Ludlow Public Schools

• The facility will not be reserved until the rental coordinator has received 50% payment of the fees
• Additional clean-up fees will be charged if the space is not left in the same condition as upon arrival
• Full liability for any damages to District property or injuries to persons, whether in District buildings or on the grounds, shall be assumed by the renter.
• Employees of the District, or its representatives, shall be held free from any and all liabilities which might result from the renter’s use of the buildings and/or grounds.  The renter agrees to take the utmost care in the use of school property and to make good on any damage or loss to the District property. 
• CANCELLATION NOTICE: If the scheduled event is canceled, notice of the cancellation must be forwarded to the District contact immediately. If the event is canceled less than five (5)  business days before its scheduled start date, there will be a charge for any expenses related to the  event.
•  In the event that the school closes due to a weather event, the cancellation will appear on your local television station as well as the Ludlow Public Schools website.
• For all events,a minimum $1,000,000 insurance binder naming Ludlow Public School as an additional insured must be submitted to the District prior to final approval

Fields and Facilities Use Regulations 

1. The school administration requires a Police Officer for all events which expect an attendance of 100  or more at the cost of the renter.  Police coverage will be charged at the current Police Department rates with a 4-hour minimum per officer. CONTACT POLICE DEPT. DIRECTLY TO SCHEDULE COVERAGE 413-583-8305

2. Members of the School Administration, or their representatives, must be permitted to attend the event and be  present on District property at any time during the event. 

3. The renter is granted access to, and use of, only the areas and date/times specified on the application.  Additional space may not be used.  

4. Failure to vacate the premises by the appointed time or unauthorized use of other areas may result in  additional fees.

5. Decorations, posters and other items may not be affixed to any part of the property except those requested at the time of the application. All must comply with school committee policy ###.  

6. No storage facilities are available. All equipment must be delivered after school hours on the day of use and  removed not later than after school hours the following day. The District is not responsible for any property left  on the premises. 

7. The use of school apparatus or equipment is not included in the use of the facility, unless specifically noted on  the application. 

8. The buildings and grounds must be left in substantially the same condition as before their use. Any damage  must be reported to the onsite District contact person. 

9. Turf fields: No food, no gum chewing, no spitting, no pets, no drinks other than water, and no tobacco products. Track: same as above and no cleats on the track. 

10. District staff will be responsible for the supervision of lights, PA, scoreboard and other equipment. Only authorized personnel shall use equipment unless agreed upon.  

11. In the case of school cancellation or early dismissal and cancellation of after-school activities, the facilities may not be available for use. 

12. The renter contact person must check out with the District contact person at the end of the event (when  applicable) (or each day for multiple day events) to review any problems/issues that may have occurred and to  verify the space is returned to its original condition. Failure to check out as described above will result in the  loss of the right to dispute or appeal District decisions regarding additional cleaning fees or other fees charged  related to damages or facilities use. 

13. The school administration expressly reserves the right to revoke for any good and sufficient reason permission for use previously granted and shall not be responsible either directly or indirectly for any, or all,  loss or expenditures incurred by the applicant. 

14. No subletting or splitting rental space between two parties/activities in the same area is permitted.  Extenuating circumstances may be considered by the Administration.

15. Horses, bicycles, mopeds, skateboards, golfing and unauthorized motor vehicles, including snowmobiles, are prohibited on the complex.

16. Alcoholic beverages and tobacco products are prohibited in the complex and anywhere on school property.

17. Security Surveillance Cameras are in use on the premises 24/7.

Supervision/ Contacts 

The renter must designate an onsite contact person who will be available to manage any problems or situations that arise and must remain on site for the duration of the event.  In game events, this contact person should not be a coach or active participant in the activity. 

1. The rental contact person must check in with the district contact person upon their arrival. They will need to provide a cell phone number in order to contact the district contact person in the event of an emergency or other  problems. 

2. The rental and district contact persons, together, will review the facility that will be used and ensure that it is in ready condition for the event. The District contact person will indicate what other facilities may or may not be used (bathrooms, etc.). 

3. In the event the rental contact person does not appropriately address any problem or issue during an event,  the District contact person will intervene and determine appropriate next steps. 

4. At the conclusion of the event, the rental contact person will contact the District contact person to inspect the facilities to ensure that it is returned in substantially the same condition as it was when the group arrived. They  will also review any problems or issues that may have occurred 

5. A checklist/exit form will be completed and signed by the rental contact person and submitted to the District contact person (when applicable).

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