Work with Other Community Groups
Establish and Communicate Who is in Control of Facilities
Develop Use Agreements and Master Calendars
1. Work with Other Community Groups
(Work with Other Community Groups to Share in the Development, Improvement, and Maintenance of Facilities)
Contact and work with facility management to determine how they maintain the facility, then offer your assistance (financial or otherwise) for improvements and upgrades.
Find other groups that are using the same facility and pool resources for improvements that will help all user groups.
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2. Establish and Communicate Who is in Control of Facilities
(Establish and Communicate Who is in Control of Facilities, How They are Scheduled, and the Cost of Use)
Work with those who govern each facility. Know protocol for each ownership type: private owner, public facility, community center, School District, etc.
Know that many times Community Education departments schedule School District facilities. Be sure to go through proper channels and make payments up-front whenever possible.
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3. Develop Use Agreements and Master Calendars
(Develop Use Agreements and Master Calendars with Those Who Control Facilities, and Make Sure These Agreements and Policies are Followed)
Know that every facility is unique. Direct questions to the facility and its managers. It is always best to make contact via phone or in person.
Be prepared to fill out appropriate forms and permits, make monetary deposits, and have certificates of insurance ready.
Whenever possible, negotiate a long-term usage or lease agreement for the entire season at once. Facility managers appreciate prepared associations!
Make sure that each one of your constituents/coaches, etc. is knowledgeable of each facility’s specific rules and regulations.