Federal Way Community Center Rental Policies

Click here to download a sample FWCC Rental Agreement

Payments

• Reservations made more than 45 days before the rental require 50% of the rental fee and full payment of the refundable damage deposit. The remainder of the rental fee is due 45 days prior to the rental.

• Reservations made less than 45 days before the rental require full payment of the 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, charge admission, sell or serve food and beverages, and/or include physical activities deemed high risk by the City may require you to provide an insurance certificate naming the City as additionally insured. Appropriate insurance requirements 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 ages 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 they do not interfere with other events or programs, inside or outside. If the sound level is too high, you may be asked to turn it down.

• The areas designated on the rental form will be the only areas 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 and a banquet permit, which must be posted for the duration of the event.

• All alcohol must stay within the designated rental area.

• Alcohol service must stop at least two hours prior to your rental end 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

• Permits and licenses may be obtained through the Washington State Liquor and Cannabis 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, also known as a hosted bar.

• The State requires a caterer licensed to sell liquor off premises, and alcohol must be served by a licensed bartender, for an individual to sell alcohol at a private event, also known as a no-host bar.

• The City requires a caterer licensed to sell liquor off premises, and alcohol must be served by a licensed bartender, any time hard liquor is served, including 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 forfeiture 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, such as scissors, string, etc.

• Only ribbon or string may be used for attaching decorations.

• No tacks, tape, staples, wire, or putty are allowed.

• No confetti, glitter, confetti balloons, throwing of rice, or birdseed are allowed indoors or outdoors.

• 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 cleaned. This includes wiping off all counters and appliances, cleaning floors, and turning off equipment. All spills must be cleaned up and wet mopped.

• The renter will stack all chairs and break down tables 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 the rental will receive a full refund and 100% of the damage deposit. A $25 administrative fee will apply.

• Cancellations made 60 to 31 days prior to the 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 made 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 means there is no damage to the facility walls, floors, furniture, or other items belonging to the Community Center.

• Rooms must be left in the condition they were found.

• All trash must be placed in tied trash bags or trash cans, and all decorations must be 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 four 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 PM to 12:00 AM

• Saturdays: 8:00 AM to 12:00 AM

• Sundays: 8:00 AM to 10:00 PM

*Requests outside posted times must be provided in writing and approved by the Facility Services Coordinator.

Terms

• When using amplified sound, it must be approved in advance.

• The outdoor patio closes at 12:00 AM, and the amphitheater closes at 10:00 PM.

• Community Center furniture is not permitted outside.

• Groups must leave the building by 1:00 AM. All activities must be completed by 12:00 AM, and the last hour must be 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.

• The fee includes the patio outside your section of the Community Room and the amphitheater when all three 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 eight hours. The eight-hour limit must include set-up, event time, and clean-up.

Catering & Kitchen

• For Community Center use, or for events and activities associated with the Community Center only.

• Available only to licensed caterers.

• The kitchen can be booked in conjunction with the Community Room or rooms 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, a refrigerator with freezer, commercial dishwasher, standard oven, two convection ovens, four-burner stovetop, flat-top grill, and steam table.

• The 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 the 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 the event date.

• Please specify which pool you are interested in, either the lap pool or leisure pool.

• All children under 7 years of age must have an adult in the water within arm’s reach at all times.

Classroom & Senior Lounge

Availability

• Monday–Thursday: Please inquire*

• Fridays: 5:00 PM to 12:00 AM

• Saturdays: 8:00 AM to 12:00 AM

*Requests outside posted times must be provided in writing and approved by the 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 the event date.

• Entire facility rentals will typically have access to the Community Rooms, Senior Lounge, Classroom, Party Rooms, Game Room, Lap and 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.