Facility rental agreements & COI: a school’s guide

Community groups want your gym on Saturday and your fields all summer — and rentals can be a real revenue stream. But without the right agreement, insurance, and invoicing in place, they’re also a liability. Here’s how to rent your spaces the right way.

Start with a clear rental agreement

Every rental should be backed by a written agreement that spells out the space, date and time, fees, deposit, cancellation terms, and rules of use. Reusing one standard agreement keeps every booking consistent and protects the school if something goes wrong.

Always collect a certificate of insurance (COI)

A COI proves the renting group carries liability coverage and, ideally, names your school as an additional insured. Collect it before the event, not after. Make it a required step in your booking flow so no rental slips through without one on file.

Take a deposit and set clear fees

A deposit protects against damage and no-shows; a clear fee — flat or by the hour — sets expectations. Different groups often get different rates, so build rate classes for booster clubs, nonprofits, and private renters that you can apply consistently.

Invoice and get paid without the paperwork

Chasing checks is the worst part of rentals. Send an invoice tied to the booking, accept card or ACH, and track what’s paid and what’s outstanding in one place. When the agreement, COI, deposit, and invoice all live with the booking, nothing falls through the cracks.

How Admittee handles rentals

Admittee gives outside groups a public booking page, checks for conflicts against your master calendar, collects deposits and COIs, applies your rate classes, and invoices automatically — so a rental is a few clicks instead of a folder of emails.

See facility rentals in Admittee, or book a walkthrough to set up your first rate class.