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How to Rent an APS Facility (step-by-step instructions)

Albuquerque Public Schools uses a website designed to help make renting APS facilities easier for both employees and the general public.

    To rent an APS facility, go to the Facility Use Calendar, which displays events that already have been scheduled. The calendar allows you to view events by location and/or date.

    NOTE: The calendar may not include all school events and activities; some facilities that appear to be available may already be booked.

    Facility Scheduling for APS Employees

    Scheduling of facilities by APS employees is done through the district's intranet site. This site is protected by a firewall and can only be accessed by APS employees using their employee login and password.

    Facility Rental for the General Public

    **The Community portal will be closed from June 1-June 30. No community facility requests can be  submitted during this time.

    How to Register Your Organization

    How to Submit a Rental Request

    Go here to view a flow chart of steps for renting facilities.

    Registration Process

    Before you can reserve a facility, you must register your organization.

    To register:

    • Go to Facility Use Calendar.
    • In the upper right corner, click on "Log in to Request Facility Use."
    • Click to Create an Account.
    • Read and agree to abide by terms and conditions.
    • Fill out contact information including name, email address, phone number, address and a password. All passwords must contain at least six characters and can be made up of any combination of letter, numbers, and/or symbols. Passwords are not required to include any capital letters and are not case sensitive.
    • Click Save & Next.
    • Provide organization information including name, address and type of organization. Go here for building use categories. Some organizations such as parent groups and booster clubs aren't charged a fee for using APS facilities. Certain non-profits, depending on the nature of their activities held on APS campuses, will be charged rental fees. Other organizations that charge for their services such as sports programs and before and after school care are required to pay a fee before they can use the facility. Go here for facility rental fees. Learn how to make payments.
      • Click Save & Next.
      • Submit Request.

      Requests will go to the Facilities Usage Specialist for approval. You will receive an email confirmation once your request has been approved. Your request will not be approved until you have supplied the Facilities Department with a current Certificate of Insurance. Go here for more information on insurance requirements.

      How to Submit a Rental Request

      Once your organization has been approved, you may submit a rental request. These requests must be made at least 10 days prior to the event.

      • Go to Facility Use Calendar.
      • In the upper right corner, click on "Log in to Request Facility Use."
      • Log in using the email address and password submitted as part of your registration.
      • To check availability of the facility, use the filter buttons to choose a location and date(s).
      • Click the Request Facility Use tab at the top of the page. You have two choices:
      1. The Normal Schedule allows you to request from one to up to 20 events. All events should be in the same room(s) at the same time over different days.
      2. The Recurring Schedule allows you to choose up to 100 events in the same room(s) at the same time over different days. These events are scheduled on a recurring basis (i.e. every Monday and Wednesday for a month or every Sunday for a year, etc.)
      • Fill out the form which asks for the event title, description, school or APS facility, room or building, date(s) and start and end times.
      • Click Check Availability.
      • If the room/building is available, agree to the terms and conditions of the Building Use Agreement and provide information about fees charged by your organization.
      • Provide organization information including name, contact and insurance expiration date.
      • Request maintenance service including audio/visual, custodial, event break down, event set up, food service, technology and security.
      • Provide event information including number of adults and children attending, extra chairs required and parking spaces required.
      • List additional needs.
      • Sign using your email address and confirm that you agree with the terms and conditions of facility usage.
      • Submit your request.

      You should receive an email notification confirming your request was received along with a schedule ID number, followed by an email confirming or denying your request.

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