Facility Rentals at Whitfield

Whitfield is glad to share its space with organizations in St. Louis, particularly those with missions that align with ours, or organizations that benefit our students. Below please find the process to submit a facility rental request and an overview of facility usage.

Facility Rental Request Form

A Facility Rental Request applies to:

Any external organization that would like to use Whitfield’s facility.
A Whitfield teacher or coach who wants to use a Whitfield space on behalf of an external group.
A Whitfield teacher, coach, parent, or student who wants to use a Whitfield space for a personal, for-profit endeavor.

Request & Approval Process:

External groups requesting to use Whitfield’s facility must submit this Request Form.
A representative from Whitfield will reply to inquiries within one week (5 business days).
Standard facility rental requests may be approved with the initial reply.
Approval of more complicated requests will require review by Whitfield's Event Committee.
Any group requesting space for a regular, repeating meeting or event must annually submit a request for renewed approval. A decision will be made based on fulfillment of the guidelines below and the availability of our space.

For all requests, the following guidelines apply:

Facility rentals may not occur during the school day (week days, 7:30 am - 4:30 pm).
All athletics spaces are typically available beginning at 6:00 pm (subject to approval).
The primary spaces available are listed in the matrix below. Specific spaces may be available upon request. In nearly all situations, please expect access to the main building denied.
Whitfield will not displace its students, faculty or athletes to accommodate a facility rental request.
To maintain long-term usage, an organization and its participants must remain in good standing (tidy up after usage, pay fees in-full in a timely manner, maintain open lines of communication, maintain upstanding behavior by leadership and participants, etc).
Whitfield reserves the right to use any space on its campus at any time. Should it need to use a space otherwise reserved for an external group, it will provide advance notice to the extent possible.
Whitfield reserves the right to terminate a Facility Rental Agreement at any time for any reason. Whitfield will provide advance notice to the extent possible.

RENTAL AGREEMENT OVERVIEW

Fees

Most requests will be subject to rental fees according to the Space & Pricing Overview below.
Groups are expected to make timely payments in full.
In some instances, fees may be waived for events hosted by Whitfield faculty or staff.
Groups must also cover any additional costs incurred for excessive maintenance, cleaning, or security services due to facility rental.
Deposit: all groups are required to pay 50% of fees as a deposit.
Cancellation: in the event of a cancellation more than two weeks in advance of the event, the deposit will be returned in full. If an event is canceled less than two weeks in advance, the deposit will not be returned.

Insurance & Liquor License

Services provided by Whitfield

Whitfield will provide the following to approved rental requests:

Security guards (fees for guards needed above and beyond Whitfield’s normal operation at the day/time of the event will be the responsibility of the renting group).
Basic facility cleaning (fees for cleaning needed above and beyond Whitfield’s normal operation at the day/time of the event will be the responsibility of the renting group).
Trash and recycling receptacles.
Furniture that “lives” in the identified rental space.

Services not provided by Whitfield

Organizations are responsible for the following:

Securing all rentals and coordinating delivery pick-up (in consultation with Whitfield’s Event Committee).
All food and beverages (and equipment for storage and serving).
A liquor license (or caterer responsible for holding the liquor license and serving your guests) if you plan to serve alcohol.
All event signage.
AV equipment and services not provided by Whitfield.
Decorations; the following decorations are not permitted: glitter, poppers, confetti of any kind, glow sticks.
All event set-up and tear-down (including removal of all decorations, signage, etc.).

If any delivery/pick-up/service needs to be scheduled outside of the rental day/time, it must be pre-arranged at a mutually agreed upon team between the organization and Whitfield’s Event Team.

Available Technology/AV

SPACE & PRICING OVERVIEW

All spaces have a four (4) hour minimum rental fee. If you would like to rent a space for more than four hours for an event such as an athletic tournament or college/camp fair, please send your specific space needs and preferred dates to events@whitfieldschool.org. A representative will contact you directly to share more information and pricing.

Event Space	Maximum Occupancy	Event Usage (price for up to 4 hours)
Woods Hall	600	$750
Schmitter Gallery	300	$750
Cady Gymnasium	750	$750
Practice Gymnasium	100	$300
Dining Room (nut-free space)	150	$300
Intellectual Commons “IC”	75	$300
Classroom	24	$100

Event Space	Maximum Occupancy	Recurring Usage (price for up to 2 hours)
Woods Hall	600	$300
Cady Gymnasium	750	$300
Practice Gymnasium	100	$100
Dining Room (nut-free space)	150	$125
Intellectual Commons “IC”	75	$100
Classroom	24	$50

ADDITIONAL EQUIPMENT & SERVICES

If services are required above and beyond Whitfield's regular operation, fees for those services will be incurred at the rates listed below.

Equipment/Service	Hourly Rate
Cleaning	$50 - $150
Security Fees	$30 - $60
Technology Equipment	$250 (flat fee)
On-site Technology Support	$225

School Calendar

Athletic Calendar