Frequently Asked Questions

Any individual, group, school or non-school organization wishing to use any of the District facilities or equipment must do so by completing the Application for Use of School Facilities.  This form can be submitted online or in-person.

Please follow these instructions:

1. Determine first what school or District building your group would like to use. The district map is a good starting point to determine where all District buildings are located.
2. Submit the application online or in-person.

Submitting the Application for Use of School Facilities constitutes a guarantee to the Board of Education that the group will be responsible for the use of premises as outlined in Regulation 1420, on the Application for Use of District Facilities and on the General Guidelines for Facility Usage form.

Contact the Facility Usage office via email facilityusage@rsdmo.org or phone at 636-733-2167. Office hours are Monday - Friday from 8 a.m. to 4:30 p.m.

The District requires a certificate of general liability insurance for all groups using District property. The general liability insurance must be a minimum of one million ($1,000,000) per occurrence with a two million ($2,000,000) aggregate total naming Rockwood School District the additional insured. Proof of insurance must be provided at least 10 business days prior to the scheduled use and maintained throughout the use. Rockwood's insurance provider, Missouri United Schools Insurance Council (MUSIC), offers insurance coverage for user groups that are in need of procuring short-term coverage for their activity.

Visit MUSIC's Special Events Coverage page for more information.

Please note: Rockwood School District does not require insurance to be purchased through MUSIC. Rather, it is provided as an option for user groups in need. Groups are also encouraged to explore other options for securing insurance.

The building principal or their designee will review and give initial approval of facility use. The application is then forwarded to the Facility Usage office for final review and approval. Application is not approved until you have received confirmation from the Facility Usage office. Upon approval, the application will serve as the permit and must be made available for review upon request by district staff during facility use. Groups failing to produce this permit will be asked to leave the premises immediately.

Approval of facility usage will be based on several criteria, including, but not limited to:

• Eligibility of the individual or group to use District facilities
• How the building use fits in with or impacts scheduled school activities at the site or previously approved building use activities
• Whether custodial or other staff help will be needed and, if so, if it is available
• If a District employee is available to operate specialized equipment needed in theater or stadium use situations.
• School activities shall always have priority over non-school activities. In no case shall verbal commitments for facilities use be considered in any way binding upon the District. Individuals may not apply to utilize District facilities for private personal or family activities such as wedding receptions, family reunions or birthday parties.

Facility use requires a minimum of 10 business days to process your request. Sometimes the process may take less than 10 business days, but 10 business days is the minimum lead time required. (There are times when people may be out of the office due to vacations or illness).

Applications for facility usage are accepted on the following schedules:

• One-time, short-term (typically requesting less than five days of use) and year-long requests: Applications will be accepted beginning the first business day of May each year and up to ten business days prior to the activity date.
• Ongoing requests typically requesting more than five days of use.
• Fall/Winter activities (start of school year thru spring break) - Applications will be accepted beginning the first business day of May each year. Please note that depending on the location requested, Fall/Winter applications for gym use may not be approved until all district activities have been scheduled, which typically occurs the first week of November.
• Spring/Summer activities (after spring break thru end of summer break) - Applications will be accepted beginning the first business day of November. Please note that depending on the location requested, Spring/Summer applications for field use may not be approved until all district activities have been scheduled, which typically occurs mid-March.

It varies, based on the type, complexity and duration of the request, e.g. theater, auditorium, or weekend requests; the volume of requests already submitted; and school closures. A 10 business day two week turn around time is usually required.

No. The building principal or their designee will review and give initial approval of facility use. The application is then forwarded to the Facility Usage office for final review and approval. Application is not approved until you have received confirmation from the Facility Usage office. Upon approval, the application will serve as the permit and must be made available for review upon request by district staff during facility use. Groups failing to produce this permit will be asked to leave the premises immediately.

An invoice will be forwarded to the organization/individual listed as being responsible for payment following completion of the activity. For activities with multiple dates, periodic invoicing may occur. Payment will be due based on terms noted on the invoice.

Payment will be due based on terms noted on the invoice.

Payment may be made online with a credit/debit card or by mail/in-person at the Facility Usage office.

Checks can be made payable to ROCKWOOD SCHOOL DISTRICT and mailed to or delivered in-person to:

Rockwood School District
Attn: Facility Usage Office
1401 Froesel Dr.
Ellisville, MO 63011

Yes. The hours requested on the application are the hours that your group has permission to use District facilities and should reflect all set-up, rehearsal, program, and take-down time needed.

You can submit questions regarding an existing request by logging in to your FMX account.

1. Find the schedule request on your calendar.
2. Click on 'respond' in the upper right-hand corner.

Here you can ask a question, add a note about any set-up that may be needed or respond to a message you received about your request.

If you have questions, contact the Facility Usage office at facilityusage@rsdmo.org or 636-733-2167.

Cancellations by the organization can be made by contacting the Facility Usage office in writing via email. No fee will be assessed if cancellation is made more than 10 business days prior to the facility use. Cancellations made 6-10 business days prior to facility use will be subject to a fee equal to 20% of the facility usage fees. Cancellations made five business days or less prior to the facility use will require full payment of the facility usage fees and any personnel rates that may apply.

Cancellations can be made by logging in to your FMX account.

1. Find the request on your calendar.
2. Click on 'respond' in the upper right-hand corner. List the date and time that you are cancelling.

No fee will be assessed if cancellation is made more than five (5) business days prior to the request. If you have questions, contact the facility usage office at facilityusage@rsdmo.org or 636-733-2167.

You can request a change to your schedule by logging in to your FMX account.

1. Find the request on your calendar, and click the 'edit' button toward the top of the page. This icon looks like a pen and paper.
2. Make any edits as needed and click save.

Any changes made to your request will restart the approval process.  If you have questions, contact the facility usage office at facilityusage@rsdmo.org or 636-733-2167.

When the superintendent has declared schools are closed due of inclement weather or an emergency condition, all district facilities and fields will be closed to outside activity. If inclement weather does not force the closing of schools but has adversely affected the conditions of facilities or fields, the district has the right to close said facilities or fields to ensure their ongoing usability. It is the responsibility of the user group to confirm facility or field status prior to usage. Field/Facility status can be check on the Rockwood RainoutLine website. If a facility is closed due to inclement weather, the user group will not be charged for usage. Failure to abide by the inclement weather policy may result in the future privilege of use being revoked.

For safety and security reasons district policy states that whenever any non-district administered group is in a school building, a custodian must be present.

You can call the emergency weekend number at 636-733-3270. Please give your location and a call back number where you can be reached.

Your approved application will serve as the permit and must be made available for review upon request by district staff during facility use. Groups failing to produce this permit will be asked to leave the premises immediately.

School supplies may not be used. No use of equipment shall be granted without prior approval from the District. Equipment usage is subject to availability. If District personnel are required to be present during use of equipment, personnel rates will also apply. If you are renting a theater, theater equipment/supply fees may apply.

No. The Rockwood School District network is not payment card industry (PCI) compliant. This means we cannot allow groups to utilize mobile apps and/or card readers such as Square, Stripe, ApplePay, GooglePay, SamsungPay, etc. on Rockwood devices or devices connected to our wired or wireless network.

Anyone wishing to accept credit card payments via mobile apps or card readers on Rockwood premises must provide their own cellular service.

When you arrive for your approved activity, you can request from the custodian a district walkie-talkie to reach the custodian on duty during your scheduled time.

With our advance scheduling software, it is highly unlikely, but not impossible, that two groups were scheduled to use the same space at the same time. Rather, it is more likely that one of the groups does not have an approved permit to use the facility. If this is an event occurring inside of a building, please locate a Rockwood employee (custodian, theater manager, gym supervisor, etc.) to help rectify the situation. If the usage is occurring outside and you are not able to resolve the situation with the other group, please contact the Facility Usage office.

Fees collected for facility usage cover many items, including:

• Offsetting a portion of the increased maintenance cost for fields/facilities due to wear and tear
• Offsetting a portion of energy needs required for usage of indoor facilities (HVAC, lighting, etc)
• Covering the cost of District personnel required to be present during the activity (i.e. custodian, theater manager, etc.)
• Supporting a portion of expenses for the Facility Usage office, including personnel expenses and facility usage management software program fees
• Allowing for purchase/replacement of District equipment used by outside groups due to wear and tear (volleyball systems, scoreboards, etc.)
• Replacing any consumables used by group during activity (i.e. theater tape, lighting gels, etc.)
• Any additional revenue will be invested back into facilities.

District employees wishing to utilize District facilities for non-District administered activities, whether acting as an individual or as part of a group, are subject to the guidelines and associated fees for the type of use being requested.

Requests to move to an indoor facility at the same Rockwood location: User groups with an approved application for an outdoor facility will have the option of requesting a move to an indoor facility at the same location if the space is available.  The group's contact person must contact the facility usage office no later than 3 p.m. on the day of the use to request a move indoors.  If approved, the group will be assessed the indoor usage fee for that particular activity rather than the outdoor fee.

Requests to move to an indoor facility at a different Rockwood location: User groups with an approved application for an outdoor facility will have the option of requesting a move to an indoor facility at a different school is the space is available.  The group's contact person must notify the facility usage office by 3 p.m. a minimum of two business days prior to the date of use to request a move indoors.  All requests that involve moving to a different school will require the group to submit a facility usage application directly to the facility usage office.  If approved, the group will be assessed the indoor usage fee for that particular activity rather than the outdoor fee.

No, you will not have access to any of the school's props or sets. You will need to provide your own props/sets, however prior approval is required from the Facility Usage office before any sets are allowed to be brought into the building. Theater equipment/supply fees may apply.

The seating capacity in each theater is as follows: