How to Submit Requests

It is highly recommended that those interested in renting contact Security and Crisis Readiness at 703-791-7435 or [email protected] to inquire about room availability and to determine if the type of activity can be accommodated. Renters must be prepared to provide the following information:

• Name of the organization requesting use
• Type of event(s)
• Proposed date(s) of use
• Start and end time of the event(s)
• Expected number of attendees
• If food will be served
• Set up or special equipment requirements
• Will decor be used (please see the decorations section of the Rental Guidelines webpage)

If the space is available, a link to the application will be forwarded to the requester to complete online (an application in Word format is also available upon request). As long as PWCS does not require use of the space, the dates and times will be tentatively held for the renter up to two business days to allow time to complete and return the application for use. If the required form is not submitted before the grace period, renters risk forfeiture of the space.

Once the request is scheduled, a copy of all required documentation must be submitted before the event takes place. If a special permit, such as a Temporary Activity Permit (TAP) form, is required, the renter will be notified. Please be aware that the documents necessary to use the Kelly Leadership Center are the same as those required to use a school building. Please review our Required Documents to Submit webpage for more details.

If a special setup is needed, a floor plan may be necessary. Security and Crisis Readiness will advise the renter in advance if this is a requirement for use. Most floor plans must be submitted at least two weeks in advance of the activity to permit time for review and make any necessary adjustments. For larger or more extensive activities utilizing multiple areas, a floor plan may be requested up to one month in advance.

Details pertinent to the use of audio/visual equipment must be discussed with Security and Crisis Readiness as soon as possible. Please note that we do not have staff available after 3 p.m. during the week or on Saturdays to support renters with the use of the equipment and resolve technical issues. Users are highly encouraged to contact 703-791-7435 to make arrangements to test out any equipment before the scheduled event date.

Requests to make changes must be submitted to Security and Crisis Readiness at least two weeks before the activity. Please be aware that significant changes (e.g., increase in attendance) may render PWCS incapable of hosting the event, increase staffing needs, or require the organization to file additional paperwork with the Prince William County Government, such as a TAP form.

If fees are owed for the event, Security and Crisis Readiness will invoice the organization. Payment is due in advance of the activity and must be in the form of a check or other certified funds made out to Prince William County Public Schools. PWCS is not able to accept credit card payments for community use events at this time. We apologize for any inconvenience. For additional information regarding the types of fees charged to renters for use of the Kelly Leadership Center, please access our Kelly Leadership Center Fees webpage.