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How to Rent a School Facility

PWCS Upgraded Our Event Scheduling Platform

PWCS' event scheduling platform has been upgraded to Brightly's EventManager. The new software provides a modern user interface and equips renters with the tools to directly manage their rentals, invoices, and complete their own changes and cancellations.

IMPORTANT: All renters who rented under their CommunityUse account from July 1, 2024, to June 30, 2025, automatically had an account set up for them in the new EventManager system. All other renters will be required to create a new account. If you rented within the past school year and your account did not migrate to the new system, please contact us at 703-791-7435 or [email protected].

Should you have any other questions regarding this change, please do not hesitate to contact support.

Need Help?

Please contact us if you need help with the rental process, fees, account access, or anything else.

All parties interested in renting the PWCS facilities for community use activities will follow a similar set of instructions, with the following exceptions:

Nonprofit organizations seeking to use elementary or middle schools for athletic events, please view the Parks and Recreation Athletic Groups webpage.

Prince William County Arts Council members must get in touch with the current liaison to schedule activities at a school.

  1. Research and Learn about the Rental Process

  2. Check Availability

    • Contact the school directly to see if they can host your event, especially for weekends.
    • Some schools may not have staff available on Saturdays or Sundays.

  3. Know the Time Limits

    • Weekdays:
      • Indoor: After school until 10:15 p.m.
      • Outdoor: After school until sunset (or 10:15 p.m. if lights are available)
    • Weekends:
      • Indoor: 9 a.m. – 10:15 p.m.
      • Outdoor: Sunrise to sunset (or 10:15 p.m. if lights are available)

    Note: School principal or designee may shorten or extend hours based on staff or space availability.

  4. Create an Account

  5. Submit Your Request

    • Submit a separate request for each school you want to rent.
    • Events must be submitted 15-30 days in advance (more time is better).
    • Schools have 5-10 business days to approve requests taking place within 30-60 days. Additional time is granted for events taking place within 61 days or more.

  6. Provide Required Documents

    • After school approval, submit the following documentation:
    • PWCS will review and give final approval.

  7. Secure Additional Permits

  8. Pay Rental Fees

    Rental Fees

    • For a list of current fees, please view our Schedule of Fees.
    • Hourly rates vary by space and renter type (nonprofit vs. commercial).
      • Example: Elementary cafeteria = $45/hr (nonprofit), $80/hr (commercial)
      • Classroom = $12/hr (nonprofit), $30/hr (commercial)
    • Outdoor fields and parking lots have separate rates.
    • Personnel fees (e.g., custodians, supervisors) are $50/hour.
    • Special equipment (e.g., sound systems, scoreboards) may incur extra hourly charges.

    Deposits & Payments

    • A deposit may be required (up to 15% of the estimated invoice).
    • Late payments incur a 10% fee for every 30 days the payment is late.
    • No-show fee: $100 plus any personnel costs.
    • For a full list of the types of fees, please view our Types of Fees.

    Invoicing

    • Invoices are sent after final approval.
    • Payment is due by the date listed on the invoice.
    • Acceptable payment methods: personal/business checks or certified funds (no cash).