Facility Use Information

The Shawnee Heights District Board of Education recognizes the facilities of the district are both school and community resources and encourages community use of school facilities when such use is in the public interest, does not conflict with school activities, and is not detrimental to the purpose of schools. School activities shall have first priority for facility use.  No group or organization shall be allowed to use school facilities for private profit-making purposes. School-related organizations, such as parent-teacher associations and the Shawnee Heights Schools Foundation, shall have priority over non-school related organizations. Additional information regarding the board’s policy for use of school facilities can be found by reading the KG Use of Facilities by Non-School Groups. 

Residents, staff members, and community groups can make facility use requests via ML Schedules System by following the steps below.

ELEMENTARY GYMS are available for rental each year beginning with the Tuesday following Labor Day.




All facility use requests are completed online. The first step needed to make an online facility use request is to create an ML Schedules user account. You can do so by clicking the icon above. Be sure to complete all information fields and then click the submit button. If your registration was successful you will receive an email confirmation. The links below will provide additional information if needed:

Creating a User Account and Associated Group (video)

Community User Quick Start Guide (pdf)





Once your account is created you can start making facility reservations using ML Schedules. Click the icon above to reach the Login screen. The video below will further explain the reservation process as will the Community User Quick Start Guide:

 Making a Request Using ML Schedules (video)

Under Kansas law, the Board of Education has authority to allow public school buildings to be used by recognized community organizations whose activities are of general interest to the community and whose use of the school facility is for a community purpose. Reasonable charges to cover custodial and utility costs may be levied. 

  1. Failure to follow KG/KG-R; General Regulations for Facility Use, will result in the forfeiture of the right of further occupancy. No tolerance for infractions of the contract provisions or board policy will be allowed. 

  2.  All facility requests should be submitted to Shawnee Heights U.S.D. #450 via ML Schedules located at www.usd450.net/community/facility-rentals

  3.  All facility requests, excluding elementary gymnasium requests, must be approved by the Shawnee Heights Board of Education. The board meets on the 1st and 3rd Monday of every month, excluding holidays. 

  4.  Payment and all other required documentation must be submitted on or before 4:00 pm the business day prior to facility use. Once payment and documentation is submitted, final authorization will be granted in ML Schedules and the contract issued. 

  5. Cancellation must be made one week prior to the date of reservation for the district to reimburse any fees paid. 

  6. The issued contract shall be presented to the building custodian at the time admittance to the building is requested. Custodians have been instructed to grant admittance only to groups with an approved contract. 

  7. The district reserves the right to cancel reservations because of unforeseen circumstances. Rental fees will be refunded for such cancellations. 

  8. At least 25 percent of the group should consist of patrons of Shawnee Heights U.S.D. #450. Violation of this regulation may result in forfeiture of all remaining scheduled usage, all fees paid and may prohibit any future facility use by the party which signed the contract. 

  9. The lessee may be required to obtain and pay for $1,000,000 of general liability coverage, including personal injury and property damage for all persons who use or attend activities in the facility under this agreement. The certificate of insurance should be submitted via ML Schedules.  

  10.  In emergency situations, change of sponsorship must be arranged with the building principal of the facility prior to 4:00 pm the day of the rental. 

  11.  At least one of the three adult sponsors specified in the agreement and one building staff member must be present at the facility for the duration of the rental period. 

  12. Student groups must be supervised by an adequate number of adults to assure proper facility care and use. Supervisors of groups are required to remain in the building until all parties have left or been picked up. 

  13.  All persons attending the activity shall confine themselves to the room(s) and corridors assigned for their use, not bring drinks into the gym, stay off the stage and equipment not requested for use during the activity, and depart the building at the prescribed time. Additional charges for extended time and use of property may be invoiced to the user when applicable. 

  14. Tobacco, weapons (as defined by statute), prescribed controlled substances and intoxicating liquors, including beer and wine, shall not be used in the building or on school property either by individuals, the group, other participants, or others in attendance. 

  15. No school furniture or equipment will be moved from the building in which it is located. 

  16. Kitchen use may be authorized by the building administrator or superintendent when no suitable alternative is available. 

  17. The building area(s) used by the renter MUST be cleaned and put back in order prior to the renter leaving at the end of each day's activities. An additional charge will be assessed for noncompliance.

  18. The individuals or groups making application for school facilities use shall agree to reimburse the district for any damage done to school facilities or property by persons of the participating group. Any damages occurring during usage will be billed to the individual and/or organization renting the facility. Further, the renter shall hold harmless and reimburse the district for any and all expenses arising because of any claim which may hereafter be presented by anyone for loss and damages or personal injury as a result of the use of the school facility by the renter. 


Facility Use Fees




01. School or Booster Club Activity

All District school groups or booster club members requesting the use of facilities for school or school affiliated activities.

02. District Staff-Non-School Activity

USD 450 district staff members requesting use of facilities for non-school activities.

03. District Patron

Individuals, groups or organizations residing in the Shawnee Heights school district.

04. Non-District Patron

Individuals, groups or organizations residing outside of the Shawnee Heights school district.



The USD 450 administration reserves the right to contact you to reschedule or cancel an activity scheduled based upon school needs.

Certificate of Insurance: The User(s) is to take out and maintain a current policy throughout the term of this agreement a General Liability insurance policy with a reputable insurer, having an A.M. Best rating of A- or better, in which (a)  the School is indemnified in an amount not less than $1 million for any claims whatsoever (including injury to persons or damage to property) arising out of the use of the School premises by the User(s); (b) the School is named as an Additional Insured under the policy; and (c)  the policy or a certificate of insurance must be produced to the School prior to use of the facilities. User(s) and the School agree that any insurance policies procured by User(s) that provide benefits or protection for the School shall be primary and that any policies procured by School that might happen to provide protection or benefits to the School arising out of User's use of the School premises shall be excess.

Cancellation: The Shawnee Heights School District encourages the use of facilities by a variety of groups. However, the district discourages groups from reserving facilities and then not using them. This practice restricts other potential users from gaining access. Cancellations will be accepted by calling the Shawnee Heights District Office up to seven days prior to the event. Cancellations may also be accepted on an emergency basis with prior approval at the District Office. Cancellations due to inclement weather will be considered an emergency.


 Click the calendar icon below to see if the facility you want to use is available.

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