Facility Use & Rentals

Online Facility Reservation System – Facilitron

Castro Valley Unified School District (CVUSD) partners with Facilitron, an online facility reservation and rental management system, to simplify the process of requesting district facilities for community use.

Through Facilitron, individuals and organizations can view available facilities, review photos and descriptions, check availability, obtain estimated rental fees, submit reservation requests, and make payments online.

All external facility use requests must be submitted through Facilitron. Requests are subject to district policies, facility availability, and administrative review. CVUSD retains final approval authority for all facility use requests.

View Available Facilities & Submit a Reservation Request

Getting Started: First-Time Renters

Step 1: Create a Facilitron Account

All renters must have a registered Facilitron account before submitting a facility use request.

1. Visit CVUSD’s Facilitron Reservation Portal.
2. Select Sign Up to create an account.
3. Choose the appropriate account or organization type.
4. Complete the registration form with your contact information and any applicable organization details.
5. Follow the prompts to complete your registration and verify your account, if requested.

Renting on behalf of an organization?

Register under your organization’s name to ensure that the appropriate information and rental rate classification can be reviewed.

Nonprofit organizations may be required to provide their Employer Identification Number (EIN) and supporting documentation to verify their nonprofit status.

If your organization already has an existing Facilitron account, contact your organization’s account administrator or Facilitron Support to request access rather than creating a duplicate organization.

Facilitron Tutorial: Creating an Account and Registering an Organization

Step 2: Submit a Facility Reservation Request

Once your account is established:

1. Log in to CVUSD’s Facilitron Portal.
2. Select the school campus where you would like to reserve space.
3. Browse the available facilities and choose the desired location, such as a classroom, multipurpose room, gymnasium, or athletic field.
4. Select your requested date(s) and start and end times.
5. For ongoing activities, use the recurring reservation options to request multiple dates or a weekly schedule.
6. Add your requested facilities and dates to the reservation cart.
7. Proceed to checkout and confirm that the correct individual or organization is selected.
8. Complete the application, including the event or program description, anticipated attendance, and any additional information requested.
9. Review the district’s facility use terms and conditions and submit your request.

After submission, you will receive a reservation reference number and can monitor the status of your request through your Facilitron account.

Important: Submitting a reservation request does not guarantee approval or authorize facility use. All requests are subject to district review and approval.

Facilitron Tutorial: How to Submit a Reservation Request

Facility Rental Fees

Rental fees are established in accordance with the district’s approved Schedule of Fees and applicable Board policies.

Rates vary depending on the facility requested, the renter’s classification, duration of use, and any additional services required.

Depending on the reservation, additional charges may include custodial services, staffing, supplies, or other applicable fees.

Facilitron provides an estimated cost during the reservation process. Final charges are subject to district review and confirmation of the appropriate rate classification.

View CVUSD’s Approved Schedule of Fees

Upcoming Rental Rate Update

CVUSD is currently reviewing its facility rental rates. Reservations occurring on or after January 1, 2027, will be subject to the updated rates.

Nonprofit Organizations

Organizations requesting nonprofit rental rates must register under the appropriate organization type and provide the documentation necessary to verify their nonprofit status.

Facilitron assists with nonprofit verification, and CVUSD determines the applicable rental rate classification in accordance with district policies.

Nonprofit registration does not automatically guarantee eligibility for a particular rental rate.

Castro Valley Nonprofit Youth Leagues

Local nonprofit youth leagues may qualify for special facility rental rates, subject to district requirements and verification.

Organizations requesting consideration under this classification must complete and submit the CVUSD Nonprofit Youth League Documentation Form.

CVUSD Nonprofit Youth League Documentation – Fillable Form

Insurance Requirements

All renters must comply with CVUSD’s applicable insurance requirements before authorized facility use.

Facilitron assists with collecting and reviewing insurance documentation on behalf of the district.

Required documentation may include:

• A Certificate of Insurance (COI) meeting the district’s minimum coverage requirements.
• An Additional Insured Endorsement naming Castro Valley Unified School District.
• Any additional insurance documentation applicable to the proposed activity.

Insurance documents may be uploaded directly through Facilitron. Renters should review the district’s insurance requirements and sample documents provided below to ensure compliance.

Insurance coverage may also be available for purchase through Facilitron.

Payments and Reservation Management

Facilitron manages rental payments and provides renters with online access to their reservation information.

Available payment methods and payment instructions are provided through the Facilitron reservation system.

Once a request has been submitted, renters can log in to their Facilitron account to:

• Review reservation details and approval status.
• View estimated rental fees and payment information.
• Upload required documents.
• Communicate regarding their reservation.
• Request changes to existing reservations.

All modifications and additional facility requests remain subject to district review and approval.

Additional Facility Use Resources

The following documents provide additional information regarding district facility use requirements, policies, and procedures. Please review any applicable documents before submitting a reservation request.

• CVUSD Terms of Use
• CVUSD Facility Rental Insurance Requirements – Sample COI
• Insurance Requirements for Vendors on CVUSD Property – Sample COI
• Auto Liability – Vehicles Driven on District Property
• CVUSD Food Permit Information and FAQ
• CVUSD Approved Schedule of Fees
• CVHS Stadium – Community Use Hours

Need Assistance?

Facilitron Customer Support

For assistance with creating an account, registering an organization, submitting reservation requests, uploading documents, or navigating the Facilitron system:

Phone: 800-272-2962, ext. 1
Email: support@facilitron.com

Facilitron Help Center

CVUSD Facilities Use

For questions regarding district facility use requirements, rental fees, rate classifications, or the reservation approval process:

Katelyn Raymond
Department Specialist – Facilities Use
Maintenance, Operations & Transportation
Castro Valley Unified School District

Phone: 510-537-3000, ext. 6905
Email: kraymond@cv.k12.ca.us

Access CVUSD’s Facilitron Facility Reservation Portal