District News FeedBuilding Scheduling
Mailing Address:841 West End Ct.
Vernon Hills, IL 60061
Jennifer Heavrin * Facilities Department Contact
James Staples * Facilities Manager
HOTLINE: 847.990.4292
FAX: 847.990.4297
EMAIL: buildingschedule@hawthorn73.org
WEBPAGE: http://www.hawthorn73.org/buildingschedule
*Scheduling for District Office space is handled through Gloria Bentzen, 847-990-4223.
Welcome to Hawthorn School District #73's Building Schedule Center Weblink. The Building Schedule Center and this webpage offer guidelines and procedures for handling space rental/usage of Hawthorn School District #73 facilities. Before calling the Building Schedule Hotline (847-990-4292), please read through this guide. Many questions, concerns, and needs can be answered through this webpage and the downloads provided.
Please note that phone or email messages are not considered contracts. All accepted contracts (agreements and usage requests) are based on availability/appropriate substituted location based on occupancy standards, completed paperwork (see checklist below), payment commitment, and district approval, per the rules and regulations of Hawthorn School District #73's Building Usage Agreement. You are encouraged to use fax and email to submit your written reqests and accompanying paperwork. You may also send documentation via regular mail, if fax and email are not available to you. Voicemails left on our hotline number as well as messages sent via email/fax will be returned via the above mentioned communication formats, within a reasonable amount of time to accomodate appropriate research or action.
SPACE USE DURING SCHOOL HOURS: Space requests that fall within the school day should go to the respective building's main office. You can find the individual building contact numbers under: http://www.hawthorn73.org/schools/.
CLASSROOM RENTALS: Regarding outside of school hours, within the Building Schedule Center, classrooms are not available to rent to outside groups.
OUTDOOR SPACE USE/RENTAL: Outdoor fields, parking lots, and playgrounds are not available or rented out to outside groups. Also, the Building Scheduler does not reserve outdoor spaces for school activities on the master schedule, which is used for in-building spaces, only. If Hawthorn personnel need to use an outdoor space for a school-related activity (both during or outside of schoolday hours), it is suggested that you talk with your building principal and PE staff to determine how students and classes might be impacted and to work out any schedule conflicts. If your school shares outdoor space with other buildings, please contact those administrators and PE staff members as well to insure that all activities can be accommodated. For special activities such as Field Days, please notify the Facilities Department/Building Scheduler so they we can contact our landscaper and request no lawn service for the specified dates.
CALENDAR PROCESS: The Hawthorn Building Schedule Center is in place to make sure custodial staffing and set up is available for each event. The Center also monitors the facilities calendar in an effort to avoid scheduling conflicts. The Schedule Calendar is separate from the District's online school event calendar or the District's website announcements. Website postings are handled through each school or by contacting the District Office via email, communitynotes@hawthorn73.org.
TIPS: A sheet of Planning Tips is available to assist you in preparing for your event. In addition, please review this entire website and all accompanying downloads.
SPACE RESERVATION CHECKLIST:
Note: *As of February 2, 2009, please discard any past forms, as they are outdated.
- PLEASE KEEP IN MIND WHEN SCHEDULING EVENTS FOR MONDAY THROUGH FRIDAY:
Elementary North and Elementary South are not able to schedule any events in their gyms and cafeterias until after 6:30 p.m. due to Hawthorn Afterschool Club (HAC) needs. Middle North and Middle South are not able to schedule any events in their gyms (for the entire year) and cafeterias (from October through the end of the school year) until after 6:30 p.m. due to internal sports games and practices. Townline has very limited space availiable in their gyms (and in on some days, in their cafeteria) until after 6:30 p.m. Aspen is not able to schedule any events in their gyms and cafeterias until after 3:30 p.m. due to Hawthorn Afterschool Club (HAC) departures. District 73's in-house, school-based needs always take precedence with regard to space usage. The District 73 master calendar, which is set in late-spring prior to each school year, is available at www.hawthorn73.org. Note that Monday through Friday activities cannot extend beyond 9:30 p.m. - Please download and review the Order of Acceptance guidelines.
For each school year, space usage requests must be submitted for that respective year according to the Order of Acceptance guidelines. We cannot make assumptions about possible events. Therefore, whether an event is new or repeated annually, a request must be submitted each year in a documented format (via paperwork, emails, confirmations, etc.). Also note, we do not send reminders. - Hawthorn school activities take priority over all other activities. Unfortunately, conflicts can arise within our buildings after space has been reserved by our outside partners. Please note that while we will make every effort to accomodate all requests and make logical use of the space available, the needs of our Hawthorn activities will be given priority. If Hawthorn does need access to space previously reserved for outside partners, we will contact you so that you can make alternate plans.
- Review the fees, rules and Building Use Agreement, and sign/send the Building Usage Agreement via mail, fax or an email with PDF attachment.
- Complete the appropriate space reservation request form, sign and send via mail, fax or an email with PDF attachment. Click on respective links for to download the correct form. [ In-house and PTO Reservation Requests | Other Reservation Requests ]
- Complete a separate diagram (click here for diagram download) for floor plan set up, based on needs outside of theater and u-shape standard set ups and send via mail, fax, or a PDF email with all other paperwork. Please do not assume that any previous set ups are on file. Whether you are scheduling for a new or previously scheduled event, a set-up diagram or instructions is required on on the application, if set up is needed.
- Diagrams/set up requests must be submitted no later than 4 weeks before the event. If no directions or diagrams are submitted, it is assumed that there is no set up needed. Reminders to submit a diagram/set up request are not sent. The diagram/set up is the requestor's responsibility.
- Outside organizations and events must supply a certificate showing proof of insurance, to be on file within 2 weeks of the planned event. The certificate of insurance must be current and sent with each request form - NO EXCEPTIONS can be made. Mail, fax or PDF email with your other completed paperwork.
- Automated External Defibrillators (AEDs) are available at Hawthorn. However, it is the responsibility of non-school groups using our facilities to ensure that their own representatives have been properly trained in the use of AEDs.
- Keep copies of all information and completed forms for your records.
- Upon receiving your building usage request and paperwork, within a reasonable time, you will receive a confirmation of your event based on availability and approval with any additional inquiries, information, and/or suggestions via mail, fax or email.