Facility Rental Information

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The District has suspended facility rentals due to the pandemic until further notice. Please check this page for up to date information or contact Patt Schneider at schneidp@nths.net to be placed on a list to be notified when facility rental applications will be accepted. Thank you for your understanding.

The New Trier Township High School Board of Education believes that the School District's facilities have been constructed for and are maintained primarily for the purpose of educating the students of the District.

When not in use for the purpose of education, the Board of Education believes it is in the public interest to make some of the District's facilities available to non-school organizations for the conduct of activities which are consistent with state statutes and the purposes of the District, that do not interfere with the regular operation of the District, and are of benefit to the District. School programs and activities will always have priority for use of District facilities over non-school organizations.

Any group, organization or individual interested in the rental of New Trier Township High School facilities is asked to read the following Conditions of Use prior to submitting an application. Facility use applications are accessible via the link at the bottom of this page. For questions, contact Patt Schneider at 847-784-3409 or at schneidp@nths.net .

CONDITIONS OF USE

  1. An Application for the Rental of Facilities must be submitted through the on line form on the New Trier website. Verbal applications or verbal agreements with District staff will not be accepted. Submission of an application does not indicate consent to use the facilities. The application must be completed by an Authorized Representative of the non-District organization who is personally responsible for oversight of proposed event. The Board of Education, through New Trier Administration, shall determine suitability of proposed activity, availability of space, and group classification by outside groups and reserves the right to grant or reject any application submitted for use of the school District facilities.
    All rentals must abide by all state and local guidelines regarding COVID-19.
  2. Applications must include the legal name of the organization, official address of the organization, contact phone number for the requestor and email address.
  3. The Board of Education and New Trier Administration reserve the right to interrupt or cancel any contract for space should the facility be needed for educational use. In such an event, every effort will be made to provide temporary substitute space. A complete explanation and description of the activity shall be provided to New Trier Administration upon request. New Trier Administration reserves the right to determine the need for parking lot attendants, police, security staff and custodial services and charge fees as necessary. The District may, at any time, deny or refuse to grant any application or cancel, without liability, any Use/Rental Contract whenever the use, in the reasonable judgment of the Board, that presents or may present a clear and present danger to persons or property, or may be in violation of or contrary to applicable federal, state, or local law or ordinance.
  4. New Trier Security Staff will be assigned to all events. Additional staff will be assigned by the Security Manager depending on event needs. The Security Manager will assess the event to determine if local police require notification.
  5. Custodial services are scheduled for all events with a minimum of two (2) hours. A walk through with the Physical Plant manager and/or Auditorium Manager and Security Manager may be scheduled for large events.
  6. No outside rentals shall be approved until the school events calendar for that year has been established.
  7. Blackout dates are in effect for all New Trier facilities for the following dates. Specific blackout dates for athletic areas and the auditoriums are listed in their specific sections.
    July 4, 2020 December 19, 2020-January 4, 2021
    August 17-28, 2020 January 18, 2021
    September 7, 2020 February 15, 2021
    September 28, 2020 February 26, 2021
    October 8, 2020 March 27-April 5, 2021
    October 9-12, 2020 May 28-June 1, 2021
    November 3, 2020 June 7-June 13, 2021
    November 12-13, 2020
    November 25-29, 2020
  8. New Trier Administration will review the Application, and if the District can accommodate the request, will issue a Contract for Use & Rental of Facilities, including an estimation of fees . The contract must be signed and returned to the Assistant Superintendent's office within ten (10) business days. The contract is not binding or in force until New Trier Administration has signed the contract.Organizations will not be allowed use of New Trier facilities until a signed contract and Certificate of Insurance have been received by District Administration. A fully executed contract will be returned immediately to the organization's Authorized Representative.
  9. A $25.00 processing fee is to be included with the rental request.
  10. Rental Rate Classification - New Trier Administration will determine a requesting group's placement in one of the three fee groups. Non-profit organizations must provide a copy of their organization's IRS letter of 501 (c)(3) determination with their application.

    Group A

    Local government bodies within District 203

    Non-profit community groups within District 203

    Feeder programs in District 203 as designated by the Athletic Director

    • New Trier Feeder Basketball-Boy's & Girl's
    • AYSO Soccer
    • New Trier Feeder Baseball
    • Jr Trevian Football
    • Wilmette Baseball
    • Trevian Girls Softball
    • Kenilworth-Winnetka Baseball Association
    • New Trier Aquatics
    Group B Youth athletic clubs & teams
    Group C

    Non-Profit groups located outside District 203

    Non-profit groups without a 501 (c)(3) designation

    For-Profit business promoting their business or product

  11. 50% of the estimated fees are due no later than 10 business days after contract approval. If the deposit is not received within this time frame, the Organization forfeits their right to the rental and the event will be cancelled. Any adjustments for additional time or cancellations will be calculated at the end of the event and a final bill or refund will be sent at that time. No refunds will be made for cancellation unless cancellation is made to the Assistant Superintendent in writing by the organization's authorized representative at least 48 hours in advance of the rental date. For the cancellation of athletic events due to weather or changes in the team's schedule, please see items #2 and #3 under the Conditions of Use for Athletic Areas.
  12. The Organization shall provide a Certificate of Insurance to the District, naming New Trier Township High School District 203 as the additional named insured in a general liability policy with an insurance company acceptable to the District and must be furnished prior within 10 business days of contract approval . Rental contracts are not considered complete until a Certificate of Insurance has been provided. Failure to provide a Certificate of Insurance within the time frame will result in the cancellation of the contract. The insurance policy must include a minimum bodily injury liability limit of $1,000,000 for each occurrence and property damage liability of $1,000,000 for each occurrence. The policy must be an "Occurrence Made" insurance policy. The insurance carrier must have a Best's rating of A-6 or better. The Certificate of Insurance is to be submitted along with the signed contract prior to the Organization's event. A Certificate of Insurance in the amount of $1,000,000 Commercial General Liability, naming New Trier Township High School District 203 as an additional insured,
  13. The Organization renting the facility shall be wholly responsible for the conduct of persons present and for damage, loss, disappearance or breakage of school property during the rental period.
  14. Commercial photography or filming is not allowed on any New Trier property.
  15. Outside rental events are not advertised on the New Trier website or on any social media platforms.
  16. New Trier Township High School may be listed only as the event site, not as a sponsor of any event. Any advertising of the event shall clearly indicate the sponsoring organization and their contact information. Advertisements of the event are to be submitted to District Administration for approval.
  17. Smoking, vaping, the use of any tobacco products or electronic cigarettes, alcoholic beverages and gambling is prohibited in all New Trier indoor and outdoor facilities (105 ILCS 5/10-20.5b). Weapons of any type, illegal drugs, drug paraphernalia is strictly prohibited in any New Trier facility.
  18. Dogs and other pets are not allowed on any District 203 property or playing surfaces (indoors or outdoors). Service animals providing assistance are allowed.
  19. Food may be brought in for events in the cafeteria. No food is to be prepared on site. Kitchens and kitchen areas are unavailable for use for outside rentals.
  20. Any electrical equipment supplied by the renter must be inspected and approved by New Trier PPS prior to use.
  21. New Trier is committed to upholding Green Guidelines and ecological/sustainable practices whenever possible. We encourage all groups renting any New Trier facility to consider implementing the following practices:
  • a.Purchase materials that can be consumed, reused, or recycled.
  • b.Avoid using #6 plastic cups, as they are not recyclable. Consider purchasing #1-#5 and #7 plastics that are recyclable or paper products which are compostable and biodegradable.
  • c.Avoid using Styrofoam cups which are not recyclable.
  • d.Limit or avoid single-use plastic items, such as table cloths, glasses and plates. Consider substituting pitchers & individual glasses or using cloth table cloths.
  • e.Utilize recycling bins provided by New Trier for high-grade paper and cardboard, empty plastic, aluminum cans, bottles and/or containers, removing any liquid or food residue.
  • f.Suggest attendees to your event carpool.
  • g.New Trier has adopted a no-idle policy for team buses and cars to cut down on exhaust.

CONDITIONS OF USE FOR AUDITORIUMS AND THEATRES

The availability of the performing arts venues at New Trier depends on the schedule of performances and rehearsals of theatre, dance, choir, band and orchestra and other school needs. The performing arts venues are not available during the weekday but may be rented Friday through Sunday, depending on availability. Applications for auditorium rental will be reviewed after school use has been scheduled.

  1. An Auditorium Technician will be on duty at all times when outside organizations are using the facility. Stage lighting and sound equipment requires special handling. District personnel are required to operate this special equipment for all rentals, regardless of renter's previous experience with same or similar equipment. All associated staff costs and operations will be billed to the renter.
  2. A site visit will be scheduled to tour the Auditorium prior to the use of theatres or auditoriums to ascertain the scope of the performance, lighting & sound expectations and staffing needs. This is an important part of the process to ensure the best possible outcome for the event.
  3. Auditorium personnel staffing begins one (1) hour prior to the start of any event to perform equipment safety checks. Auditorium personnel may work up to one (1) hour past the end of any event in order to properly shut down equipment and secure the theatre/auditorium.
  4. The piano in the Gaffney Auditorium is not to be moved by the rental group. Re-location of the piano must be discussed and pre-approved by the Auditorium Manager. The piano rental fee includes the cost of tuning.
  5. Food and drinks are not allowed in theatres or auditoriums.
  6. No open flame is allowed.
  7. Attaching or mounting items to the stage or physical structure is prohibited. Any tape markings are to be removed at the end of the performance.
  8. There is a $500 additional cost for air conditioning on weekends for the Gaffney auditorium. There is no air conditioning available in the Cornog auditorium.
CONDITIONS OF USE FOR ATHLETIC AREAS
  1. Organizations must furnish their own equipment such as basketballs, volleyballs, all protection gear, and other light equipment.
  2. Weather related cancellations - No refunds will be made for cancellation of field use due to weather unless the Athletic Office is notified no later than the next business day. Messages may be left at 847-784-7517 or email douairej@nths.net .
  3. Any changes in a team's practice/game schedule or field use must be submitted in writing to the Athletic Office ( douairej@nths.net ) for approval in advance of the date change . Fields may be taken out of use for reasons not immediately visible.
  4. A request to use the stadium press box must be made at the time of application. The playing of music over outdoor speakers is prohibited.
  5. The concession stand is not available for use by outside groups. Outside groups may sell pre-packaged items only.
  6. Organizations renting swimming pools will staff lifeguards as per Illinois Department of Public Health guidelines.
  7. The Athletic Department will assign athletic supervisors to supervise rental events starting one half hour prior to the start of the event and one half hour at the end of the event, as needed.
  8. Dogs and other pets are not allowed on any District 203 property or playing surfaces (indoors or outdoors). Service animals providing assistance are allowed.
  9. Bicycles, motorized vehicles, skateboards, rollerblades and other personal transportation items may damage or tear the playing surface and are prohibited.

SYNTHETIC TURF FIELD RESTRICTIONS

  1. Food of any type is not permitted on the turf fields. Water bottles and sports drinks may be used on the turf fields.
  2. Fields and spectator areas are to be clear of all litter at the close of the event. Failure to clear trash will result in additional custodial hours.
  3. Goal placement needs are to be noted on the rental use applications. Goals are to be moved only by adults. Children are not to move goals.
  4. Safety regulations require the placement of appropriate weights on the rear crossbar of soccer goals. Placement and ongoing use of the weighted devices is the responsibility of the renter.
  5. Adhesive tape and line markings will damage the turf and are prohibited.

RENTAL OF FACILITIES BY SEASONAL ORGANIZATION TEAMS/LEAGUES

Blackout Dates - Blackout dates are in effect for the following dates for all athletic areas at both campuses. Applications for Duke Childs and Fox Meadows facilities may be submitted for these dates.

  • July 4, 2020
  • December 19, 2020-January 4, 2021
  • August 17-28, 2020
  • January 18, 2021
  • September 7, 2020
  • February 15, 2021
  • September 28, 2020
  • February 26, 2021
  • October 8, 2020
  • March 27-April 5, 2021
  • October 9-12, 2020
  • May 28-June 1, 2021
  • November 3, 2020
  • June 7-June 13, 2021
  • November 12-13, 2020
  • November 25-29, 2020

Seasonal Request Deadlines - A facility request must be submitted for each season by the listed deadline. Requests received after the deadline will be considered after submitted applications have been processed.

Rental Season Application Deadline Facility Contract Issued by
Spring (March-May) January 15 February 1
Summer (June-July) April 15 May 1
Fall (August-October) May 15 June 15
Winter (November-February) September 15 October 1

Rental Rate Classification - New Trier Administration will determine a requesting group's placement in one of the three fee groups. Non-profit organizations must provide a copy of their organization's IRS letter of 501 (c)(3) determination with their application.

Group A

Local government bodies within District 203

Non-profit community groups within District 203

Feeder programs in District 203 as designated by the Athletic Director

  • New Trier Feeder Basketball-Boy's & Girl's
  • AYSO Soccer
  • New Trier Feeder Baseball
  • Jr Trevian Football
  • Wilmette Baseball
  • Trevian Girls Softball
  • Kenilworth-Winnetka Baseball Association
  • New Trier Aquatics
Group B Youth athletic clubs & teams
Group C

Non-Profit groups located outside District 203

Non-profit groups without a 501 (c)(3) designation

For-Profit business promoting their business or product

2020-21 PRICING (effective 7/1/20 to 6/30/2021)
All pricing is per hour

Rates


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