Public Use of BTCS Facilities

The Department of Facilities and Maintenance is charged with the responsibility of managing the use to the facilities after 4 p.m. on weekdays and all day on the weekends. Any member of the public wishing to use a BTCS facility should contact the department to obtain a contract.The Administrative Guidelines, required by the School Board policy, govern the non-school use of BTCS facilities. All users must read, understand and comply with the Administrative Guidelines. The Administrative Guideline is available in the file drawer at the bottom of this page.

Public Facilities Closed for Thanksgiving Break : BTCS facilities will not be available for public use from Wednesday, November 23rd, 2016 through Sunday, November27th, 2016.

Public Facilities Closed for Christmas Break: BTCS facilities will not be available for public use from Friday, December 23, 2016 through Sunday, January 1, 2017.

Please note changes in the Procedure for Non-School Use have occurred. Please see the Procedure in the folder at the bottom of the page!

Please Note that Viking Hall is not available for public use.


Please note: For large groups, BTCS will supply a porter to open and close the faciity, stock restrooms and to clean up. The cost of suppling this porter and the cost of the after event clean up will be paid by the Public User.

Please note: A contract is required when an non-school group uses any outside areas of school properties.  These areas include but are not limited to; Vance Practice Field, THS Practice field, outside areas of Haynesfield, Avoca, Holston View and Fairmount.  The process and requirements to obtain a contract are the same as for inside areas and must be completed in a timely manner.

Please note: It is the responsibility of the user to review the contract for accuracy. It is the responsibility of the user to contact the Facilities and Maintenance Department about requesting changes to the Contract at  (423) 652-9447  or at least three business days prior to the date of the change. Changes communicated to any school personnel other than Ms. Brandi Detrick will not serve as adequate notice to allow the change to be made. Failure to notify us of changes in adequate time may cause cancellation of the contract.

Suggestions to make the process easier:

  1. Read the Procedure for Non-School Use ( See the folder below) , and be prepared to sign and comply with them.
  2. Contact the Department of Facilities and Maintenance at 652-9447 or by email at Please contact us at least ten (10) business days prior to the event. For users with more than 25 spectators and participants, please compete all of the requirements for your contract no later than five (5) business days before the first day of use, including payment of any usage fees.Please have an idea regarding which facility you wish to use and when you wish to use the facility.
  3. Check with your insurance carrier. An insurance certificate must be supplied to BTCS listing us as Additional Insured. This may take a day or two to obtain.
  4. For users with more than 25 spectators and participants, please allow extra time to schedule and meet with the facility's principal.
  5. For users with more than twenty-five spectators and participants, please be aware of the requirement for chaperons, police officers, and usage fees. 
  6. For groups that have the potential to impact the cleanliness of the school, the user will be charged the cost of a day porter during the event and for after event clean up. The user will not be allowed to clean up after the event.
  7. After your contract is issued, keep a copy of your contract and any changes to the contract with you. You will not be allowed to use the facilities except at the times and places outlined in your contract.
  8. Any requested changes to your contract need to be made at least three (3) business days prior to the change. Communicate this request with Ms. Detrick.  Communications with any other party than Ms. Detrick will not be recognized. Changes to your contract will be communicated to you by email. Keeping track of these changes is your responsibility.

Contact Information

For more information about the use of Bristol Tennessee City Schools facilities, contact the Department of Facilities and Maintenance at (423) 652-9447, Fax (423) 652-9573, or Our mailing address is 1000 College Avenue, Bristol, TN 37620.

Folder Guidelines and Forms (2 Files)
Download Facility Limitation Forms
Download Procedure for Non-School Use of Facilities

The Bristol Tennessee City School System does not discriminate on the basis of race, religion, color, national origin, sex, disability, or age.