Buildings & Grounds Use

Click here for the HPCSD Facilities

Reserving a room, athletic venue, auditorium or other facility in Hyde Park CSD

The facility use policies can be found at Facilities Schedules.

Please review the policy and regulation in their entirety.

Some key elements:

● Each organization seeking to use HPCSD buildings and/or grounds will need to register an account to reserve spaces using EventManager. Information can be found on the district website.

● District facilities can only be used once final approval has been granted via the EventManager system.

● Organizations are now categorized as follows:

○ Group 1: Internal School Groups

○ Group 2: School Support Organizations

○ Group 3: Not-for-Profit Community Groups that serve the Hyde Park Central School District Community

○ Group 4: Commercial enterprises located within the Hyde Park Central School District

○ Group 5: All other Groups

● Registration Fee: A $100 annual registration fee will be assessed per group. Groups 1 and 2 will not be charged registration fees. The fee will cover all reservations from July 1 through June 30th each school year.

Groups are required to utilize the EventManager system for their facility use requests. A Building Use Coordinator is available for each facility and a Central Facilities Use Scheduler is also available to assist. The Central Facilities Use Scheduler’s voicemail is (845) 229-4000 Ext. 5262 and can also be reached by email at cfus@hpcsd.org. The Central Facilities Use Scheduler is also able to offer technical assistance with registering an organization/user account with EventManager.

Facilities Use Policies, Regulations & Guidance

Creating a MasterLibrary Facilities Schedule account

Hyde Park CSD uses Facilities Schedules for facility use requests. Community members and groups, such as sports teams, scout troops, and civic organizations, must create an account and be approved by the district. After the district approves the account, you are able to submit facility usage requests.

Important: If you are a district user, you may already have an account. Check with your District Admin on how to login for the first time.

To create an account:

Note: Fields marked with an * are required.

1. 1. Go to the district Facilities Schedules login page.
  2. Click Create New Account. The New Account Setup page appears.
  3. Do the following:
    1. Use the Classification drop-down to select a class.
      - Notes: A District Admin will approve, decline, or change your requested group classification. You will not be able to submit facility use requests until your group is approved.
    2. Enter your personal contact information.
    3. Enter your group contact information.
      - If you are a district staff member, use your name as the group name.
      - If your group name already exists, you will be prompted to contact the District Admin or change the name.
      - If you change the name of your group, if the group name already exists, you will receive an email.
    4. If you are a non-district group, upload the group's Certificate of Insurance, and enter its expiration date.
      - Note: If your district requires insurance, you must upload the certificate to continue.
    5. Add any additional group files, such as proof of non-profit status.
    6. Next to I'm not a robot, select the checkbox.
    7. Click Create User Account.

The district is notified you have registered for an account and will approve or decline your group access to their system. You will receive an email from the district with their decision.

Creating a Schedule request

Facilities Schedules allows you to submit a request to use district facilities. Before submitting requests, you must have an account that is approved by the district.

To submit a new request:

Do one of the following:
- At the top-right, click New Request > Add Event.
- Select Requests > Submit New Request.
- In the calendar, click on a date.
- The Make A Request page appears.
Turn on the Use New Version toggle.
- Note: You can also use the previous version.
On the Groups tab, do the following:
- Select one of the following:
  1. Spaces that meet certain criteria.
  2. One or more specific spaces.
  3. Select your group.
    - Note: Users with the Request on Behalf of Others user permission can select from additional groups.
  4. Click Next.

Spaces that meet certain criteria

On the Location And Dates tab, do the following:
1. Select a Frequency.
  - Note: The Frequency for overnight requests must be One Time Event.
2. Enter the start and end date and time, and setup and breakdown time.
  - Notes: You can enter times down to the minute, such as 8:12 pm.
  - Be sure to change the end date for overnight requests.
  - If a request is over 24 hours and the district does not allow events longer than 24 hours, you will see a message to adjust the time.
3. Click Next
On the Requirements tab, do the following:
1. Enter the max occupancy required.
2. Select the type of space.
3. Complete any additional fields.
4. Click Next.
On the Spaces tab, do the following:
1. From the list of available spaces meeting your criteria, select a space.
2. Click Next.
On the Times tab, do the following:
1. Review the space, date, and time details.
2. Make any changes.
3. To delete an occurrence, click .
4. Click Next.
On the Review tab, do the following:
1. Enter an Event Name.
2. Complete any additional fields.
3. Click Next.
On the Finalize tab, do the following:
1. Select I agree to the estimated costs, if applicable.
2. Draw, type, or upload your signature.
3. If applicable, select the An approval is not needed for this request checkbox.
  - Note:This checkbox only appears if you have the appropriate permissions.
4. To receive a confirmation email, select the checkbox.
5. To receive a confirmation email when this request is approved, select the checkbox.
6. Read and agree to the Terms & Conditions by selecting the checkbox.
7. Click Submit.

One or more specific spaces

On the Location And Dates tab, do the following:
1. Select a Frequency.
  - Note: The Frequency for overnight requests must be One Time Event.
2. Enter the start and end date and time, and setup and breakdown time.
  - Notes: You can enter times down to the minute, such as 8:12 pm.
  - Be sure to change the end date for overnight requests.
  - If a request is over 24 hours and the district does not allow events longer than 24 hours, you will see a message to adjust the time.
3. Click Next
On the Times tab, do the following:
1. Review the space, date, and time details.
2. Make any changes.
3. To delete an occurrence, click .
4. Click Next.
On the Review tab, do the following:
1. Enter an Event Name.
2. Complete any additional fields.
3. Click Next.
On the Finalize tab, do the following:
1. Select I agree to the estimated costs, if applicable.
2. Draw, type, or upload your signature.
3. If applicable, select the An approval is not needed for this request checkbox.
  - Note:This checkbox only appears if you have the appropriate permissions.
4. To receive a confirmation email, select the checkbox.
5. To receive a confirmation email when this request is approved, select the checkbox.
6. Read and agree to the Terms & Conditions by selecting the checkbox.
7. Click Submit.

HPCSD Policy 1500-R Use of Facilties Regulation.pdf

HPCSD BOE Regulation 1500R for Public Use of School Facilities

HPCSD Policy 1500 Use of Facilties.pdf

HPCSD BOE Policy 1500 for Public Use of School Facilities

Insurance - COI Example - Version 8-14-2023.pdf

Example of Insurance

NYSIR use of facilities specifications 2024.pdf

Insurance Document Requirements

Minimum Required Insurance:

Commercial General Liability Insurance
$1,000,000 per Occurrence/ $2,000,000 Aggregate, with no exclusions for Athletic Participants
$2,000,000 Products and Completed Operations
$1,000,000 Personal and Advertising Injury
$100,000 Fire Damage
$10,000 Medical Expense
Under Description of Operations, it must say, "The Hyde Park Central School District, its board, employees and volunteers are additional insureds. Coverage is on a primary and non-contributory basis."
Additional Insured Endorsement (form CG20/26 or Equivalent) must be attached.
The certificate holder should be Hyde Park Central School District, not one of the schools.

Contact Person

List of Building Contacts

HPCSD Fee Structure & No Use Dates 2022 - Sheet1.pdf

Building Use Fee Schedule

26-27 Reduced Rate Request Form.pdf

Reduced Rate Request Fee Form

Daily Custodial Coverage for Building Use.pdf

Custodial Hours Table

Click here for the HPCSD Facilities Use EventManager Application

If you are having an issue creating an account for the online system please contact helpdesk@hpcsd.org.

The Help Desk will be happy to assist you.

Creating an Event Manager Account

Creating an Event Request

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