Fees Assessed for KLC Rentals
The types of fees charged to renters at the KLC are the same as the fees charged to those renting the school facilities. To view the most current fee schedule for the KLC, please download our KLC Fee Schedule (PDF) or view our KLC Fees page.
Renters will be charged based upon status (e.g., nonprofit vs. commercial), the number of PWCS staff required to support the activity, the hours scheduled, and reserved areas. Other fees, such as those to cover the use of equipment other than tables and chairs, may also be assessed. Renters should factor in time necessary for any setups, breakdowns, and clean-up.
Personnel Fees
Standard personnel consists of custodial support and/or supervision. The custodial manager or designee, will decide within reason, the appropriate number of staff and estimated hours required for the event. Personnel support is not typically needed for weekday events.
All activities scheduled at the KLC during the week must conclude by 9 p.m. If the activity does not end by the noted time and staff must work beyond their normal hours, the renter will be assessed, at a minimum, one hour of personnel fees.
Events scheduled on Saturdays will automatically be assessed personnel fees. Two custodians are required for a weekend event, unless otherwise determined by the custodial manager.
Certain activities scheduled to take place at the KLC on Saturdays, which require adjusted lighting, modified HVAC services, etc., will also be charged for the cost of a maintenance technician.
Rental Fees
Rental fees are charged for actual use of the space and will be assessed for the entire duration the organization has access to the requested area, including times necessary for the renter to set up.
Special Fees
Rental fees only include tables and chairs as standard equipment. Those requesting use of equipment such as additional microphones, projectors, and other audio/video equipment in the conference rooms, will be assessed special fees. Please note that, in certain circumstances, use of such equipment may not be possible if PWCS staff are not available to operate it.
Penalty Fees
Organizations may be assessed fees if the following occurs:
- A renter schedules an event and then does not notify Risk Management and Security they have canceled the activity. In this case, the organization will be charged a "No Show" fee and any personnel fees, if applicable.
- Renters who make late payments may be responsible for a late payment fee, which is 10% of the invoice.
- A check returned for insufficient funds will be assessed any bounced check fees and potentially late payment fees.
Deposits
A non-refundable deposit up to 15% of the estimated invoice may be required. This is to secure the space reserved. If the activity takes place as expected, the deposit will be applied to the overall cost of the event. Should the activity be canceled for reasons affecting the organization, which are beyond their control (e.g., closures due to emergency situations, inclement weather), the amount will be refunded.
This is a rare requirement and is typically requested of organizations conducting large events, which may utilize the facility extensively. Deposits may not take the place of full payment, which is due in advance of the activity.
Payment of Fees
Organizations will remit payment directly to Risk Management and Security in the form of a check or other certified funds. Payment must be made out to Prince William County Public Schools. Both personal and business checks are welcome. Currently, PWCS is unable to take credit card payments. We apologize for any inconveniences.