School District No. 5 (Southeast Kootenay) Facility Rentals - School Use and Community Access

All facility rentals and school use requests must be submitted by email to rentals@sd5.bc.ca. Telephone and in-person requests will not be accepted.

Please see this webpage for links to all forms. 

Rental Availability Restrictions

Community rentals will not be permitted during the following periods to allow the District to complete essential maintenance, repairs, cleaning, and operational preparations within school facilities:

• The last week of Winter Break
• The last week of Spring Break
• The final three weeks prior to Labour Day

These closure periods help ensure that District facilities are maintained in a safe, clean, and operational condition for students and staff. In addition, June 10 will be the final day of each spring session for community rentals.

• Fall 2026 Season (October to December) booking calendar is open September 15
  

• Winter 2026 Season (January to March) booking calendar is open the week of November 17

• Spring 2026 Season (April to June 10) booking calendar is open the week of February 17

Booking Regulations for All Schools in the District (Cranbrook and Elk Valley)

• Regulations

• Signed Application Required: Use of District properties is not permitted without a fully signed rental application.

• Signed Waiver Required: Use of District properties is not permitted without a fully signed waiver.

• Advance Booking & Payment: All short-term rentals must be confirmed and paid at the time of booking. Seasonal rentals must be paid at the end of the rental term. Please email rentals@sd5.bc.ca for clarification on short-term versus seasonal rental payments.

• School Priority: School functions take precedence over all rental agreements.

• Rental Refusals: The District reserves the right to refuse rental requests from individuals or community groups at its sole discretion.

Form Links and Other Information

• Regulations for All Schools
• Fillable Community Use Application
• Fillable Waiver Form
• Cranbrook and Elk Valley Rental Rates
• Employee Property Use
• Information on Inflatable Amusement Devices

Cancellations & No-Shows

• Cancellation Notice: If you need to cancel, you must notify the School District Office at least 7 calendar days prior to your scheduled session.

• Late Cancellations: Cancellations made with less than 7 days’ notice will be charged the full rental fee.

• No-Shows: Failure to attend without prior notice will trigger a review of your ongoing rental eligibility.

Facility Availability

• Break Periods: Rentals during winter, spring, and summer breaks are generally not available and must be arranged by special request. Please email rentals@sd5.bc.ca for more information.

• Weekends & Holidays: Use on weekends or statutory holidays is subject to custodial staff availability.

Equipment & Custodial Services

• Equipment Use: No equipment is included in the rental fee. If required, equipment must be requested at the time of application and will be subject to:

  • Availability as determined by the school principal.

  • Additional charges depending on rental terms and contract duration.

• Overtime Charges: If your event requires custodial staff beyond normal hours, additional charges will apply based on the current district salary schedule. Direct payment to school district staff is strictly prohibited.

Extraordinary Circumstances

In rare or urgent situations, the Superintendent of Schools may cancel a rental agreement without notice, via written directive.