility. Lessee shall obtain liability insurance at $1,000,000 for each occurence. In most cases, this is as simple as adding Phoenix Military Academy as an additional insured to your company's general liability policy. Click here for a sample of a certificate of liability insurance. Payment must be made in full prior to the start of the event.
All cancellations must be made no less than 48 hours prior to the start time of your event or you will be responsible for paying the full rental price.
2006-07 BUILDING RENTAL FEES
| Usage |
TIER I
Hourly Rate
Actual Cost Usage |
Each
Succeeding
Hour
|
TIER II
Hourly Rate
Fair Market Usage |
Each
Succeeding
Hour |
TIER III
Hourly Rate
Fair Market |
| AUDITORIUM |
$99 |
$79 |
$251 |
$231 |
$1470 |
| GYMNASIUM |
$81 |
$61 |
$129 |
$109 |
$736 |
| CLASSROOMS |
$64 |
$46 |
$100 |
$81 |
$572 |
| CAFETERIA |
$72 |
$51 |
$129 |
$109 |
$736 |
| PARKING LOT |
$99 |
$79 |
$251 |
$231 |
$1470 |
Additional Cost
Non Administrator building supervision hourly rates - $41
Administrator (Assistant Principal) hourly rate - $50
LCD Projectors - Available at a cost of $350 for a 5 hour time period. A separate contract indicating legal liability for damage or theft of the projector is required.
Projection Screens - Available at $50 for a 5 hour time period.
Portable Sound Equipment & Microphone - Available at $150 for a 5 hour time period. A separate contract indicating legal liability for damage or theft of the sound system is required.
Sound System in Auditorium - Single microphone from podium available at $50 for a 5 hour time period.
Stage Lighting in Auditorium - Available at a cost of $400 for a 5 hour time period.
Technology Assistant - A member of our technology staff is available at $40 per hour to aid with multimedia presentations, hook up of special equipment, and support.
If the event is sufficient in size an administrator hourly rate will be added at the discretion of the principal. This may be the assistant principal or other administrator.
|
