This article will assist new and existing renters in submitting a reservation request through the Facilitron marketplace at facilitron.com. We’ll walk you through getting started on the platform, searching for facilities and adding dates to your reservation, and completing the checkout process!


Getting Started on Facilitron

While you are welcome to search our available facilities at any time, please note that prior to submitting a reservation request, you must first have a registered account with Facilitron. 

Facilitron uses your registered account to establish which rates or rate category you or your organization should fall under when requesting from specific facility operators.  Please see Requirements for Making a Rental Request for assistance with determining which account type is right for you or your organization.


Searching for Facilities

When searching for facilities on Facilitron, you can search by:

  • Facility type -  gym, pool, field, park, recreation or community center, theater or more

  • Facility location -  city, state, zip code

  • School or school district name -  a specific college, school district or individual school

  • Facility name - field, park or stadium name

To search by facility type or facility location, type the facility you are looking for below What kind of space do you need?, followed by the general location (city, state, zip code) under Where do you need it?  You can also search using just the facility type or facility location.

To search for a facility within a particular school site or district, begin typing the school or district’s name below What kind of space do you need? A dropdown menu will automatically appear with results for you to choose from.

Clicking on the school site or district from this dropdown will bring you directly to their storefront (pictured below).

A school site or district’s storefront will show a carousel of some of their featured schools or facilities. Clicking on a facility from the carousel will bring you directly to the to the facility details page for that facility, where you can view photos, a description of the facility, rental availability, amenities, starting rates, capacity, and a map for where the facility is located. Please see the Adding Dates and Time slots section of this article, or navigate to How To Search For Facilities for additional assistance.

If the facility you would like to reserve does not appear on the carousel, you may continue to search for it in the search bar on the school site or district’s storefront.

You can tailor the search results page with any of the filters listed below in order to find the best facility for your needs.

  1. Facility Owner: This dropdown filter allows you to select which school site or district you would like to view facilities for.

  2. Date and Time: This filter allows you to choose what specific dates you would like to submit a reservation for. Selecting date and time parameters will filter out any facilities that are not available for your requested dates and times.
  3. Map: You may move, zoom in, and zoom out on the map to include additional facility owners in your search.
  4. See All Filters: This option will show additional filters that may be applied to your search, including capacity, distance, facility type, amenities, and equipment.


Facility Details Page

Once you have chosen the facility you would like to submit a reservation for, clicking on it will bring you to the facility details page. Clicking on any of the photos here will open a pop up window that shows additional photos of the space, as demonstrated below. 

        5.  Check Availability/Share: Clicking check availability will scroll to the calendar for you to select your preferred dates/times. You may also click share to showcase a variety of sharing options, including email, link copying, Facebook and X (Twitter).


            6. Rates: This section will show the starting rate for the facility. Please note that if you believe you are to receive special rates, your rate category may need to be changed after a reservation is created. Please see Why am I Being Charged These Rates/Fees? for additional information.

            7. More Facilities...: This pop-up window will provide a listing of other facilities at this particular property. Clicking on an additional facility from this list will automatically bring you to the facility details page for that facility.

        8. Nearby: This area displays other facilities closest to the current facility details page you are on. The See facilities nearby link either leads you to a facility type’s landing page, if one exists, or to search which pre-populates with the location you are currently on.

        9. Select your date & quantity (qty) (not shown above, see image below): Some facility types (such as classrooms or tennis courts) allow for renters to submit a reservation for a set quantity. Please note that the actual designated facility will be assigned at random upon reservation creation. If a specific room is required, please leave a comment on your reservation for the administrators to review, and make adjustments when possible.


Adding Dates and Time slots

You may select as many dates and time slots as available on the facility’s storefront page. Please note that if a date or time slot is grayed out and struck through, that means that the facility is currently unavailable. See "Grayed Out" Or Unavailable Facilities for additional information.

 

  1. If the facility selected offers multiple quantities, select the quantity of facilities you would like to submit a reservation for.

  2. Next, select the first date and time slot you would like to add to your reservation. You may adjust the time slot to the minute and then clink "Continue".

  3. If the requested time slot should be repeated for additional future dates, you may either click select more days, which will allow you to choose the dates yourself, or repeat weekly. Clicking repeat weekly will allow you to designate what days of the week the time slot should repeat on. You can also choose the end date for your reservation here.

    1. Please note that when clicking Add # days to cart, if any dates within the date range selected are unavailable, you will be notified and the dates will be omitted from your cart.

  4. Once all dates and time slots for the selected facility have been added to your cart, the booking summary appears and you may either proceed with adding additional facilities by clicking more facilities..., or proceed to checkout. You may check out in the booking summary area or by clicking the cart icon in the upper right area of the page.

    Completing the Checkout Process
    Once all required dates and facilities have been added to your cart, continue by checking out. 

    1. Person or Organization Booking Event: This field will display the account that you are currently logged in to. If you are affiliated with multiple renter organizations, you have the option to switch the individual or organization responsible for submitting the reservation.

    2. Event Name: Enter a name for your event.

    3. Event Type: This dropdown will show a list of possible event types. Choose the event type that most closely resembles the activities that may take place at your event.

    4. Number of Attendees: Enter the total expected number of persons attending your event.

    5. Application Questions: Depending on the facility owner and type of facility, you may encounter various application questions. Please answer these questions as completely and accurately as possible in order for the facility owner to process your reservation request effectively.

    6. My dates and times are flexible: Selecting this option will let the facility owners know that you are open to adjusting your dates and time slots in order to proceed with your reservation. 

    7. Continue: Once all required information has been completed, click Continue to proceed to the next step. 

Continuing the checkout process, you will be directed to the event insurance and optional services & equipment portions of the checkout process. This page will show the specific insurance requirements for the facility owner to whom you are submitting a request. 

Please note that insurance from Facilitron may be available for purchase at this stage, if it is offered by the facility owner. You can also provide your own insurance at the end of checkout, or prior to your event. Insurance is typically required in order for your event to be approved.

You may also select any optional services & equipment before proceeding in the checkout process by clicking Continue. 

A pop-up will appear with the facility wwner’s terms and conditions. Please review and agree to the terms and conditions, and proceed by clicking Submit. 

The payment page will appear next. Here, you have the option to either proceed with paying a percentage of your reservation’s estimated total or the full amount. You can pay by using credit card, eCheck, or PayPal payment methods.


Please note that paying by card and PayPal may include a 3.5% payment processing fee. Paying by eCheck will result in a flat $0.95 payment processing fee.


You may save this payment method for future use. You can also set it as your default payment method. The order summary widget on the right hand side will show the total amount for which you are making a payment. When you have filled in all the necessary information, click Submit to finalize the checkout process.

If you are anticipating special rates, or if you wish to request the facility owners to review the estimated rates, you can submit your reservation request without making an initial payment. To complete this process, choose "By Mail" as your preferred option.

Selecting this option will not necessitate payment for the reservation through the mail; it will simply enable the creation of the reservation without requiring initial payment. However, if you wish to pay by mail for your reservation, please take note of the check or money order instructions on this page.

Once you have confirmed your payment method, click Submit to complete your reservation request.


After Reservation Creation

After submitting your reservation request, you will receive a confirmation page that includes your reservation ID or number. 

Here, you may also enter additional instructions, comments, or questions for the Facility Owner to review and advise.

If Facilitron insurance was not available at checkout, or instead you prefer to use other liability insurance, you may upload your certificate of insurance (COI). A valid COI is required for all reservations prior to the start date of the event.  

Your confirmation page will include the "Go to Request Management Page" button at the bottom. Clicking this will bring you to the reservation details page, where you can review your dates, time slots, fees, request for changes, leave comments or questions for facility administrators, and more!

Please note that requests are subject to approval by the facility owner and other terms and conditions before a use permit is issued. Facilitron does not determine the availability or payment policies, and unfortunately, reservations are occasionally declined due to internal scheduling conflicts that the facility owner did not add to the system. We work to collaborate with facility operators to minimize such occurrences whenever feasible.