Facility Rentals

List of 22 frequently asked questions.

• How far in advance of my event should I submit a Rental Request?

  Rental requests should be submitted at least two weeks prior to the event to allow adequate time to obtain approvals and prepare agreements.
  Note: Our fields book quickly. Field rental requests are accepted as follows:
  Beginning December 1 for March 1 - May 31 rentals
  Beginning January 15 for June 1 - August 31 rentals
  Beginning July 15 for September 1 - mid December rentals
  Beginning November 1 for January 2 - February 28 rentals

• Is insurance required?

  Yes. All rental groups must provide the school with a Certificate of Liability Insurance naming Friends School of Baltimore as an additional insured for the time the group will be using our premises. Friends School requires a minimum policy limit of $1,000,000 per occurrence and $2,000,000 aggregate limit.  The policy must include $1,000,000 per occurrence Sexual Abuse and Molestation (SAM) Coverage.
  If a group is unable to provide a Certificate of Liability Insurance, please contact the Auxiliary Enterprises Office: 410-649-3209 or ae@friendsbalt.org.

• When are payments due for rentals?

  All deposits and payments must be made by the dates listed on the Campus-Use Agreement. We accept payment by cash, check or money order made payable to Friends School of Baltimore.
  Note: We are only able to hold dates for 10 days after a contract is issued. Your signed contract and deposit must be returned within 10 days to guarantee space availability.

• How far in advance of my event do I need to submit AV (audio/visual) and technical support requests?

  Rental groups requiring microphones, projectors, or other AV equipment or technical support should make the request on the Facilities Rental Request Form. Requests must be received at least five business days prior to the event. Media (slideshows, music, etc.) needs to be provided at least five business days prior to the event to allow time for testing and configuration.

• Will Friends School advertise my event?

  No, we do not promote any rental group’s event. We reserve the right to review and approve all forms of advertising or publicity in which Friends School’s name or likeness is used.

• Will other events be taking place on campus at the same time as my event?

  Friends School has an active campus, and we often have multiple events and activities taking place at the same time. Note: Due to School and Summer Camp operations, rentals typically cannot occur during school/camp hours.

• Is parking available?

  Yes. Rental groups may use the campus parking lots, and handicap accessible spaces are available. Parking should be in the lined, designated parking areas/spaces.  Parking may be limited due to other events taking place on campus.
  
  

• Is security on campus during my event?

  Security Staff is required and will be on campus during all events.

• What happens in case of inclement weather?

  When school is closed due to inclement weather, all facilities are closed. To confirm closures, please call the Weather Line: 410-649-3311 or check the school’s website: www.friendsbalt.org.
  Fields must be cleared during lightning or severe weather.

• When can my group arrive on campus for our event?

  All setup must take place within the rental time frame.
  Groups should not arrive prior to their scheduled start time.
  
  

• How long can my group remain on campus after our event?

  All cleanup must take place within the rental time frame. Friends School facilities are to be vacated immediately at the conclusion of the event.

• Are restrooms available?

  Yes. All rental locations, including the fields, have restrooms available.

• Is there a first aid kit available for my group to use during our event?

  Rental groups must provide any medical and first aid equipment needed for participants.
  Friends School has 9 AEDs available throughout campus. We do not provide any other medical or first aid equipment or personnel.
  
  

• Can groups sell tickets?

  Yes, groups may sell tickets. Groups are responsible for all sales, and sales may not exceed room capacities.

• Can groups sell concessions or other items on campus?

  Groups may sell concessions or other items on campus if authorized in the Campus Use Agreement. Any concessions must be approved in advance.

• Can groups serve food on campus?

  Food can be served in several locations on campus, which will be specified in the Campus Use Agreement.
  Food may not be prepared or cooked on campus.
  
  

• Can groups serve alcohol on campus?

  The sale of alcohol is prohibited on campus. The serving or consumption of alcohol is prohibited, unless specifically authorized in the Campus Use Agreement.

• Are animals allowed on campus?

  Animals must be leashed at all times on campus. Animals (except service animals) are prohibited on the athletic fields and in campus buildings.
  
  
  

• Can groups use the scoreboards?

  No. Scoreboards on the fields and in the gyms are not available for rental groups.

• Are any items or activities prohibited on the Friends School campus?

  Yes. Here is a partial list of prohibited items/activities campus-wide:
  

  • Unleashed Animals – except service animals
  • Loud and/or amplified music (outside only)
  • Food preparation or cooking
  • Illegal use of drugs
  • Use of alcohol or tobacco products 

  In addition, these items are prohibited on the athletic fields:
  

  • Paint, temporary or permanent
  • Food and/or beverages (except water)
  • Gum
  • Glass 
  • Metal cleats
  • Vehicles – including motorcycles, mopeds, bicycles, roller skates and roller blades

• Can my group store items on campus for recurring or future rentals?

  No campus storage space is available for rental groups.

• Is it my group’s responsibility to clean the campus space after our event?

  Groups are responsible for removal of all trash, signs, and equipment immediately following the event. Housekeeping or maintenance staff will be responsible for all other cleaning.