Facilities Use Management
Rio Rancho Public Schools believes in sharing its resources with the community. Please Note that Rio Rancho Public School-Sponsored Events and Extracurricular Activities take precedence and facilities may only be rented when they are not being used for RRPS students. As a result, some locations or rooms may not be available for rental. While our schools try to anticipate their needs and schedule events well in advance, on rare occasions, it may become necessary for a school to "bump" an already-scheduled community event booked from outside the District. Should this happen, we will try to give you enough notice and assist with relocating your event to another facility if available. We work hard to balance providing a service for the community while being responsible stewards of public resources.
RRPS opens its facilities to community organizations and businesses. Facilities are only available to rent when the rental doesn’t interfere with school functions.
Welcome to the Rio Rancho Public Schools Facility Use for Community Users. If you are interested in reserving an RRPS Facility, please go to our Community Use Portal, this will be your gateway to registering for an account, checking availability, and entering your reservation.
Reservations must be submitted a minimum of 2 weeks before your event is to take place, reservations submitted later than that will be declined and must be re-submitted to fall within the 2-week timeframe*
The Facility Use Portal is closed every year from June 15th through July 15th, for schools to enter their events for the upcoming year (events with approval before June 15th may take place during that time). The Portal is also closed during Winter Break Dec. 23 - Jan 8 and Spring Break March 20-March 31.
Events/practices on Holidays and/or No School Days will be declined/canceled.
Community Use - External; Outside Organizations using RRPS Facilities
Click here to view the event calendar
Once you submit your reservation request, a thank-you screen will confirm that your Request is being processed. You will be notified of its progress via email. If your event is approved at the school site level it will then be routed to the Facilities Use Specialist at the District level for final approval/activation.
You will receive email notifications through the approval process letting you know the status of your event.
Your event has not received final approval until you receive an email stating "Your event has been approved/activated" and you receive an email from the Facility Use Specialist with your invoice to make payment for your reservation/event.
Payment must be received prior to your event.
Once payment is made/received, you will receive your Facility Use Agreement via email for your event.
Important Reminder: All outside organizations wanting to rent RRPS Facilities are required to provide insurance coverage. A Certificate of Insurance must be submitted with the request to rent the facilities and coverage must be up to date.
The insurance policy needed is either a Special Events policy for a one-time use of facilities or a Tenant Users Liability Insurance Policy(TULIP) for recurring use of facilities. The "Certificate of Insurance," must include Rio Rancho Public Schools as the additional insured on the policy for the date(s) of use. The policy should be no less than $1 million before the start of your event. The insurance certificate must be uploaded when submitting your reservation and should be emailed to facuse@rrps.net
How do I upload my Insurance FIle? - How Do I Upload my Insurance Form
Point of Contact: Facilities Use Specialist, facuse@rrps.net
Register for an Account
All facility use requests are completed online. The first step needed to make an online facility use request is to create a user account. You can do so by clicking the Register icon below. Be sure to complete all information fields and then click the submit button. If your registration was successful you will receive an e-mail confirmation. The video and Quick Start Guide below will provide additional information.
Log-in and Reserve
Once your account is created you can start making facility reservations. Click the Login icon below. The video and Quick Start Guide below will further explain the reservation process.
What do I do if I forgot my password? - What If I Forgot My Login Password
Creating an Account:
Submitting a Facility Use Request:
Quick Start Guide
Facility Use Forms
RRPS Staff - INTERNAL /SCHOOL FUNCTIONS
NOT for Community Use Reservations* Click here for more information.
Facilities Use Frequently Asked Questions (FAQ)
Q. What are the first steps to renting?
A. The first time you use ML Schedules, you will need to register for a new user account with a Group Name. Email the Facilities Use Specialist at facuse@rrps.net for further assistance.
Q. What happens after initial registration?
A. After the initial account setup, you will be able to log into your district's ML Schedules' account using your email address and password to submit requests for desired space(s).
Q. Can I rent any facility I want?
A. No. If your event doesn't need a specific venue, you may be directed to a more appropriate one. For example, if you have a smaller audience you may be told the Black Box theater is more appropriate to your needs than the Concert Hall.
Q. Can I rent any equipment I want?
A. No. Certain equipment, because of value and fragility, is not available to be rented and therefore is not listed on the Fee Schedule. An example of this is the District's baby grand piano. It is never available for community use.
Q. Is insurance mandatory?
A. Yes. external (community) group managers are required to upload the certificate of insurance (in PDF or JPG format) and enter the insurance expiration date the first time you log into the system.
All facility users are required to provide either a Special Events policy for a one-time use of facilities or a Tenant Users Liability Insurance Policy or TULIP. The "Certificate of Insurance" should include Rio Rancho Public Schools as the additional insured on the policy for the date(s) of use and the policy should be for $1 million, before the start of your event.
Q. Is there a fee to use the facilities?
A. Yes. Charges vary by the type of facility being rented and the personnel needed for the event.
Q. Can a waiver for the facility cost be obtained?
A. Rarely. In June of 2015, the School Board approved a stringent set of criteria for waivers. An organization must meet all three of the criteria to obtain a waiver.
Q. What are the facility waiver criteria?
A. The organization must:
1. Be an RRPS-sponsored team or organization.
2. Be non-profit with NO fees charged to participants.
3. Fundraising only benefits RRPS students/programming.
If you believe your organization meets all three criteria Click here to submit your waiver request.
Q. Can personnel fees be waived?
A. No.
Q. What kind of personnel might my event require?
A. Custodians, Security, Site Administrator, Theater Techs. Not all events require all personnel types.
Q. Is there a consumable fee? (utilities, etc)
A. Sometimes although usually, those fees are part of the facility rental fee.
Q. Are all costs disclosed in advance?
A. Yes. You can either accept or reject the invoice when you receive it.
Q. How long does it take to get a rental agreement?
A. Approximately two weeks.
Q. When is payment due?
A. Ten days within the date of your event if it's a one-time event. For seasonal or monthly events, payment is due on the 10th of every month.
Q. How is payment submitted?
A. All payments must be submitted online via the Community Use Portal. *Please Note: A service fee of 3.95% will be charged by My School Bucks, the service provider processing online payments for Facilities Use rentals.
Q. I'm having issues submitting my online payment who do I call for assistance?
A. If you are having technical issues with the My School Bucks payment portal please call My School Bucks at 855-832-5226 Select option #1 The customer support team is available 7 am - 7 pm EST Monday - Friday. Email: parentsupport@myschoolbucks.com The customer support team will respond to your email within 24 hours of receiving the support matter via email.
Q. Who do I call with questions?
A. Facilities Use Specialist at 505-962-1282 or email at facuse@rrps.net