Using & Renting Facilities

How to rent a school facility

The scheduling process for Chesterfield County Public Schools facilities changed in July 2023. 

  • If you previously had an account with the school system, then please email to receive your new account access.

  • To request the use of a school facility for your nonprofit organization’s event, go to

  • To request the use of the Thomas R. Fulghum Conference Center located in the Career and Technical Center @ Hull, call 804-639-8690 and a staff member will help you.

School and facility rental forms

School and facility rental policies

Follow these four steps

1. Create an account

Any nonprofit organization that is based in and primarily serves the residents of Chesterfield County and wants to use a CCPS facility must create an account on this scheduling site. The system will only accept one account per organization. All nonprofit organizations will need a single username and password to access the account and enter facility requests.

To begin the process, you will be required to submit a copy of your official 501(c) letter from the IRS and proof of commercial general liability insurance of at least $1 million as shown in the sample certificate of insurance. The system will walk you through setting up your nonprofit organization’s account.

After submitting your registration, you will receive an email from letting you know the registration was submitted. Click the link in the email to confirm your account and log in to view the calendar. You will need to wait until your registration has been reviewed by a CCPS system administrator. If the Facilities Department approves your nonprofit organization’s account, then you will receive an email from stating that you are now able to submit online facility schedule requests.

2. Submit a facility schedule request

Once your nonprofit organization is approved, go to to log in and view the school system calendar. Enter your email address and the password you created when registering your account. Click “New request” in the top right corner, then choose “Schedule request” and follow the prompts. Fields with an asterisk are required.

If there are any issues with your request, you will receive an error message prompting you to “Correct the following error(s).” Click “Submit” to send the schedule request. Once your request has been submitted, you will receive a confirmation email from with your schedule request number and this will occur:

  • Your request will be emailed to the schedule approver at the school you selected.

  • If the school declines your request, you will receive an email with the reason your request was declined.

  • If the school approves your request, it will be routed to the school system’s Facilities Department for final approval. An approval from the school does not mean that your request is active. A request is not officially active until it is also approved by the Facilities Department.

  • If the Facilities Department approves your request, you will receive an email stating that your request has been “approved by.” This email serves as your authorization to use the facility, so be sure to print the email and have it with you at your event.

3. Communicate changes or cancellations

If your organization has been approved to use a school and needs to make a change (times, area of building, etc.), you must email the school and the Facilities Department at least one week before your event. Failure to provide this advance notice will result in immediate disapproval of the requested change. If your organization cancels an event, you must email the school and the Facilities Department ( at least 48 hours before the date of the event. If the event is on a weekend and cancellation is not made within this time frame, a one-hour facility rental fee and a two-hour custodial fee will be charged.

4. Pay

All fees (including rental rates, staffing charges and other applicable charges) are due within 30 calendar days from the date on the invoice. Checks must be made payable to Chesterfield County Public Schools. Organizations using school facilities on a regular basis will receive monthly bills. If the fee is not remitted as required or there are inadequate funds in the account to cover the amount of the check, no future use will be granted until payment is made. Thereafter, advance payments may be required via certified check or money order; see rental rate chart for pricing.