Community Use of LCPS School Facilities

Hello and Welcome! 

Thank you for your interest in facility use within Loudoun County Public Schools (LCPS). When not occupied during instructional days and student activity times, LCPS school facilities are available for use by the community in accordance with School Board Policy and Regulation 6310 - Facility Use, Schedule of Facility Use Fees 2023 - 2024, and Facility Use "Terms and Conditions".

Organizations requesting the use of LCPS facilities must be registered as an approved user and have established a facility use account. To begin the registration process, select this link: Community Use Organization Self Registration.

Visuals are provided here to assist you in completing the organization's self-registration process:

Loudoun County Public Schools - Applying to Become an Approved Facility Use Organization

Requesting Access to Community Use - System Use Video Tutorial

*Note*

No Request for Use of Loudoun County Public Schools May Be Made by Email or By Telephone. 

All requests must be submitted by the online request process or by completing and submitting a Facility Use Request Form to the administration of the school where the use is requested.

*** Notice Regarding Inclement Weather***

As inclement weather in the Loudoun County area may be approaching, when a decision about operations at Loudoun County Public Schools has yet to be announced, organizations providing written - email - notification of an event cancellation to the LCPS Office of Facility Use (facilityuse@lcps.org) by 3:00 PM, on the business day of the event or by 3:00 PM on the last business day before the event for weekend/ holiday weather forecasts, will not incur facility use fee charges.

This type of notification only applies to circumstances involving inclement weather. All other notifications for event cancellation must be submitted in compliance with Regulation 6310-Facility Use, by providing three business days' notice of cancellation.

During weather occurrences, organizations choosing to cancel an event, though LCPS campuses remain open, will be responsible for all facility use fees unless the above-required notification is submitted.

All organizations are required to be aware of delayed opening/ cancellation/ early closing of LCPS campuses.

Email notifications to organizations about campus operations status will not be sent.

Same Date - Multiple Requests for Use of Schools

Though not encouraged, organizations are not prohibited from requesting use at more than one (1) location for events to be held on the same date and time at Loudoun County Public Schools.

However, when more than one (1) location is approved for requested use, it is the responsibility of the organization representative to email the school administration where the additional use is requested and request to cancel use at any school that will not be utilized per the Facility Use " Terms and Conditions" of which Regulation 6310 - Facility Use is part. 

The email notice of cancellation must include a copy to the Office of Facility Use

Failure to do so will result in full payment of all facility use fees at all locations where use was requested.

Note Regarding Law Enforcement Presence During Community Organization Events At Loudoun County Public Schools  

Community organizations approved for use of Loudoun County Public Schools, who request a law enforcement presence during an event, must do so with a minimum of one (1) month’s notice before the event date. The request for the coverage is first requested with the respective school administrator where the event will be held. After which, with approval from the school administrator, the administrator will provide to the Office of Facility Use details for the law enforcement coverage requested. The application requesting such coverage will be completed by the Facility Use Coordinator. Payment for such law enforcement services will be the sole responsibility of the organization requesting the coverage. Fees for the coverage will be included as part of the facility use invoice assembled for the event.

Information Regarding Facility Use Invoice Credit Card Payments 

By system design, credit card payments for facility use invoices may only be made by the person having completed the registration for access to FSDirect, the facility use system, and only if the person booking the event is the same person paying the invoice.

Should an organization representative experience a problem when attempting to process a credit card payment for a facility-use invoice, please immediately facilityuse@lcps.org and advise staff about the matter. Staff will promptly seek guidance to provide access for the payment.

Facility use invoice payment by check, cashier's check or money order remains an option. Please make payment to: County of Loudoun and include the facility use invoice number on the information.

Please contact the Division of Management and Coordination|Facility Use with any questions about the use of LCPS Facilities.

 

Helpful Links

Facility Use Information