Wenatchee School District Facility Use Request

For each user group's application period, please see below for more information.

All user groups will be required to create an account in Master Library Schedules in order to reserve facilities. 

Groups that reserve for practice/games and tournaments will need to create two accounts: 1) practice/games account and 2) tournament account.

Facility Use

The district recognizes that our school facilities are valuable assets to our community. We are committed to making them available for public use to foster community engagement and support local activities.

We encourage positive use by other community and non-resident groups, as long as these activities do not conflict with emergency conditions or prioritized events.

District students and events take priority over all other user groups. If there is a scheduling conflict, any regularly scheduled school activity or district sponsored community event shall have priority use of district facilities. Every attempt will be made to notify the facility user in advance of schedule conflicts so that events may be rescheduled or relocated.

Scheduling Priority

The priority levels for scheduling facility use are as follows:

First Priority

• Group 1 - Wenatchee School District Internal

Second Priority

• Group 2 - District Partners (PTO, PTA, Boosters, etc.)

Third Priority

• Group 3 - Government
• Group 4 - Non-Profits (includes youth service/athletic organizations)

Fourth Priority

• Group 5 - Commercial Enterprises

Application Period

Application Process

Requests must be submitted through ML Schedules no later than two weeks prior to the first date of requested use.
For questions or information on WSD Facility Reservations please email: facilities@wenatcheeschools.org

Requests submitted outside of the current season will be accepted, but they will not be reviewed until the start of the season.

At no time may any facility user sublet district facilities to a third party.

Required Documentation

User Groups will be required to submit certain documentation before facility use approval.

Outdated or expired documentation will not be accepted as valid proof.

Required documentation is outlined as follows:

Insurance
Groups 2, 3, 4, and 5 are required to provide proof of insurance.

The following requirements must be met:

• Insurance Document: Certificate of Insurance
• Coverage amount: The requesting organization or individual agrees to provide evidence of insurance in a form of a certificate for limits of not less than one million dollars ($1,000,000) combined single limit. 
• Additional insured named: The certificate shall name the Wenatchee School District, its officers, directors and employees as additional insureds, and provide not less than ten (10) day’s notice of cancellation or material change.
• Date: Proof of insurance must be valid as of the date of the event.
• Certificate of Insurance Information Form

District Partners
Parent Teacher Associations (PTAs) and Parent Teacher Student Associations (PTSAs) must register with the National PTA and the Washington State PTA. They are required to obtain 501(c)(3) or (4) status. 

Booster Clubs and Parent Teacher Organizations (PTOs) must register as non-profit organizations with the Washington Secretary of State and obtain 501(c)(3) status.

Non-Profit Status Verification
Proof of non-profit status must be provided to the district to qualify for non-profit status.

Non-profit groups or organizations must provide their FEIN or UBI for verification or recent proof of registrations through the IRS for 501(c)(3) status or through the Washington Secretary of State.

Government

This user group applies to government entities with which the district has entered into a joint use agreement or other contract. Government entities without an agreement will be classified as a non-profit.

Payment of Fees and Other Charges

Fees will be invoiced at the end of the event. Due to the complexity of possible charges, the space fees listed at the time of request are estimates only and may not reflect charges that are unique to the type of event.

Costs to the district to repair any damages that occurred during the event will be billed to the user group.​​​​

Payments can be made via credit/debit, check, cash, or money order at the district Office. 

Checks and Money Orders must be made payable to Wenatchee School District and mailed to: 

Wenatchee School District
ATTN: Finance
235 Sunset Ave. 
Wenatchee, WA 98801

Alternatively, user groups can make a credit/debit payment via InTouch - Wenatchee School District's Online Payment Portal
The district cannot accept credit/debit card information over the phone. 

Use Changes & Cancellations

Any regularly scheduled school activity or district sponsored community event shall have priority use of district facilities. Every attempt will be made to notify the Facility User in advance of scheduled conflicts so that events may be rescheduled or relocated. 

User groups with contracts that include a series of dates shall notify the administrator or designee if the days or times of use change in number, dates, or any other matter. 

Notification must take place at least 5 days in advance of the desired change. If such notification is not made, rental fees will be assessed per the contract. If WSD employees show up to work at the event, the user group shall be responsible for their actual wage cost, inclusive of overtime and employment taxes.

School Cancellations/Closures

All community use will be canceled when school is closed for any reason. Cancellation of use for this reason will not result in charges to the user group.

Facility Scheduling