HANDBOOK COMPETITION HOSTING
For competitions held in Prosper ISD using Prosper ISD facilities by Prosper ISD staff members sponsoring cocurricular or extra-curricular activites funded by Prosper ISD.
VISION MISSION
Prosper ISD is proud of the beautiful facilities that we have been provided by our School Board and community. Our vision is for others to experience the excellence present at Prosper ISD by visiting our facilities for their various activities.
To maintain our facilities while hosting events that highlight the opportunities present at Prosper ISD.
To host a planned and organized competition that provides all participants with quality competition in state-of-the-art facilities.
To use our facilities and educational opportunities as a recruiting tool for other quality staff members as we continue to grow.
RESTRICTIONS
RESTRICTED USE OF CERTAIN AREAS RESTRICTED USE DATES/TIMES
Certain areas such as laboratories, shops, and open teaching areas are not available for public use. Middle School cafetorium may be used by non-profit organizations for general youth group leadershiptraining events; by performance studios for annual recitals or one-time events and any established business partners for approved training or employee recognition events. The athletic-type facilities will be available to lease only with the approval of the PISD Event Department.
Facilities cannot be reserved for leasing until September of each year to allow campus staff the opportunity to set campus schedules. There will be no leasing during Thanksgiving Break, Winter Break, Spring Break, State Testing Dates, or the summer months of June, July & August (except for Long term leases). Leasing will not be allowed past 10:00pm at any facility.
COSTS
While district sponsored co-curricular and extracurricular events do not have to pay a facility fee for their hosted competitions, there are other costs that could be incurred as part of the use of district facilities for the competition
FREE COMPETITIONS WITHOUT COST
District sponsored (funded) co-curricular or extracurricular teams/organizations hosting competitions that will only include Prosper ISD students on days or during hours when district staff needed (i.e. custodial, technology, etc.) are scheduled to be on duty.
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COSTS
COMPETITIONS WITH COST
District sponsored (funded) co-curricular or extracurricular teams/organizations hosting competitions that will include students from schools/places other than Prosper ISD.
AND
District sponsored (funded) co-curricular or extracurricular teams/organizations hosting competitions when the facility is used on days or during hours when district staff needed (i.e. custodial, technology) are not scheduled to be on duty.
COSTS TO CONSIDER
Examples of staff frequently needed that may be required: (non-exhaustive)
Custodians - $50 per hour per person
Police Officers - $75 per hour (2-hour minimum) per officer
Technical Support $45 per hour per person
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COSTS
CUSTODIAL AND OTHER SERVICES
District-endorsed custodial staff shall be present during the duration of all facility use. Base custodial fees charged shall include limited custodial service only. Any specific service required shall be paid for in addition to the base fee.
The number of custodians scheduled will be based on the number of people attending/participating in the competition.
PROPERTY DAMAGE
Damages to District property shall be paid for by the user group whether caused by the user group or others. Misuse or abuse of District equipment and/or facilities will result in an immediate denial for further use.
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CONSIDERATIONS
FACILITY COST
Make sure that you budget for your facility cost. You can help cut down on custodial costs by assigning student leaders to clean areas after use so that custodial has less to do. For example, have students clean rooms used, collect rash, put desks back in place, and put trash in the hall for custodians to pick up and know that the room has been cleaned. Have custodians come in when competition starts rather than when you are getting there and instead, unlock doors and turn on lights yourself.
FOOD COST
A great hospitality room for coaches and judges can make a huge difference in the success or failure of your competition. People are more likely to forgive issues if they are well fed and hydrated. You can reach out to our district food service provider, Aramark, our district culinary programs, or outside vendors, but make sure that you are budgeting for the cost. You can save money by having food donated, but you would then need someone in charge of the hospitality room. Regardless have a student assigned to monitor this area and keep people out that should not be there.
PARKING
Our campuses are full. If your competition is during the school day, you will need to work with campus leaders to coordinate parking and then communicate that. If it is after hours, you still need to communicate drop off locations, entrance, and parking locations for cars and buses.
CONSIDERATIONS
USE DURING SCHOOL
There are many considerations for use during the school day including dislocation of classes. In many of our campuses, this is next to impossible, but when possible must be planned with the campus months ahead of time. If there will be people coming in during the school day from outside of the school, let the front office know so they are adequately staffed for check-ins and communicate with visitors to bring their ID and check in at the office. If there are students from other schools, work with campus admin to determine how you will handle that for safety reasons.
BELLS & MUSIC OVER INTERCOM
If you have a competition during the school day or on a weekday when we are on a break, you will need to work with campus admin to get the bells muted. Also talk to them about music that is played between classes that will need to be muted as well.
PEOPLE ARRIVING BEFORE SCHOOL IS OUT
People from outside the district will often arrive hours before the competition due to busing issues in their area. Make sure to plan ahead for this and have a location you have coordinated with campus admin to secure that can be a holding area for those arriving early.
PROCESS & TIME GUIDELINES
9months - 1 year ahead of the competition
Decide on a date based upon facility availability in FMX. Reserve the facilities in FMX. Be sure to fill it out completely. Touch base with campus leadership to get it on their calendar.
Decide how people will register and get that set up.
6 - 9 months ahead of the competition
Decide on a schedule
Decide on awards that will be needed and determine costs. Get your quote, process your PO, and Order awards if possible.
Decide on a fee schedule based upon your costs. If you aren't charging fees but will have costs, work with department director or campus leader to determine where the funds will come from.
Once you have decided these, publish your competition on the appropriate spots to publicize your competition. Touch base with campus leadership to discuss impacts to their campus such as displaced classes, parking changes, etc.
Meet with those who will be handling the food/hospitality to put in orders and make plans.
Work with the department director, campus admin, and/or business office to determine where funds from the event will be deposited/pulled from if that isn't already established.
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PROCESS & TIME GUIDELINES
3
- 6 months ahead of the competition
Get your quote, process your PO, and Order awards if you haven't already
Purchase supplies that will be needed
Solicit the volunteers needed and assign responsibilities.
1-3months ahead of the competition
Check in with Campus Admin about the competition and what they will need from you.
Check in on the food needs and put in any PO's needed for that.
Assign student workers and touch base with adult volunteers.
Check with Events on the FMX request to ensure that HVAC, lights, doors, tech needs, furniture needs, etc. was on the reservation properly.
Check in on awards if you haven't already received them.
Week of the Competition
Send an email to the campus admin to send to staff letting them know that there is a competition and to put away any valuables and lock up important documents.
Touch base with your food people, events, awards, and volunteers.
Communicate with those who are attending with important info like parking, entrance, WIFI, etc. even if it was on registration.
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POINTS FOR PERMISSION
Your Campus Administration Department Director (see info below)
Julie Brantley, Racy Kane & Valerie Little
jjbrantley@prosper-isd.net
rlkane@prosper-isd.net
valittle@prosper-isd.net
FMX Reservation Approval
https://portal.prosper-isd.net/ Dr. Greg Bradley
gkbradley@prosper-isd.net
Campus Admin of Campus Used
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DEPARTMENT CONTACTS
IMPORTANT
Julie
email or google chat to jjbrantley@prosper-isd.net