Building Use Application

Confirm Space Availability

You can find each building’s address and main office phone number HERE. Once you have determined the facility you would like to use and prior to filling out a School Building Use Application, call that school to confirm space availability. If available, ask that school for the email address you should use to submit a School Building Use Application. The School Building Use Application is meant to be completed electronically. 

Completing the Facilities Use Form

Blank School Building Use Application

Use the following instructions to complete your application:

1. Fill in the EVENT DETAILS and ORGANIZATION INFORMATION sections providing as many details as possible.
   • Be sure to consider all associated rental fees when budgeting for your event. Stamford Public Schools Rental Rates: (Stamford Public School Rental Rates) If you have any questions or need clarification, email Facilities at BOEPermits@StamfordCT.gov.
     • Auditorium rental requires the use of a Stamford Public Schools Technical Consultant and a fee to be borne by user. Contact Facilities at BOEPermits@StamfordCT.gov for information and consultant rates.
     • Community Relations – Use of Building, Grounds, and Equipment: (Policy 1330 - Printable version)
     • Community Relations – General Regulations for Use of School Facilities: (Policy 1330R - Printable version)
2. Download and save a PDF version of your in-process School Building Use Application.
3. Email the PDF of your School Building Use Application to the desired school for their approval. 
   • Include the NAME and DATE of your event in the subject line of your email.
   • If approved for your event, the school will provide a permit number and the principal’s signature on the School Building Use Application and will email it back to you.

Downloadable Facilities Use Form Directions

Obtain Approvals from Required City Departments

After the school has provided a permit number and the principal has signed off, you will need approval from certain City departments. All departments can approve with an electronic signature and will email approval back to the applicant. Email your in-process application PDF to each of the necessary departments.

• All applicants need approval from the Police Department and Risk Manager. A Certificate of Insurance shall be provided to the Risk Manager with your School Building Use Application approval request. 
  • Stamford Police Department: PD-BOE-PERMIT@StamfordCT.gov
  • Risk Manager: RISK-BOE-PERMIT@StamfordCT.gov
• IF attendance will exceed any space capacities, special effects will be used (smoke machines, fog machines, any type of pyrotechnics), or a food truck will be present, you must get approval from the Fire Marshal.
  • Fire Marshal: FM-BOE-PERMIT@StamfordCT.gov
• IF there will be a food truck or food other than packaged snacks present during your event, you must get approval from the Health Department. 
  • Health Department: HEALTH-BOE-PERMIT@StamfordCT.gov

E-Mail Completed Form to Facilities for Final Review

Once you have all the necessary agencies’ approvals, email all pages of your application in one email to BOEPermits@StamfordCT.gov for final review. Do not email your application to Facilities for final review and approval until the school and all necessary City departments have approved your event. Include the PERMIT #, NAME, and DATE of your event in the subject line of your email.

Facilities must receive your completed School Building Use Application with all school and required City approvals a minimum of two weeks before the date of your event or the first day of play (for sports) to be considered for a permit.During final review, Facilities will provide an estimate of the rental fee on the approved School Building Use Application.

• Rental fee includes an estimate of energy surcharges, custodial hours, rental space charges, and, if required, a Technical Consultant fee. 
• Facilities reserves the right to assess additional fees after the event if use extends beyond the original scope provided. 

Upon final approval, Facilities will notify the applicant and the Principal and Head Custodian at the location of the upcoming event. 

• Facilities will notify the applicant and the Principal and Head Custodian at the location of the upcoming event.
• The completed application is now considered the event permit

All estimated fees associated with school and/or field use must be paid prior to the event or first day of play for sports.

All payments shall be made to the City of Stamford. Please send payment to:

Board of Education – Facilities Department, 3N
Sheena Lamontagne
888 Washington Blvd.
Stamford, CT 06901

Cancellation requests must be made 48 hours in advance of the event or estimated rental fees will be forfeited.