The Smithfield Public Schools (“Smithfield”) facilities are available for community use when not required for school programs, activities, or athletic events, provided such use is consistent with all safety and security requirements, and all applicable laws.
Eligibility
The use of school facilities will not be allowed to interfere with the normal operation of school even when such activities are scheduled after building use has been approved.
The following groups are eligible for the use of school facilities (“Use Group(s)”):
1. School-related groups and organizations
2. School employee groups
3. Responsible non-profit, non-school organizations, or associations
4. Other groups as authorized by the Smithfield School Committee or the Superintendent.
Priority of Use
● First priority for use of any facility shall be given to any District use, such as School-sponsored activities and organizations.
● Second priority for use of any facility shall be given to use from a Town-recognized youth/adult recreation leagues, and civic/youth groups, for which the majority of participants are residents of the Town of Smithfield.
● All other responsible non-profit, non-school organizations, or associations, may apply to use facilities when space is available, subject to fees and requirements, on a first come, first serve basis.
Requirements for Use
● Application: All requests for the use of school facilities must be submitted through the district’s facilities office online or paper process at least 14 days in advance. These forms are available online on the District website or at the District Office.
● Fees: Filing, rental, custodial, lighting, audio/visual, and/or fire and police fees may apply. *Rental fee schedule is a separate document.
● Insurance: The Use Group using school facilities shall protect school property from abuse, damage, or destruction and shall be responsible for the cost of additional cleaning and/or the repair of any damage occurring to school property in connection with, or in consequence of, the facility use. Use Groups agree to save and hold harmless the school district from any claim arising from personal injury or property claim suffered or incurred in connection with the use of school facilities. General liability insurance, with a minimum of $1million liability coverage naming the Smithfield School Department and Town as additional insured shall be required. This requirement may be waived for low-risk meetings.
● Background Screening: The Smithfield Public Schools may require background screening of adults.
● Supervision: An authorized adult must be present for youth events. The Smithfield Public Schools may require a minimum number of adults for supervision of children.
● Conduct: All activities must follow anti-discrimination laws, district safety rules, and accessibility requirements. All uses of facilities shall be conducted in a manner designed to ensure the safety of those involved. All work and activities associated with such facility use shall be carried out with proper supervision, especially the supervision of students involved in any use of school facilities.
Prohibited Uses
The following activities are strictly prohibited:
● Possession or use of alcohol, cannabis, tobacco, nicotine, vaping devices, or illegal substances on school grounds.
● Possession or use of firearms.
● Activities inconsistent with public safety, applicable laws, or district policies.
Conditions of Use
● School property must be left clean and undamaged. If damage or inappropriate conduct occurs during use, Use Groups shall be liable for repair costs, any other damage caused to the Smithfield facility, attorney’s fees, and collection of costs if applicable.
● The Smithfield Public Schools may require police or fire department personnel based upon local or state requirements, costs of such personnel to be charged to the Use Group. The Use Groups requesting the use of the school facilities are responsible for notifying local police and fire departments of their activities.
● Smithfield may cancel uses for emergencies or policy violations, and enforce public health guidance from RIDOH/RIDE and or the State of Rhode Island
● Use Permits are non-transferable and may be revoked at any time for cause.
● The person or organization using the school’s facilities must obtain prior approval from the school district before engaging in any advertising, posting of signage, or commercial filming at the school’s facility.
● Decorations, electrical fixtures, electrical equipment, or any changes or modifications of school facilities are not permitted unless authorized in writing by the Superintendent or designee
● Use of facilities is limited to the area specified in the Facilities Use Request Form.
● The Superintendent shall determine the need for a representative(s) of the Smithfield Public Schools to be present during the use of school facilities, costs associated with such individuals to be charged to the Use Group.
● Smithfield may restrict the use of food and/or drink in general at school facilities.
Exceptions & Emergencies
● The district will cooperate with recognized agencies (e.g. Red Cross, emergency services) in emergencies, waiving fees when appropriate.
Date Adopted: 11/6/95
Revisions: 11/20/95, 12/4/95, 1/16/96, 5/5/08, 9/7/10, 4/11/16, 9/4/2025