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Building Use Process & Updated Fees 26/27

MEMO

TO: Future Facility Renters

FR: Eric Tracy, Superintendent

DT: March 6, 2026

RE: Facility Rental Fees Updates

On January 22, 2026, the HWRSD School Committee approved updated rental procedures and increased fees for facility rental throughout the district. These changes take effect immediately.

The district has conducted a comprehensive review of our rental schedules compared with those of neighboring schools. These changes are designed to streamline our operations and create a sustainable revenue stream to support the maintenance of our fields, buildings, and equipment.

Key Changes to Rental Procedures:

  • All rentals, regardless of category, now require custodial coverage for the full duration of the event (including setup and breakdown). This fee is mandatory and cannot be waived. Events requiring additional setup/cleanup may increase the custodial charge
  • We have eliminated minimum rental times. However, groups are now required to pay for one additional hour before and after their event to account for necessary setup and breakdown.
  • Renters serving food to the public must coordinate with the Hamilton Health Department to obtain necessary permits. 
  • Pets (except service dogs), smoking, alcohol, and drugs are strictly prohibited on all campus properties, including athletic fields.

2026-2027 Rental Fee Highlights:

  • High School/Middle School Gym & Auditorium: $100.00/hour
  • Elementary Café/Gym/Auditorium: $75.00/hour
  • Turf Fields (Stadium/Multipurpose): $100.00/hour
  • Grass Fields: $50.00/hour
  • Custodial Staffing: $70.00/hour (Mandatory)

While many fees have been adjusted, the district continues to support local community groups. The table below outlines the rental fee adjustments by category:

Group Category

Description

Rental Fee Per Hour

Category 1 – School/Town Sponsored

School or town-sponsored groups, municipal events, school clubs, Friends meetings

Fee Waived

Category 2 – Short-Term Community Use

Local nonprofit groups, town  youth sports, and community meetings (less than 5 weeks)

Fee Waived

Category 3 – Adult Leagues / Non-Resident Long-Term Rentals

Groups renting for 5+ weeks (e.g., Adult leagues, recurring classes)

Full Rental 

Category 4 – For-Profit Rentals

For-profit businesses, private events, and commercial organizations

Full Rental 

For a complete list of the updated fees and detailed rental procedures, please refer to the HWRSD Fee Schedule below.

We value the role our facilities play in the community and look forward to hosting your future events. If you have any questions regarding these changes, please contact Tricia at 978.468.0439.

2026-2027 Approved Rental Fees

HS Cafeteria

 $50.00 Hourly    Café/Gym/Auditorium  $75.00 Hourly
MS Cafe/Multi $50.00 Hourly    Kitchen (Additional)  $25.00 Hourly
Kitchen (Additional)  $25.00 Hourly    Library  $50.00 Hourly
HS/MS Gym $100.00 Hourly    A/V Rental  $25.00  Flat Rate
Auditorium  $100.00 Hourly    Field Use  $75.00 Hourly
Conference Rooms $25.00 Hourly    Lots/Driveways $50.00 Hourly
*A/V Rental  $25.00 Flat Rate   Classrooms  $50.00 Hourly
*Equipment Rental (chairs/tables)  $10.00 Flat Rate        
Library  $50.00 Hourly         
Ed Fund Stadium Field  $100.00 Hourly         
Multipurpose Field $100.00 Hourly         
Softball Field  $100.00 Hourly         
Grass Fields $50.00 Hourly         
Tennis Courts $100.00 Hourly         
Classrooms $50.00 Hourly         
             

 

Staffing Fees

(Mandatory Staff) 

Custodian 

$70/HR

Tech Director 

$80

Tech Intern 

Stipend

Computer Lab Tech 

$25

Food Service Director 

$70

 

Staffing Fees HWRSD Building / Equipment Rental Procedures

  • Access to school kitchens is permitted only with prior approval from the Director of Nutrition Services. If approved, an additional fee will apply. 
  • Upon receipt of the invoice, all payments must be made to Hamilton-Wenham School 
  • District.  
  • Groups working with third-party vendors (catering groups, florists, etc.) must provide the vendors’ certificates of insurance, again naming the school as an additional insured.  
  • Any rental group planning to sell, serve, or distribute food to the public as part of their event must contact the Hamilton Health Department in advance to determine whether a Temporary Food Permit or any other health-related approval is required.  
  • Rentals are scheduled on a first-come, first-served basis. 
  • All setup and cleanup must occur within the rental period. Field and gym spaces are booked back-to-back; therefore, the rental time frame includes setup, cleanup, warm-up, and related time.  
  • Participants in rental programs should not arrive on campus more than 15 minutes before the start of the rental period. At no point is HW responsible for underage participants who have been dropped off without a caregiver being present.  
  • Rental groups must remove all property upon leaving the premises.
  • Tables and chairs can be provided on request at cost to the rental group. 
  • Smoking, alcohol, and drugs are not permitted on the campus.  
  • Pets are not allowed on campus at any time, including athletic fields, except for service dogs.  
  • Groups accept the facilities in their as-is condition and acknowledge that the school is not obligated to prepare them for use by a rental group.  
  • INCLEMENT WEATHER: When the school is closed due to inclement weather, all facilities, including the gymnasiums, will be closed.  

MEDICAL AND HEALTH NEEDS Rental groups assume all financial, legal, and medical responsibility for their staff, invitees, and attendees, and must ensure that the designated representative responsible for medical needs has current first aid and CPR certification. The rental group must provide any medical equipment needed for participants. Except for the AED, the school will not provide medical equipment (e.g., inhalers, EpiPens). 

Original Memo Linked HERE.