Facilities / Building Scheduling

Welcome

  • James Staples – Facilities Manager
  • PHONE: 847.990.4475
  • Jennifer Heavrin – Facilities Department Contact
  • PHONE: 847.990.4295
PHONE: 847.990.4292 FAX: 847.990.4297
Phone messages are checked every 1-3 days, email is checked daily.
Email Ushttp://www.hawthorn73.org/hawthorn-information/building-scheduling

*Scheduling for District Office space is handled through Gloria Bentzen, 847-990-4223.

If you would like your event to appear on the Hawthorn District 73 event calendar or on the Community Notes webpage, please contact communitynotes@hawthorn73.org.

Resources

Introduction

The Building Schedule webpage offers guidelines and procedures for handling space rental/usage of Hawthorn School District #73 facilities. Many questions, concerns, and needs can be answered from this webpage.

Hawthorn School District #73 always reserves the right to make any adjustments or cancellations in the areas as scheduled at any given time.  The requestor books his/her own requests, not the Building Scheduler.  The requestor is fully responsible for billing and damages, whether through Certificate of Insurance or out of pocket. A Certificate of Insurance is mandatory.

There is a distinct difference between the District Calendar and the building schedule calendar.  The District Calendar is the advertisement to the parents and students and is located at www.hawthorn73.org, where the building schedule calendar SAVES the space, sets HVAC schedules, gets the room set up, and prepares security parameters.

District Calendar Changes or Adds

View District Calendar

Need a Tutorial

Website postings are handled through each school or by contacting the District Office via email, communitynotes@hawthorn73.org

Accepted requests are based on availability, payment commitment, district approval, and per the rules and regulations of Hawthorn School District #73’s Building Usage Agreement.   Your agreement/approval to the terms and conditions use of HD73 Buildings is prior to starting your request. When you click ACCEPT, it is considered an approval to the terms and conditions of the agreement on your behalf.

Additional Time: If you are holding an event that might require set up, rehearsal time or have noise factor concerns, please incorporate that extra time or room into your request.

 More than one room/space needed? – No need to send in a separate request for the same building, just click ADD A ROOM, at the bottom of the last page of the request.

 The system notifies you at the point of a request if the space is available or if there is a conflict. It is a quicker method to put in your request verses contacting our office. Internals can find out conflict details through your office and District Calendar. We do not give out conflict information for privacy and safety reasons.

 You will receive two emails – an email of receipt immediately and an approval or rejection within 2-3 business days. Please keep this time frame in mind. The email address comes from support@cpc-cafm.com. Make sure you have checked spam for these emails or put the email address into your contact list. Any dates on the confirmation are the dates available; any dates not showing are not available for usage.

Available Spaces, Times and Considerations

The Building Schedule is for outside of school session hours only, not during the school day– it is not open holidays, breaks, institute days, or inclement weather where school is cancelled. We do not rent out parking lots, athletic fields, classrooms, libraries, offices, conference rooms, or art rooms.  The automated software building schedule system takes place the Tuesday after Labor Day through the last day of school.  The summer building schedule is manually done through emails and communications from the day after the last day of school through Labor Day.

  • Monday – Friday, outside of school session hours, and weekends, until 9pm. (Tuesday after Labor Day through the last day of school.)
  • Gyms become available after 630pm.
  • Cafeterias and MP rooms are available 15 minutes after school release times.
  • Weekend availability can start at 7am and must end no later than 9pm.
  • Gyms are used for internal needs and daycare until 630pm, M-F.
  • Noise factors may exist that might impact your location choice. The requester has to make the decision to add rooms if the group does not want noise factors to interfere.  Outside groups will have an additional room fee.

Click on respective building to show rentable rooms

Elementary North

cafeteria, gym, multipurpose room

(All are adjacent spaces in respective order, accessed via entrance doors; gym/multipurpose have an internal door connection)

EN SPACE IS NOT AVAILABLE UNTIL HAP EXITS – UP TO 630PM

Townline

1.     Café A/Café B – Shared cafeteria space 315p – 5pm

2.     Non-shared cafeteria (after 5/WEEKENDS)

3.     East gym

4.     West gym

Gyms are on each side of cafeteria – GYMS AVAILABLE AFTER 630pm

TOWNLINE ONLY – SHARED SPACE OFFERING FROM 3:15-5pm, M-F

CAFE shared A or B (15 minutes after school release time until 5pm)

If CAFÉ A shows a conflict, pick CAFÉ B.  If you are doing several dates, whatever dates are showing in conflict, you will have to do another request for CAFÉ B. If the same dates show as conflicting, that area is NOT available. 

CAFÉ (After 5/WEEKENDS)

Example, if you want to book from 330-7pm, you will have to put in two requests – one for CAFÉ A or B and one for CAFÉ (After 5/Weekends).  If you do not input separate requests for each, it will conflict.

Weekend Usage does not require 2 reservations, just choose the CAFÉ (After 5/WEEKENDS) option. 

Middle North

Cafeteria, gym *(connected by stage)

Gym is AVAILABLE AFTER 630pm

o   Note for MN HOME GAMES, availability can be as late as 7pm, and this might come as a late notice.

Cafeteria is available 15 minutes after school release times; however used frequently for internal sport practices.

Elementary South

Cafeteria, gym (two separate locations)

If you want the walls closed to make sections, up to 3, note this in the comments section.

SPACE IS NOT AVAILABLE UNTIL HAP EXITS – UP TO 630PM

Aspen

Cafeteria, gym (separate locations, in between bathrooms and locker rooms), multipurpose room

– GYMS available after 630pm

Middle South

Cafeteria, gym, multipurpose room *(café and multipurpose are connected by retractable wall)

– GYMS available after 630pm

– Multipurpose and Cafeteria available 15 minutes after school release times; however used frequently for internal sport practices

  • PE BLOCKS, BOOKFAIR/PLAY, MUSIC SHOWS, OPEN HOUSES are considered a space request and only allowed for the actual events dates and if equipment cannot be easily moved out of the area on a nightly basis and must be approved by an Administrator. You must request all spaces desired including rooms for noise prevention or equipment staying out.
  • October through Spring Break – Most of our gyms are used by internal sports and Park District programs that support Hawthorn students, Monday-Friday evenings and Saturday mornings. Space is extremely limited.
  • Summer Usage – We have a HVAC energy savings program during our summers. Space is limited to summer programs and affiliated camps.  However, weekends might be available.
  • Info related to groups:

PTO

Scouts / Outside Groups

Building Addresses

Fees

Please note – The fees are per hour, per room. Prices are expected to increase.

Updated Building Schedule Agreement/Fees

Billing Help

Click on plus sign to reveal acceptance timelines, requests are left in queue until timeline arrives

HAWTHORN SUMMER PROGRAMS & CAMPS

February of the previous school year

PRIORITY: District Calendar

February of the previous school year

IN-HOUSE, INTERNAL SPORTS

Anytime after District Calendar is posted and complete.

Scouts or external school supported groups

Anytime after the last day of school.

Intergovernmental Cooperation Agreement Dates

Vernon Hills Park District – Refer to IGA

Outside Groups

FALL REQUESTS – Tuesday after Labor Day (Sept – mid-December)

WINTER REQUESTS – When school resumes after HD73 Winter Break is over. (January – Friday before Spring Break)

SPRING REQUESTS – Monday return from HD73 Spring Break

Additional Key Points and Requirements

Automated External Defibrillators (AEDs) are available at Hawthorn. It’s the responsibility of groups to ensure that their own representatives have been properly trained to use the AEDs.

Billing – Invoicing is done quarterly and will be sent via email. Paid billing is expected within 30 days of receipt. Hawthorn School District #73 reserves the right to terminate contracts on any bills that are outstanding or in default.  Any outstanding bills go to collections and further usage requests are denied.

BUMPING POLICY (CONFLICTS) – INTERNAL STAFF ONLY
Check building schedule calendar through office staff or yourself, and/or cross-check with District Calendar as well.

Fill out Bump Form

Internal bumping out another internal event – The Building Scheduler does not resolve internal vs. internal conflicts.  The conflicting internal event leaders must communicate with one another and contact the specified building principal for an approval of the change.  Our office will need a bump form with the principal signature of the specified building approving the change.  We will delete out the bumped event, then the new internal requestor will be notified so he/she can input his/her event. 

Cancellations – Email with request number & date of cancellation. A minimum of 3 working days notice must be given for cancellations or a $31.50 per planned hour charge will be assessed. School closings are posted on www.hawthorn73.org, and all evening activities would be cancelled.

 It is important to check emails or voicemails prior, even up to the last minute, for any cancellations that might have come through from Hawthorn.

Certificate of Insurance (COI) are due for outside groups including Scouts, at least 2-4 weeks before your event time.  If it is a repeating request, the COI is due prior to expiration. Without a current COI, usage is discontinued. There are no exceptions.  Hawthorn School District #73 Board of Education must be listed on the COI.

 Groups and/or the entity are liable for accidents and damages. No one is allowed in any other areas of the building except the agreed upon. Hawthorn School District #73 expects requestors and groups to respect the buildings and equipment. If cameras or video footage of District 73’s security system are at the exact location, this can be a possible tool to use to determine any liability issues that may arise.

 Changing dates – Email cancellation with Reservation # and put in a new request.

Kitchen needs are booked, billed, and organized separately through the current food service vendor of Hawthorn School District #73 and can be reached at 847-990-4418.

Set ups – Diagrams or emails must be sent within 2 weeks prior to event or you can simply note it under the COMMENTS SECTION. No set up sent means no set up needed.

Tables: We have a small inventory of 8-foot buffet tables available and allowed usage if not being used at the time of an event. We cannot transport individual building’s tables for use at other schools. You can also contact an outside rental firm. (Suggestion:  Taylor Rental at 847-949-0500.)

 TechWe do not rent out AV equipment. We allow usage for microphones and podiums. The custodian on staff for events is not to be considered for technical help and does not have access to get in touch with technical staff. It is up to the requestor to prepare and test ahead of time if needs should arise.

Vernon Hills Park District & Third Party Bookings: Requests or questions that have events booked by the VH Park District or 3rd Parties, must go directly to the Vernon Hills Park District or the 3rd Party scheduler.  Hawthorn Schools does not mediate any scheduling issues or release any schedules, except to the direct requester.  You must contact the requester, directly, not Hawthorn’s Building Schedule Department.

VH Park District Direct Number: 847-996-6800

Vernon Hills Park District Enrichment Program Protocol – CLICK HERE

What happens if a group is not on the schedule? 

Note

Hawthorn School District #73 always reserves the right to make
any adjustments or cancellations in the areas as scheduled at any given time.