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Rental Application Procedures:
- Reservations are accepted on a first come, first served basis and only with completed Facility Use Application and payment of the required deposits.
- Reservations will be accepted up to one year in advance of the requested date. Rental requests less than 30 days in advance are contingent upon staff availability and requires full payment of all related fees up front.
- The person completing the application must be at least 21 years of age and must be present during the event. The person signing the application will be considered the responsible party in case of damage, theft, or disturbances during the event.
- A Facility Use Application is available at the Des Moines Park & Recreation Office, 1000 South 220th Street.
- Applicable deposits must be paid at the time of submitting the Facility Use Application to secure a facility for a requested date. The amount of the deposit is contingent upon the type of facility, size of party, type of rental, security requirements and if alcohol will be served. Picnic shelter rentals require a $100 deposit, private groups not serving alcohol in a building are required to pay a $300 deposit and groups serving alcohol in a building are required to pay a $400-$1,000 deposit.
- Rental fees must be paid in full thirty (30) days prior to the event. Reservations accepted with less than thirty (30) days must pay the deposit, rental fee and building security fee (if applicable) in full at time of submitting the Facility Use Application for a reservation. Payments may be made with cash, personal check, VISA, MasterCard (debit or credit), or money order.
Following is a classification scale to determine fees:
Group 1
Non-profit groups: Must provide proof of non-profit (501(c)3) status.
Group 2
Open membership groups: Non-profit in nature and/or private parties.
Group 3
For profit public events
Fees and deposits shall be waived for City of Des Moines sponsored events. The Park & Recreation Director will have discretion to waive rental fees for agencies that receive financial support from the City of Des Moines.
Other groups may request to have rental fees and deposits waived by completing and submitting a Request to Waive Fees Application within thirty (30) days of the reservation request. The decision by the Park & Recreation Director shall be final. Any fees due shall be paid as outlined in the Facility Reservation Guide.
Alcohol is only permitted inside rented facilities under the following conditions:
- A $400 Damage/Security/Cleaning Deposit has been supplied.
- A certificate of insurance on file naming the City of Des Moines as “additional insured.” Renters may obtain insurance by contacting your own insurance agent or through the Washington Cities Insurance Authority (WCIA) carrier. A Special Event Insurance Application for the WCIA may be picked up at the Field House. A copy of the policy containing coverage, exclusions, definitions, and rates is available upon request.
- The rental group must submit a copy of either “a” or “b”
a. A Special Occasion Liquor Permit (to sell alcohol). This must be obtained from a State Liquor Store and displayed in the rental facility during rental hours. A copy of the permit or license must accompany your rental payment. Application forms are available at all State Liquor Stores. License fees are to be paid directly to the store. Rental parties are responsible for ensuring people served are of legal age
b. A Banquet Permit (to serve alcohol) is required for all private functions planning to serve alcohol. The function cannot be open to the general public. No alcohol may be sold under a Banquet Permit. Application forms are available at all State Liquor Stores. Permit fees are to be paid directly to the store. Rental parties are responsible for ensuring people served are of legal age. - Additional staff is required for all alcohol-related events. Large parties may be required to have police staff on duty. Rental groups are responsible for the clean up of the rental facility and behavior of attendees. A minimum of $200 will be deducted from the Damage/Security deposit to pay for custodial services if facility is not cleaned properly by the renter. Rental groups will automatically lose all rental deposits if the event causes a disturbance of the peace.
- Alcohol is not permitted outside a facility, in any picnic shelter, or on park grounds.
Building Security:
Groups serving alcohol or parties open to the public, regardless of size, are required to secure additional staffing and/or police supervision at an additional cost at the discretion of the City of Des Moines. Police supervision will be at the discretion of the Chief of Police. Additional staffing will be arranged by the Park & Recreation Department and will be charged at a rate of $30 per hour. The City of Des Moines reserves the right to require police supervision for any event. Security requirements must be met and confirmed prior to the event.
Facility Inspections Checklist:
Every rental group is required to complete a Facility Inspection Checklist before and after the rental. Both parties, a representative of the rental group and a staff person, are required to sign the Facility Inspection Checklist upon each walkthrough. Failure to sign the Checklist may result in partial or total loss of the Damage/Security Deposit.
Facility/Equipment Damage and/or Cleaning:
The cost to repair or replace damage done to a rental facility and/or equipment will be deducted from the Damage/Security Deposit. Repair or replacement costs above and beyond the Damage/Security Deposit will be billed to the contact person on the Facility Reservation Permit. Rental groups not cleaning the rental facility as agreed upon shall be billed a cleaning fee of $200 or more, depending on the condition of the facility after the rental.
If the building is returned in the same condition as received by the user, all of the deposit money will be refunded to the user group. Refunds will be paid within thirty (30) days.
Additional Equipment:
Additional equipment, such as coffee pots, table linens, sound equipment and canopies may be available for an additional charge. Requests for additional equipment should be made through the Field House at the time the rental payment is paid in full.
1. Table Linens - $9 each 2. Coffee Pots - $10 each
3. Sound System - $25 (Field House Only)4. Canopies - $20 each
Cancellations made thirty (30) days or more before the reservation may be charged a $100 cancellation fee. Cancellations made within thirty (30) days of the reservation may be charged 50% of the rental fee and may forfeit the security deposit.
Holidays:
Holiday rental rates are an additional $25/hour for all listed facilities except picnic shelters. Following are City of Des Moines observed holidays: New Year’s Eve, New Year’s Day, Martin Luther King, Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving and the day after Thanksgiving, Christmas Eve, and Christmas Day.
- Renters will be responsible for the conduct of all members of their party. Persons acting in a disorderly conduct or intoxicated manner or causing disturbance of the public peace will be required to vacate the premises.
- The misuse of any park facility or the failure to comply with these regulations will be sufficient reason for denial of further reservations and/or forfeiture of damage deposit.
- The Beach Park is a public park and cannot be rented or reserved. Use of the park, with the exception of renting buildings or picnic shelter, is open to the public on a first come basis.
- The misuse of any park facility or the failure to comply with these regulations will be sufficient reason for denial of further reservations.
- Rental hours are consecutive and must include time for delivery of supplies, set-up, take down, and clean-up.
- If a group that has rented a facility for a non-alcohol event is discovered to be serving alcohol, the rental will be terminated immediately, and all deposits will be forfeited by rental group.
- Set-up begins at time specified on the Facility Reservation Application given at the time of making the reservation. Early delivery of supplies and set-ups are not permitted.
- All items brought into a facility by the renter are to be removed by the end of the rental period. The rental group is to remove food, materials, equipment, furnishings, decorations, and garbage left inside or outside after use of the facilities.
- All garbage must be placed in the Dumpster or trash cans located in a gated area near each building.
- City-owned equipment made available and used by the rental group must be thoroughly cleaned (includes tables, chairs, kitchen facilities, floors, sinks, restrooms, and hallways).
- Cleaning supplies, including mops, brooms, cleansers, trash bags, and paper towels are available. Ask the attendant on duty for supplies. Additional facility cleaning required to remove floor stains or lingering food odors will be deducted from the damage/cleaning deposit.
- It is the responsibility of the rental group to set up and move furnishings as desired. Please replace all furnishings to their original position before leaving the facility.
- Please sign the Rental Inspection Checklist before and following the rental period.
- Throwing of rice, birdseed, or confetti inside or outside of the buildings is not permitted.
- Decorations may be attached to walls or windows using masking tape or other non-marring material. Do not use tacks, staples, glue or other marring materials.
- Balloons filled with helium are not permitted in the Senior Center Dining Hall.
- Use of illegal drugs, smoking, and/or gambling is not permitted in any of the Park & Recreation Department facilities. Smoking is permitted outside. Please use appropriate ashtray cans for waste.
- Only those rooms specified on the Facility Reservation Permit will be available for use by the rental group.
- All minors on the premises must have adult supervision at all times.
- The City of Des Moines Park & Recreation Department does not assume responsibility for personal property left unattended in city facilities. Lost & found items are held 30 days and then donated to charity or disposed of.
- The City of Des Moines cannot be responsible for accident, injury, or loss of property.
- Event participants must park in designated parking areas only. No illegal street parking in residential areas. Parking spaces in parks are open to the public and cannot be reserved. Upon approval from Des Moines Elementary School and the Highline School District, the school parking lot can be made available providing 42 additional parking spaces. The Park & Recreation Department must receive requests at least two (2) weeks in advance of the reservation to make arrangements.
- The City of Des Moines scheduled events will take precedence over non-city events.
- Music played at any outdoor picnic shelter area must not be audible from 20 feet away.
