Facility Use Requests

All facility requests are now made online through ML Schedules.


Thank you for your interest in our facilities. Our buildings and outdoor spaces are valuable community assets and many civic and community groups use them for meetings, youth programs and wide variety of other events. We are glad to accommodate these groups whenever we can. If you would like information about which space might be most suitable for your use, or have other questions, please contact our Facility Coordinator, Jeff Monroe.

You can contact him via:
Phone: 360-482-2323 ext. 3152 or
Email: [email protected] 


If you choose to reserve space in one of our buildings or outdoor areas, please keep in mind that depending on the event, location, dates and times fees may be charged for the facility use, as well as, to offset custodial, kitchen or technical support costs. See our fee schedule here. Any organization using district facilities must meet insurance requirements and have a current Certificate of Insurance on file with the Elma School District. An account is inactive until these documents have been provided in person or uploaded to Jeff Monroe Facility Coordinator

Please review our
Facility Use General Guidelines to see expectations for acceptable practices and uses.

STEP 1:  All facility use requests are completed online. The first step needed to make an online facility use request is to create an ML Schedules user account. You can do so by clicking the icon to the left. 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. Please use the links below to access new account creation, tutorial video, or Community User Quick Start Guide.


MLS New Account Registration

STEP 2: Once your account is created you can start making facility reservations using ML Schedules. Click the icon below to reach the log-in screen. The video below will further explain the reservation process, as will the Community User Quick Start Guide.


MLS Account Log-in


  • Following receipt of the Certificate of Insurance and review of availability, a confirmation will be emailed to the address provided when you created your account.
  • If you need to make a change once your reservation has been submitted and/or confirmed, please contact Jeff Monroe.

Legal Disclaimers  

Hold Harmless Clause: The User(s) undertakes and agrees to indemnify and hold harmless the school, school board, school board elected and appointed officials, administrators, principals, teachers and all other school employees, volunteers or representatives, and all persons and bodies corporate acting for or on behalf of them, against all liability, claims, demands, actions, suits, damages, proceedings, costs and expenses (including reasonable attorney fees) whatsoever (including injury to persons and damage to property) for which they may be or become liable directly or indirectly arising out of the use of School premises by the User(s) (or the servants, agents or invitees of the User/s)), and for such further sums in excess of those contained in any insurance policy procured by User(s) relating to the use of the School premises or for such amounts as may not be payable under any such insurance policy.

Certificate of Insurance: The User(s) is to take out and maintain current throughout the term of this agreement a General Liability insurance policy with a reputable insurer, having an A.M. Best rating of A- or better, in which (a)  the School is indemnified in an amount not less than $1 million for any claims whatsoever (including injury to persons or damage to property) arising out of the use of the School premises by the User(s);  (b) the School is named as an Additional Insured under the policy; and (c)  the policy or a certificate of insurance must be produced to the School prior to use of the facilities.  User(s) and the School agree that any insurance policies procured by User(s) that provide benefits or protection for the School shall be primary and that any policies procured by School that might happen to provide protection or benefits to the School arising out of User's use of the School premises shall be excess.

Cancellation: The Elma School District encourages the use of facilities by a variety of groups. However, the district discourages groups from reserving facilities and then not using them. This practice restricts other potential users from gaining access. Therefore, the school district will charge $25 for each occurrence that a facility is reserved but not used. If the total charge for one school year reaches $100, the group will be removed from the approved users list (if they are on that list) and may jeopardize future use of facilities. Cancellations will be accepted by calling the District Office up to seven days prior to the event. Cancellations may also be accepted on an emergency basis with prior approval at the District Office. Cancellations due to inclement weather will be considered an emergency. 
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