CITY OF FEDERAL WAY EVENT & RENTAL POLICIES

Special Events & Picnics
Athletic Field Rentals
FWCC Room Rentals
Publiushed Policy Documents

Policy Agreement for Special Event & Picnic Reservations

Purpose

This agreement outlines the policies, requirements, and responsibilities for individuals and organizations reserving picnic areas or hosting special events at City of Federal Way parks and facilities. Compliance with this agreement ensures the safety, enjoyment, and proper use of City property.

Definitions

  • Picnic Reservation: A reservation for a small gathering or event that uses designated picnic area for the primary purpose of consuming a meal.
  • Special Event: A Special Event is defined by the City of Federal Way as any community, special, or private event not sponsored by the City that requires other than routine use of any park or outdoor facility. Examples of such events include, but are not limited to, weddings/receptions, baptisms, fun runs, and athletic tournaments.

Reservation Categories and Thresholds

1. Picnic Reservations

  • A Picnic reservation, as defined by the City of Federal Way, refers to rented usage of City property wherein a designated picnic site/area is occupied on a specified day and time frame for general usage with no special accommodations or requests.
    • Reservation times are 10:00 AM – 3:00 PM and 4:00 PM – 9:00 PM. When available, both blocks of time may be reserved for a “Full Day” reservation.
  • Requirements:
    • Complete reservation form and payment of fees – Picnic reservation fees are due in full at the time of reservation.
    • A finalized City-issued receipt must be present during the reservation for site verification purposes.

2. Special Events 0-50 People

  • Small events such as birthday parties, family reunions or baptisms that require additional logistics and/or safety measures
  • Requirements:
    • Complete event application form.
    • Payment of fees and deposit.
    • Proof of liability insurance (if applicable).

3. Special Events 50-200 People

  • Medium-sized events that require additional logistics and/or safety measures. Weddings, Community Outreach events, Talent Show or Community Festivals
  • Requirements:
    • Complete event application form.
    • Payment of fees and deposit.
    • Proof of liability insurance.
    • Coordination with Parks and Recreation staff for parking and layout considerations.

4. Special Events 200-1000 People

  • Large-scale events that require additional logistics and/or safety measures
  • Requirements:
    • Complete event application form.
    • Payment of fees and deposit.
    • Proof of liability insurance.
    • Safety Plan: Provide a detailed safety and emergency response plan.
    • Parking Plan: Submit a parking and traffic management plan.
    • South King Fire Inspection: Schedule and complete an inspection with South King Fire & Rescue.

5. Special Events Over 1000 People

  • Major events with substantial logistical requirements.
  • Requirements:
    • Complete event application form.
    • Payment of fees and deposit.
    • Proof of liability insurance.
    • Safety Plan: Provide a comprehensive safety and emergency response plan.
    • Uniformed Security: Contract uniformed security personnel to ensure crowd management and safety.
    • Parking Plan: Submit a detailed parking and traffic management plan.
    • South King Fire Inspection: Schedule and complete an inspection with South King Fire & Rescue.

General Reservation Guidelines (Picnics & Special Events):

GENERAL SITE RULES

  • The rental site/area must be cleaned and left in a condition equivalent to or better than its condition prior to use. All trash must be properly disposed of in receptacles and/or removed from the park grounds.
  • Parking is available on a first-come, first-served basis. Consider carpooling and other transit options and prepare alternative parking locations in the event the lot is full.
  • The City allows the usage of charcoal briquettes in the on-site park grills only. Briquettes must be disposed of properly in metal containers and removed from the park grounds. Personal propane grills are allowed.
  • Alcohol is not permitted.
  • Inflatables and all other similar attractions are strictly prohibited.
  • Sports/activity equipment, canopies/tents, and free-standing displays/decorations should not puncture or damage the park grounds and should not disrupt other park patrons. Above-ground weights may be used to secure equipment (sandbags, water jugs, etc.).
  • Decorations may be secured using tape, string, or other materials that will not puncture or damage park property. All decorations and fastenings must be removed and disposed of. Due to the additional cleanup necessary, confetti and piñatas are not allowed.
  • Graffiti of park property (paint, chalk, etc.) is not allowed.
  • Pets must be kept on a leash at all times and may not enter the beach area, picnic sites, children’s play area, or volleyball courts. It is the responsibility of the pet owner to obey the scoop law.
  • Feeding wildlife is not allowed.
  • Electricity provided at designated picnic sites is limited and is not intended to run any type of commercial equipment.
  • By reserving with the City of Federal Way, you are agreeing to abide by all guidelines and policies listed.

AMPLIFIED SOUND

  • The playing of amplified music or other types of live entertainment may be limited at certain locations.
  • Sound volume should be limited to the perimeter of the reserved park site/area, and considerations should be given to the lyrical content of any music that is played.
  • No amplified sound prior to 9:00 AM per Federal Way City Code Sect. 10-27. Amplified sound will cease prior to 9:00 PM unless under “exclusion” of aforementioned City code.

SITE DISPUTES

  • If another person/group is occupying the reserved park site/area during your reserved time, please use the following steps:
    • Indicate to the person/group that the site/area has been reserved for you and ask them to vacate the site/area premises.
    • If no resolution is made, locate a City employee on the park grounds.
    • If no resolution is made, or you are unable to locate a City employee, place a non-emergency police call for assistance.
  • Please note the City employee and/or police officer will require your City-issued “Park Permit” for verification.

RECYCLING

  • Recycling is required per RCW 70.93.093 at events at City facilities. For more information, call the Recycling Program at 253-835-2771 or visit: http://www.ecy.wa.gov/pubs/0807016.pdf. The City reserves the right to cancel a park reservation at any time. Cancellations due to non-compliance with the reservation guidelines and/or safety risk will not receive a refund of the reservation fees.

Special Event Policies

SPECIAL EVENT FEES, DAMAGE DEPOSIT, & ADDITIONAL SERVICES

  • Base Fee: $70.00/hour (Minimum of 3 hours)
  • Damage Deposit: $1,000.00
    • At the City’s sole discretion, the damage deposit may be reduced or waived based on the nature of the special event request and its estimated impact on the City’s facilities and grounds, as well as any previous history of good standing between the requesting party and the City for similar/annually recurring events.
  • Hourly Staffing Fee: Depending on the size of the Special Event and the City equipment used, your event may be subject to an Hourly Staffing Fee of $50 per hour.
  • Additional Services provided by the City (all prices are per day):
    • Trash Receptacle: $5.00 each
    • Electricity: $50.00
    • Stage: $600.00
    • Stage with Canopy: $1,500.00 (Only for events with 250+ Guests)
  • Each special event reservation will be subject to a $1.00 non-refundable Technology Fee.

FOOD VENDORS & FOOD TRUCKS – SPECIAL EVENTS

  • A vendor fee of $100 per vendor will be assessed, and all vendors will need to obtain a City of Federal Way business license.
  • All food vendors will also be required to have a certificate of insurance that lists the City of Federal Way as an additional insured and a Health Department permit.
  • All food vendor employees must have a valid food handlers’ card.

SERVING ALCOHOL – SPECIAL EVENTS

The following requirements must be met for approval to serve alcohol at Special Events:

  1. Liability Insurance: Provide proof of liability insurance with coverage of at least $5 million.
  2. Licensing: Submit copies of the vendor’s valid business license and liquor license to the City before the event.
  3. Alcohol Service Area: The area designated for alcohol consumption must:
    • Be fully enclosed with fencing.
    • Be restricted to individuals aged 21 and older.
    • Have personnel stationed at the entrance to verify IDs.
    • Require individuals aged 21 and older to wear wristbands, issued upon ID verification, to ensure compliance throughout the event.
  4. Vendor Fee $100 vendor fee to the City must be paid two weeks before the event.

These requirements apply to all types of alcohol. Non-compliance will result in denial of permission to serve alcohol at the event.

POLITICAL & RELIGIOUS ACTIVITY

The City of Federal Way shall provide protection under the First & Fourteenth Amendments for any event involving political or religious activity intended primarily for the communication or expression of ideas.

APPROVAL AUTHORITY – SPECIAL EVENTS

  • All Special Event Permits are subject to relevant Federal, State, and City ordinances and to City of Federal Way park regulations.
  • Copies of city ordinances are available on request.
  • Special Event requests shall be reviewed and approved by the Parks Director, Parks Maintenance Manager, and other applicable key staff. It is the responsibility of the applicant to obtain all other necessary permits and licenses required for the desired event.

INSURANCE – SPECIAL EVENTS

A certificate showing comprehensive general liability insurance coverage for the proposed event is required prior to approval of a Special Event. Certificates of insurance must show a combined single limit of not less than $2,000,000.00 for bodily injury and personal damage liability and must name the City of Federal Way as an additional insured.

Cancellation Policies

CANCELLATIONS & REFUNDS – PICNICS & SPECIAL EVENTS

  • Cancellation requests received a minimum of two weeks prior to the event date will receive a 50% refund.
  • Cancellation requests made less than two weeks prior to the event date will not receive a refund.
  • Cancellations will not be honored due to weather conditions.
  • Rescheduling requests will be subject to the same terms and conditions as cancellations.
  • Fees/deposits paid by debit/credit card will be refunded directly to the card used for original payment. Fees/deposits paid by cash or check will be refunded via check and will take approximately four-six weeks to process and arrive by mail.
  • All damage deposits are refundable if Picnic Sites/ Reserved Park Spaces are left in good condition.
  • Good Condition: The Picnic Site/ Reserved Park Space is to be left in the condition it was found.
    • No damage to the picnic sites, picnic tables, surrounding grass, trash receptacles, etc.
    • All trash must be properly disposed of in the provided receptacles or removed from the park grounds.

Appeal Process

  1. Applicants may appeal permit denials or conditions within three (3) business days of notification. Appeals will be heard by the Parks Director or designee.
  1. Appeals must be requested in writing.

City of Federal Way Parks and Recreation Athletic Field Use Policies

Coordination of Field Use Requests

The City of Federal Way Parks and Recreation Department (FWPRD) is now coordinating field use requests for athletic fields owned by the City for the upcoming season.

Submission Requirements

The following items MUST BE SUBMITTED to Kevin Hutchinson via email at kevin.hutchinson@FederalWayWA.gov or by mail to:

Attn: Kevin Hutchinson
876 South 333rd Street
Federal Way, WA 98003

These documents must be approved before the use of City of Federal Way athletic fields:

  • Field Use Agreement Form
  • Payment of Fees/Deposit or Purchase Order (PO)
  • Proof of Insurance
  • Copy of Appropriate Licenses and Permits (if selling concessions)

Review Process

All completed applications will be reviewed, and requests will be approved according to established priorities (see below) and the time of request. While attempts will be made to maintain similar field use as in the past, scheduling conflicts may arise. The Recreation Manager will work to rectify conflicts with the appropriate parties. Notification of field use allocations and adjusted fees will be provided within three weeks after the application deadline.

Contact Information

For questions, please contact the Recreation Manager at 253-835-6926.

Availability of Fields

Fields are generally available from March 1 through November 1. Hours allocated to user groups shall not conflict with City or School District programs or activities. The City reserves the right to suspend field availability due to weather or conditions that could cause excess damage.

Priorities for Field Use

Due to the high demand for fields, not all Field Use Requests may be approved. The FWPRD will use the following priorities for final allocation of field use:

  1. Federal Way Parks, Recreation, and Parks Programs/Events
  2. Federal Way School District Sponsored Programs/Events
  3. Federal Way Non-Profit Athletic & Youth Service Organizations Programs/Events
  4. Private Group Programs/Events

Additional Considerations

  • Current community needs and interests
  • Past field use of the organization
  • Impact of use on the surrounding neighborhood and field

Insurance Coverage

All organizations must provide proof of insurance with their field use agreement, covering the full period of use. The insurance must meet the following criteria:

  • General liability policy issued on a per-occurrence basis with a minimum coverage of $2,000,000.
  • The policy must name the City of Federal Way as additionally insured.

Rules and Regulations

  • All litter and debris must be cleared immediately after the event/activity. A refundable litter and security deposit of $100.00 may be required.
  • No non-City vehicles are allowed on athletic fields, except authorized equipment for repair or field preparation.
  • Organizations damaging property through misuse or abuse (including lining fields improperly) will be responsible for repair costs and may lose future field use privileges.
  • A legally responsible agent for the organization must be present during the entire event/activity.
  • No alcohol or controlled substances are permitted. Violations will result in field use revocation and forfeiture of rental fees.
  • Fields are subject to rotational rest and maintenance periods, which may change without notice.

Field Closure Information

Fields may be closed due to inclement weather or unsafe conditions. User groups are responsible for:

  1. Calling 253-835-6905 (Monday through Friday after 3:30 p.m.) for up-to-date closure information.
  2. Contacting the Recreation Manager within two days after closure to confirm a credit or reschedule. Unconfirmed changes will not be credited.

Cancellation Policy

  • Cancellations must be made 72 hours in advance for a refund. Cancellations made less than 72 hours prior will not be refunded.

Concessions

User groups operating concessions will be charged a fee of $100 and are responsible for obtaining all applicable licenses and permits. Proof of these must be provided to FWPRD at least 10 days before the event.

Additional Celebration Park Policies

  • Rentals may be canceled for severe weather, conditions causing facility damage, or conflicts with City-sponsored events.
  • Damages caused by organizations will result in reimbursement charges and possible loss of future use privileges.
  • Tournament cancellations between Memorial Day and Labor Day with less than 30 days’ notice will incur a full charge of $1,400. Cancellations outside this window will forfeit the $100 deposit.
  • No baseball activities are allowed on soccer fields. Tournament directors are responsible for enforcing this rule.

General Guidelines

  • Children must be supervised at all times.
  • User groups must follow all park rules and ordinances.
  • For larger events, such as tournaments, user groups must arrange additional services (e.g., portable restrooms, extra garbage pickup) at their own expense or through FWPRD for an additional fee.

For more information or to access field use forms, contact Kevin Hutchinson or visit the Federal Way Parks and Recreation Department

Federal Way Community Center Rental Policies

Payments

  • Reservations made more than 45 days before rental require 50% of rental fee and full payment of refundable damage deposit, with remainder of rental fee due 45 days prior to rental.
  • Reservations made less than 45 days before rental require full payment of rental fee and refundable damage deposit.
  • Rentals extending beyond the designated time will be charged
    at 1½ times the hourly rate for every 30 minutes over. For example, if the hourly rate for your room is $150, you will be charged $225 for every 30 minutes you go over.
  • We accept checks, Visa/MasterCard, and cash.

Requirements

  • Events that are open to the public, charging admission, selling or serving food and beverages, and/or including physical
    activities deemed high risk by the City, may required you to provide an insurance certificate naming the City as additionally
    insured. Appropriate insurance requirement and coverage will be determined on a case by case basis.
  • To maintain adequate security measures in light of the size and nature of the event, the City may schedule licensed security
    at the expense of the applicant. Fees for security will be determined at the time of rental application.
  • Adult chaperones (21 and older) are required for youth activities at a ratio of one chaperone for every 25 youth. A list of chaperones must be submitted to community center staff at least two weeks prior to the event.

Use Conditions

  • The City reserves the right to cancel an event due to emergencies or other reasons that are out of our control.
  • Applicants will sign a facility use agreement which is a binding legal contract. The user accepts responsibility for any injury
    to persons or property that is a result of user actions. The user agrees to reimburse the City of Federal Way for any damages to City property or costs incurred as the result of user actions.
  • Smoking and/or use of any tobacco products is not permitted within 100 feet of the building.
  • Sound levels must be controlled so that it does not interfere with other events or programs, inside and outside. If the sound
    level is too high, you may be asked to turn it down.
  • The area(s) designated on the rental form will be the only area(s) which will be utilized by the rental group. (Men’s and women’s bathrooms are an exception.)
  • Use of candles must be approved by Community Center staff PRIOR to the event.
  • Community Center furniture is allowed for inside use only.

Alcohol

  • Serving alcohol is permitted with a licensed bartender (hosted bar), with a banquet permit, which must be posted for the duration of the event with a banquet permit.
  • All alcohol must stay within the designated rental area.
  • Serving alcohol must stop at least two hours prior to your end rental time.
  • Kegs must stay outside, and be served out of a plastic garbage can.
  • To maintain adequate security measures in light of the size and nature of the event, the City may schedule licensed security at the
    expense of the applicant. Fees for security will be determined at the time of rental application.

Permits / Licenses

  • All may be obtained at a Washington State Liquor board website and must be on hand during the event). The State requires a Banquet Permit to allow the service of alcohol at a private, invitation-only banquet or gathering in a public place (hosted bar). The State requires a caterer licensed to sell liquor “off premises” and alcohol be served by a licensed bartender for an individual to sell alcohol at a
    private event (no host bar). The City requires a caterer licensed to sell liquor “off premises” and alcohol be served by a licensed bartender any time hard liquor is served (tequila, rum, whiskey, vodka, etc.). The State will require a copy of your rental contract upon application for either a permit or license.
  • Failure to comply with alcohol guidelines will result in immediate cancellation of your rental, and the forfeit of rental fees and damage deposit.

Set-Up

  • Any decorating or additional set up for an event is the responsibility of the renter and must be done within the rental time period. This includes items used to decorate (scissors, string, etc.) Only ribbon or string may be used for attaching decorations.
  • No tacks, tape, staples, wire or putty allowed. No confetti, glitter, confetti balloons, throwing of rice or birdseed indoors or out. No releasing of balloons or animals such as doves or butterflies into the environment. Use of fog machines is not permitted.

Clean Up

  • The renter will be responsible for taking down and removing all decorations (including balloons), disposing of all leftover food and beverage items, and taking all trash (including applicable outdoor areas) to the outside dumpster.
  • If the kitchen is rented it must be clean (wipe off all counters & appliances, clean floors, turn off equipment). All spills must be cleaned up and wet mopped.
  • The renter will stack all chairs and breakdown table for FWCC staff.
  • The renter will be charged a cleaning fee of $100 per hour if rental responsibilities are not completed.

Cancellation

  • All cancellations must be received in writing.
  • Cancellations made more than 60 days prior to rental will receive a full refund and 100% of damage deposit. A $25 administrative fee will apply.
  • Cancellations made 60 to 31 days prior to rental will receive 50% of the rental fee and 100% of the damage deposit. A $25 administrative fee will apply.
  • Refunds will not be issued for cancellations 30 days or less prior to the event. 100% of the damage deposit will be returned.

Deposits

  • All Damage deposits are refundable if rooms are left in
    good condition.
  • Good condition: no damage to the facility walls, floors, furniture or other items belonging to the community center. Room is to be left in condition it was found. All trash in tied trash bags or cans, all decorations cleared from the facility.
  • Deposits are processed for refund the Wednesday following your event.
  • Card refunds take 24 to 72 hours depending on your banking institution.
  • Cash and Check refunds may take up to 4 weeks as a check must be cut through the city finance office and then sent to your address on file.

Federal Way Community Center Spaces

COMMUNITY ROOMS

  • Availability
    Monday–Thursday, please inquire*
    Fridays, 5:00 p.m.–12:00 a.m.
    Saturdays, 8:00 a.m.–12:00 a.m.
    Sundays, 8:00 a.m.–10:00 p.m.
    *Requests outside posted times must be provided in writing and approved by Facility Services Coordinator.

Terms

  • When using amplified sound, it must be approved in advance.
  • Outdoor patio closes at 12:00 a.m. and amphitheater closes
    at 10:00 p.m. Community Center furniture is not permitted outside
  • Groups must leave the building by 1:00 a.m. All activities must be completed by 12:00 a.m., and the last hour used by the rental group for cleanup.
  • Groups will use the Community Wing entrance to the building.

Scheduling

  • Rental reservations for use of two or three bays of the Community Room on Friday, Saturday and Sunday, are accepted up to one year in advance. Rental reservations for one bay of the Community Room on Friday or Saturday are accepted up to three months in advance. Rental reservations for one to three bays of the Community Room on Monday through Thursday may be made up to one year in advance.
  • There is a two hour minimum rental time.
  • The kitchen has a separate rental fee and must be booked separately. The kitchen is only available to licensed caterers.
  • Fee includes the patio outside your section of the community room, and the amphitheater (when all 3 sections are booked).
    (Community Center furniture is not provided for outdoor spaces).
  • To avoid extra hourly rates being charged, your total event must not extend past 8 hours. The 8 hour limit must include your set up, time for the event, and your clean up.

Catering & Kitchen

  • For Community Center use, or for events/activities associated with Community Center only.
  • Available only to licensed caterers.
  • The kitchen can be booked in conjunction with the Community Room/s, but must be booked separately with its own fee.
  • Only one group can book the kitchen at a time.
  • The kitchen is equipped with sinks, shelves; refrigerator with freezer, commercial dishwasher, standard oven, two convection ovens, four burner stove top, flat top grill and steam table.
  • Renter must supply utensils and cookware.

CLIMBING PINNACLE

  • Pinnacle rentals can be booked based on availability. Please submit a private party interest form at least two weeks prior to event date.

LEISURE POOL 

  • Entire pool rentals can be booked based on availability. Please submit a private party interest form at least two weeks prior to event date. Please specify which pool you are interested in (lap or leisure side). All children under 7 years of age must have an adult in the water within arms reach at all times.

CLASSROOM & SENIOR LOUNGE 

  • Availability
    Monday–Thursday, please inquire*
    Fridays, 5:00 p.m.–12:00 a.m.
    Saturdays, 8:00 a.m.–12:00 a.m.
    *Requests outside posted times must be provided in writing and approved by Facility Services Coordinator.

ENTIRE FACILITY

  • Entire Community Center rentals can be booked based on availability. All requests must be submitted in writing, at least six weeks prior to event date.
  • Entire facility rentals will typically have access to the Community Rooms, Senior Lounge, Classroom, Party Rooms, Game Room, Lap & Leisure Pool (with appropriate staffing), Locker Rooms, Climbing Pinnacle (with appropriate staffing), and Gyms.
  • Entire facility rentals will typically not have access to the Child Care Center, Preschool Rooms, or Fitness and Group Exercise Rooms. These areas can be rented with additional staffing fees.

Published Policy Documents

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