Facilities Rental FAQs

Read through these frequently asked questions, then reach out to our Facilities Coordinator Richard Saucier at events@dasd.org for further questions.

Our process is the following:

• You give us details of your events (event activities, schools/spaces you want, dates/times, expected number of guests, etc.) 

• We advise you on the feasibility of your request

• Moving forward, you fill out our account request form for an account in our scheduling system, FMX (see link below)

• You would provide us with a certificate of liability insurance for your event and IRS 501c if you are a non-profit

• You request your event on FMX and await approval (New indoor school year requests start Aug 1st for after Labor Day, within 6 months)

• You will need to fill out our FMX new user account request form (link below) to request an account for the website the district uses to schedule events.

 FMX new user account request form

• You will need a certificate of liability insurance (sample attached below) to request an event.
  • The certificate of insurance must list the Downingtown Area School District as an additional insured and must meet the following minimum coverage limits:
    • General liability insurance: A minimum of $1,000,000 each occurrence and $2,000,000 general aggregate.
    • Personal injury insurance: A minimum of $1,000,000 per injury and a minimum of $500,000 each occurrence for property damage. 

Sample Certificate of Liability Insurance

• If you are expecting non-profit pricing (type 2 or 3), you will need an IRS tax determination letter 501c (Sample attached below) as proof of non-profit.  

Sample IRS Tax determination letteR 501c 

• Email these documents to events@dasd.org along with your organization's name.

Your request will begin an approval process. Multiple approvals and checks are needed to ensure your event will happen and go smoothly.

DASD is pleased to provide community access to its facilities. To ensure the balance between prioritizing the needs of our students and staff while still offering public access to our school spaces, we have established clear usage guidelines. Organizations are expected to communicate these rules to everyone attending events on school property. 

• Property Respect: We kindly request that all guests respect school property. Touching, handling, or moving equipment, classroom displays, or any student, teacher, or school property is strictly prohibited to ensure the safety and integrity of the learning environment.
• Space Condition: All utilized indoor and outdoor facilities should be returned to their original condition upon departure.
• Event Timing: The agreed-upon start and end times for your event include all necessary setup and cleanup activities. Any adjustments to this schedule must be approved in advance of the event date.
• Designated Areas: Organizations and their guests are expected to remain within their designated rented area. Access to spaces not included in the rental agreement is prohibited.
• Custodial Services: Standard rental fees include light custodial cleanup. Please be aware that additional cleaning requirements or any damages will result in supplementary charges.
• Gyms and Auditoriums: Food and beverages, other than water, are not permitted within the gymnasium or auditorium facilities.
• Equipment Use: Use of school equipment requires prior authorization. Authorized equipment must be handled with the utmost care and returned to its original condition.
• Waiting Areas: Parents, guardians, and transportation providers are requested to wait outside the school during the event. Waiting in the school's lobbies or hallways is prohibited.
• Prohibited Substances: Please note that tobacco, vaping, alcohol and drugs are strictly prohibited on all school property.

707-AG USE OF FACILITIES - Page 7 

RENTAL FEES - APPENDIX B

* Greater or Lesser than 50% refers to the amount of DASD residents attending the event.  

**Please contact DASD Food Service for Kitchen Use requests and charges.

Weekend rentals will be charged custodial fees of $50/hour for Non-Profits and $60/hour for For-Profits which will include event time plus one (1) hour set up and one (1) hour clean up time.

Large groups will be charged for additional custodial services, approximately one (1) additional custodian per 150 attendees. 

Auditorium Lighting will include an additional fee for a technician at $100 per hour, minimum two (2) hours. Charges will be in addition to those charges listed above.

Rates effective as of July 1, 2025

5/23/2025

• Community events are strictly prohibited during school hours.
• Indoor rentals stop from Memorial Day to Labor Day.
• Requests for the following school year may be entered beginning  August 1st.
• Monday to Friday events end before 9pm, Saturday before 11pm and Sunday before 5pm. 
• Maximum amount of classrooms requested allowed per day, per school is 8. 
• Gym reservations for November to March may be requested by email July 1st - September 15th. Assignments/approvals will be given October 1st. Please submit your request via email at events@dasd.org.

No, the school's electronics, lighting and sound consoles and systems are not available for organizations to use. It may be possible to schedule a school technician at an additional cost to operate them. Contact events@dasd.org for details. 

Outside organizations may bring their own systems to use during the performances. 

Yes, large screens are allowed, but auditorium rentals provide only basic 120V household outlets. Any power requirements exceeding standard domestic capacity, including multiple circuits, high-amperage or specialized loads, require the renter to provide an external generator.

707-AG USE OF FACILITIES - Page 7 

RENTAL FEES - APPENDIX B

* Greater or Lesser than 50% refers to the amount of DASD residents attending the event.  

Weekend rentals will be charged custodial fees of $50/hour for Non-Profits and $60/hour for For-Profits which will include event time plus one (1) hour set up and one (1) hour clean up time.

Large groups will be charged for additional custodial services, approximately one (1) additional custodian per 150 attendees. 

Stadium use may include an additional charge to lock and unlock gates and restrooms.

Kottmeyer & DiSerafino bathrooms available March - December. Portable toilets must be provided by the group outside of this time.

Stadium Light Charge $50/hour. The charge will include an additional fee for a technician at $50 per hour minimum two (2) hours. Charges will be in addition to those charges listed above.

Rates effective as of July 1, 2025

5/23/2025

• Community events are strictly prohibited during school hours.
• Grass fields unavailable November - March. Synthetic Turf field availability is year-round.
• Cancellations due to weather and conditions can happen within 24 hours of any community event.
• DASD Field condition weekly schedule
• West High School Campus has restricted use May through the first week of June for graduations.
• Varsity fields are not rentable without special permission.

• Kottmeyer & DiSerafino bathrooms are not available December - March. Portable toilets must be provided by the group during this time.

❌ No paint on the upper, lower, DiSerafino, or Kottmeyer turf fields.

For painting on grass fields after approval from School and Facilities coordinator:

• No white paint: Use any other color besides white, which is reserved for our main sports lines.

• Field Orientation: Try to align your field lines with the same direction as the existing ones.

• Existing Lines: You may use the existing out-of-bounds or other overlapping lines, but do not paint over them.

Elementary School Fields after approval from School and Facilities coordinator:

• You may paint any color you want on the elementary school grass fields.

Yes, community events are subject to cancellation within a 24-hour window prior to the scheduled start time due to school usage, weather, conditions.

• DASD Field condition weekly schedule

Yes, community events at this pavilion are free and no Certificate of liability insurance is needed. Contact events@dasd.org for requests. 

No, fireworks and pyrotechnics are not allowed on school premises.

Small "hand-held sparklers" or "starter sparklers." are allowed with preauthorization in parking lots, provided there is proper supervision at all times and some form of fire suppression (extinguisher) on hand to handle any possible flames.

No, the use and possession of tobacco, vapes, alcohol and drugs are strictly prohibited everywhere on school grounds.

No, doors are locked until your requested event time starts. You should request enough time for your set up and/or request an event the evening before to set up.

Yes, but this will need coordination and may need to be scheduled as an event in FMX. Contact events@dasd.org about this. 

Decoration and set-up are within the requested time for your event. Allow for setup and decoration within the requested time or request the night before in FMX.  

August 1st is when organizers may begin requesting indoor events for the new school year.

FACILITIES RENTAL FEES 

(See additional charges below)

**Please contact DASD Food Service for Kitchen Use requests and charges.

* Greater or Lesser than 50% refers to the amount of DASD residents attending the event.  

Weekend rentals will be charged custodial fees of $50/hour for Non-Profits and $60/hour for For-Profits which will include event time plus one (1) hour set up and one (1) hour clean up time.

Large groups will be charged for additional custodial services, approximately one (1) additional custodian per 150 attendees. 

Stadium use may include an additional charge to lock and unlock gates and restrooms. 

Stadium Light Charge $50/hour. The charge will include an additional fee for a technician at $50 per hour minimum two (2) hours. Charges will be in addition to those charges listed above.

Rates effective as of July 1, 2025

5/23/2025

No, only checks and money orders are accepted. 

We will send you an estimate once your event has been approved by the facilities coordinator. After your event, the following month we will send an invoice for you to pay. 

Check or money order only. Drop off or mail check(s) to the central office (address below).

Make checks payable to:  Downingtown Area School District

Mail checks to:
    Downingtown Area School District
    540 Trestle Place, Downingtown, PA 19335

 Please include INVOICE NUMBERS on the check **

 Login to FMX

Staff, community members, and contractors may log in to the DASD facilities management system (FMX) to create new reservations and manage existing reservations.

Changes to a requested event should be sent to events@dasd.org. 

Cancelations should be emailed no later than 24 hours before the event to avoid being charged. 

Weather related cancelations can be emailed up to 24 hours after the event to avoid being charged.

Contact the facilities coordinator at events@dasd.org.

You may need an updated certificate of liability insurance. This can be uploaded in FMX or emailed to events@dasd.org