The New Hanover County Board of Education supports greater community involvement in the public schools through the use of school property and facilities. Auditoriums, cafeterias, gymnasiums and other portions of school property may be used when such use does not interfere with regular and special activities sponsored by the New Hanover County Schools.
To use the New Hanover County Schools facilities there is a custodial/staff fee, use fee, and general liability insurance requirement. Gyms and athletic fields are also scheduled through the NHCS online system.
It is recommended that you request the use of a facility as far in advance as possible, at least 2 weeks in advance of the requested event date but no more than 6 months in advance. There is no guarantee that a request is granted or approved because many factors determine whether an event can be held in a New Hanover County Schools facility. The demand to use facilities far exceeds the actual availability. Below are the NHCS Facility Use Standards Terms and Conditions and Board Policy 4500:
- Facility Use Standard Terms and Conditions
- Policy 5030: Community Use of School Facilities
- Facility Use Fee Schedule
If you choose to reserve space in our buildings, please keep in mind that fees may be charged to offset associated custodial costs. Any organization using district facilities must meet insurance requirements and have a current Certificate of Insurance on file with the District. Also, if you are seeking a nonprofit classification, you must upload a copy of the organization's state-approved Nonprofit Articles of Incorporation or IRS 501 (c) 3 letter.
The Certificate of Liability Insurance must name the New Hanover County Board of Education (6410 Carolina Beach Road, Wilmington, NC 28412) as the certificate holder AND additional insured in the amounts of $1,000,000 per occurrence and $2,000,000 annual aggregate. Also, a copy of the endorsement to the Liability Insurance Policy or a copy of the page from the Liability Insurance Policy indicating blanket coverage for any entity named as an additional insured and certificate holder is required.
Register for an Account
All facility use requests are completed online. The first step needed to make an online facility use request is to create a user account. You can do so by clicking the Register icon to the left of the below video. Be sure to complete all information fields and then click the submit button. If your registration was successful you will receive an e-mail confirmation. The video and Quick Start Guide below will provide additional information.
Login & Reserve
Once your account is created you can start making facility reservations. Click the calendar icon to the left to reach the Login screen. The video and Quick Start Guide below will further explain the reservation process.
To confirm and complete your request and secure your event, you must complete the following steps: the online application must be submitted and approved, valid liability insurance uploaded, a signed contract uploaded and payment received. Payment of checks or money orders must be submitted to: Attn: Tabitha Adams, Facility Use Coordinator, New Hanover County Schools, 6410 Carolina Beach Road, Wilmington, NC 28412.
You also have the option of paying online line using K12Payment Center for a convenience fee per transaction plus your contracted amount for using our facilities.
K12 Payment Center Instructions:
- Sign in as a guest (Continue As Guest).
- Select North Carolina and New Hanover County Schools.
- Under School Fees, select Central Office-Facility Use.
- Enter the total amount of your contract.
- Enter the Facility Rental Location (i.e. Ashley High School Gym) and contract number.
- Transactions up to $100 will receive a flat transaction fee of $1.95.
Transactions above $100 will receive a transaction fee of 2.99% of the total.
You can click on the image below or go to www.k12paymentcenter.com.
If you have questions please contact Tabitha Adams at Tabitha.firstname.lastname@example.org.