Jane Doe Office: 877.868.3833 Email: jane@schooldude.com Thank you for your time!

1. The Efficient Event
Find Savings with Excellent Event Management
Brad Hunter
brad@schooldude.com
Join the Conversation
www.twitter/schooldude
#SavingsSummit

2. Cost Recovery Study
Analysis of 1,000+ school districts, colleges
and private schools, including interviews
Focused on how educational professionals are
coping with
– Demand for community use of school facilities
– Financial burdens on budgets and operating
staffs due to the growing use of school facilities
by the community
– Sentiment that school facilities should be used
more frequently because taxpayers and other
RECOVERING COSTS FOR THE stakeholders have invested billions in these
COMMUNITY USE OF OUR SCHOOLS:
A White Paper Examining the Successful assets
Implementation of Cost Recovery
Programs in our Schools.

3. Event Scheduling is Complicated!

4. Is Your Process Efficient?
60% of schools experience time wasted related
to event management coordination and
communication problems.
– Interruptions – phone calls, emails, drop ins
– Paper forms and calendars
– Keeping all parties informed about event
approvals and schedule changes
– Coordinating internal event resource personnel
– Data entry and manually generating invoices

5. It is also very Costly!

6. What does it Cost?

7. What measures are schools taking to
offset the impact of rising costs?
• Implementing energy conservation measures
• Restructuring transportation programs such as bus
routing or cutting back on student and staff trips
• Cutting supply and textbook purchases
• Hiring freezes or eliminating positions
• Eliminating or modifying athletic events and offerings
Source: AASA Survey

8. Community Use getting press…
Newspaper Publisher’s opinion:
“While many are making the argument that the school district is
robbing Peter to pay Paul, we believe it is fairer to charge those
actually using the facilities more than to spread the increasing cost
of facility use across the community through taxation.
With teachers having to pay out‐of‐pocket for classroom supplies,
schools not having enough money to purchase necessary books and
the school district more heavily relying on the fundraising efforts, it
is no longer feasible for groups not affiliated with the schools to use
district facilities without paying enough.
We do encourage the school district to be sensitive to community
groups' needs and just recover the costs of facility use, not make a
profit.”

9. Good News!
Excellence In Event Management is Achievable

10. Best Practices
• Identify an Advocate
• Create a Policy
• Start Small and Gain Buy‐in
• Automate Processes
• Identify Potential Risks
• Recover Your Costs*
*We’ll talk about more later
Source: Recovering Costs for the Community Use of Our Schools
© Copyright 2008 SchoolDude.com, Inc. All rights reserved.

11. Advocate: A Lot To Think About
• Is your building policy up to date?
• Is your building policy working?
• Are you recovering the costs of events?
• Are the correct people involved?
• What is your relationship with the community?
• Are events a drain on your already limited
resources?

12. Best Practices
• Identify an Advocate
• Create a Policy
• Start Small and Gain Buy‐in
• Automate Processes
• Identify Potential Risks
• Recover Your Costs*
*We’ll talk about more later
Source: Recovering Costs for the Community Use of Our Schools
© Copyright 2008 SchoolDude.com, Inc. All rights reserved.

13. What is Your Policy
Sample from: http://www.schooldude.com/resources/
• Community groups may be permitted to use School District
facilities for educational, cultural, civic or athletic purposes
when such use will not interfere with school programs and is
not dangerous or detrimental to the public welfare.
• A facility user or rental fee, approved by the Business
Manager of School District, will be charged to help defray the
cost of using School District facilities and to preserve the
education budget.
• The priority of building use is set forth below with Group A
having first priority and Group D having last priority.

14. Start Small – Gain Buy In
• How do you get started?
• Build support with Site Contacts – How do you
do it? Which site do you start with?
• Distribute Event Management – balance
between what can be centralized and distributed
• Establish Presence at event – Do you do that
now? Why do it?

15. Automate Requests
Who can make a
request?
• Internal Users
– Faculty/
Admins.
– Teachers/
Professors
– Athletics
• External Users
– Community
Groups (via
CommunityUse)

16. Automating EMS Settings
• Automatically
set rooms to
occupied
status
• No longer
have to
gather a
calendar and
do overrides!

17. Identify Potential Risks
Public Relations
– Inconsistent practices/procedures/policies
– Double booking
– Failure to notify school staff of event
– Canceling an event due to maintenance issue
– Making it difficult to use school facilities
– Failing to communicate expectations
– Not knowing who is in the buildings

18. Identify Potential Risks
Personal Injury
– Activity not appropriate for area being used
– Inadequate supervision
– Equipment / area poorly maintained
– Infrequent inspection of areas

19. Identify Potential Risks
Property Damage
– Activity not appropriate for area being used
– Inadequate supervision
– Equipment / area in poor condition
– Infrequent inspection of areas
– Knowing when the damage occurred
– Inadequate insurance coverage

20. Recovering Your Costs
Source: Recovering Costs for the Community Use of Our Schools
© Copyright 2008 SchoolDude.com, Inc. All rights reserved.

21. Develop Tiered Fee Structures
Establish a simple
fee structure:
–What type of
group? (Non‐profit vs.
For‐profit?)
–What type of area?
(Gym vs. softball field?)
–What type of
facility? (Elementary
school vs. arts center?)

22. So what’s the opportunity?
• Average $15.65/student – Cost Recovery
– Top 10% > $28.62
– Bottom 25% < $1.52
Invoice/Student (2009)
$200
$150
$100 Total
$15.65
$50
$0

23. How much $$$ could you be
recovering?

24. Cost Recovery Over Time

25. Size Doesn’t Matter!
Fairfax County Public Schools, VA
• 164,000 students
• 250,000 annual events
• $3.1M recovered costs
Tamalpais Union, CA
• 3,900 students
• 4,000 annual events
• $240K recovered costs

26. The Costs?
A minimum of $106,000
The average 3,000 student
institution would charge less
than $40,000
How would you translate this?
– Equals a cost of over
$50/student
– How many salaries could this
fund?
– How many textbooks could this
have provided?
– What programs or services could
this have saved?

27. Resources
SchoolDude’s Whitepaper:
Recovering Costs for the Community Use of Our Schools
Don’t miss these webcast archives:
– Roadmap to a Successful Event Management Program
– More Efficiently Manage Community Facility Requests
– Find Savings by Integrating BAS and Facility Event Schedules
Don’t miss these helpful tools:
– Sample facility use fee structures
– Sample bill rate sheets
– Sample facility use agreements / applications

28. Cost Recovery Study
Analysis of 1,000+ school districts, colleges
and private schools, including interviews
Focused on how educational professionals are
coping with
– Demand for community use of school facilities
– Financial burdens on budgets and operating
staffs due to the growing use of school facilities
by the community
– Sentiment that school facilities should be used
more frequently because taxpayers and other
RECOVERING COSTS FOR THE stakeholders have invested billions in these
COMMUNITY USE OF OUR SCHOOLS:
A White Paper Examining the Successful assets
Implementation of Cost Recovery
Programs in our Schools.

29. Remaining Questions?

30. Contact Us!
Brad Hunter Friend us on Facebook
www.facebook.com/schooldude
Regional Manager
Follow us on Twitter
Office: 877.868.3833 www.twitter/schooldude
#SavingsSummit
Email: brad@schooldude.com