Facility & Field Use
The District encourages community use of district facilities and fields, subject to the rules and regulations outlined in the Board Policies (see Step 3 for a complete list of the policies). All use shall be consistent with our general educational purpose and shall not interfere with scheduled school programs or events. A fee is charged for renting a facility and certain guidelines must be followed in order to make a reservation.
Oregon Trail School District is pleased to announce a new online facility request and rental system designed to provide a positive user experience for all. With the new system, reservation requests can be submitted easily and will be handled more efficiently. Renters will be able to see real-time availability, get estimated quotes, and pay online.
You can view and request all district facilities at: https://www.facilitron.com/otsd97055
Please follow the steps below to begin the reservation process:
Step 1: Log into Facilitron by clicking HERE. You can create a login if you do not have one already or log in to your account to begin requesting. After your request is submitted, it will be routed to the school for approval. Upon school approval, it will be routed to the Facilities Department. Please pay attention to your email notifications, as both District and Facilitron personnel will communicate with you via messaging system within your reservation request.
Click HERE to watch a training video. If you need any assistance setting up an account and/or in submitting a facility reservation request, you can contact Facilitron directly at firstname.lastname@example.org or by calling them at 1-800-272-2962 ext 1. The District will not be able to enter a request on your behalf.
Step 2: After you’ve received your “Approval” notice, download and complete our Terms of Agreement and our Facility Use Liability Release/Waiver Forms
- Email the above forms to Cheri Domenigoni at Cheri.Domenigoni@ortrail.k12.or.us. Forms can also be delivered in person to the Facilities Office at 37555 Bell Street, Sandy, Oregon or mailed to: Oregon Trail School District, Attn: Facilities Office, PO Box 547, Sandy, OR 97055. You can also upload these directly to your Facilitron request.
Step 3: Review our Policies and Fee Schedule (click on the links below to proceed):
Step 4: Submit a Certificate of Liability insurance form to the Facilities Office (click here for sample form) prior to first use. You can receive this from your insurance agent. You can also obtain a certificate of insurance from Facilitron if you do not already have coverage. You can also upload your certificate directly to your Facilitron request.
Items to Note:
Your Certificate of Insurance will expire. An expired Certificate will result in immediate cancellation of your events if a renewal isn’t submitted prior to expiration.
Although the process of requesting/approval/management of facility use is now digital, what's implemented in Facilitron remains the same as dictated by Oregon Trail School District's board policies on facility use (see links below for Policies). The district's administrative staff makes the final decisions on all facility use requests.
Facilitron will assist with the set-up of organization and user accounts along with verification of non-profit status if applicable. Facilitron will also collect payment and proof of insurance on the District's behalf and upload it to your request. Payments can be submitted conveniently on the Facilitron website at the time of reservation. Payment options include major credit cards, checks, ACH/eCheck, and Paypal. For established renters and upon approval, you can mail payment directly to Facilitron after your request has been approved. Please contact the Facilities department to see if you qualify.
District/School Closures: When the district is closed for inclement weather or other emergency, facility use is automatically cancelled. Please click here to register for automatic notifications provided by Flash Alert. If you have already paid, a refund will be issued.
IMPORTANT Info for Covid-19 Restrictions:
Users must understand and adhere to Oregon School Activities Association (OSAA) and the Oregon Department of Education (ODE)’s continued guidance and restrictions surrounding Covid-19, including closures, where applicable. Groups will adhere to the Oregon Health Authority (OHA) guidelines, the Oregon Governor's executive orders and guidelines, and applicable county requirements, including but not limited to, social distancing protocols, hand washing and sanitizing, group sizes, and mask requirements. The User will take all necessary precautions as provided by the Center for Disease Control (CDC) and federal, state, and local governments.
Before approving any requests, OTSD will review all applications first in order to deliver an equal opportunity to our community organizations. Priority will be given to Classifications 1-3 and those serving the greatest number of students and other community members; however, all requests will be considered.
Call the Facilities Office at 503-668-6442.
You’ll speak with either: