Facilities Use
Facilities Use
As public schools are a community resource, the Wenatchee School District is pleased to make its facilities available for use by local groups and organizations. Our gymnasiums, athletic fields (like the Apple Bowl), auditoriums, and other spaces are available for reservation when not in use for school-sponsored activities.
Contact
BJ Kuntz, Athletics and Activities Director
For questions or information on WSD Facility Reservations please email: facilities@wenatcheeschools.org or call (509) 663-8117.
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.
Documents & Resources
- Master Library Schedules – Log in or create account
- Facility Use Calendar
- Apple Bowl Rates
- Certificate of Insurance Information Form
- Facility Rental and Billing Rates
- Rec Park and Triangle Park Rates
- Kitchen Use Guidelines
- Facility Use Contract Terms and Conditions
- Apple Bowl/Rec Park Rules of Use Agreement
- Policy 4260 – Facilities Use English | Spanish
- Policy 4260P Procedure – Facilities Use English | Spanish
User Group Requirements
Select your organization type from the menu below to view your booking priority level, required compliance documentation, and opening and closing deadlines.
| User group | Qualifications & Description | Required Documentation | Application Window (Open – Close) |
|---|---|---|---|
| Group 1 First Priority |
Wenatchee School District Internal: Regularly scheduled school activities, K-12 classes, staff programs, and district-sponsored community events. | Exempt from standard outside documentation requirements. | • Fall: Aug 1 – Nov 15 • Winter: Nov 1 – Feb 15 • Spring: Feb 2 – Jun 1 • Summer: May 1 – Aug 15 |
| Group 2 Second Priority |
District Partners: School-affiliated auxiliary organizations whose primary role is supporting the district, such as PTOs, PTAs, PTSAs, and local Booster Clubs. | • Certificate of Insurance (COI): Minimum $1,000,000 limit with WSD explicit Additional Insured status. • PTA/PTSA: National & WA State PTA registration records alongside active 501(c)(3) or (c)(4) filings. • PTO/Boosters: WA Secretary of State non-profit structural confirmation and verified active 501(c)(3) status. |
• Fall: Aug 1 – Nov 15 • Winter: Nov 1 – Feb 15 • Spring: Feb 2 – Jun 1 • Summer: May 1 – Aug 15 |
| Group 3 Third Priority |
Government Entities: Government agencies, public municipalities, or state/local entities holding an active, signed joint use agreement or contract with the district. | • Certificate of Insurance (COI): Minimum $1,000,000 limit naming WSD as Additional Insured. • Joint Use File: Signed copy of active municipal agreement on record (without a valid agreement, entities fall to Group 4 classification). |
• Fall: Aug 8 – Nov 15 • Winter: Nov 8 – Feb 15 • Spring: Feb 9 – Jun 1 • Summer: May 8 – Aug 15 |
| Group 4 Third Priority |
Non-Profit Organizations: Registered local non-profit community groups, youth service organizations, and local community youth athletic leagues. | • Certificate of Insurance (COI): Minimum $1,000,000 limit naming WSD as Additional Insured. • Non-Profit Status Proof: Active FEIN, UBI number, or clean verification printout of 501(c)(3) registration via the WA Secretary of State or IRS portals. |
• Fall: Aug 8 – Nov 15 • Winter: Nov 8 – Feb 15 • Spring: Feb 9 – Jun 1 • Summer: May 8 – Aug 15 |
| Group 5 Fourth Priority |
Commercial Enterprises: Private businesses, for-profit operations, commercial companies, or individual community residents requesting private event use. | • Certificate of Insurance (COI): Minimum $1,000,000 limit naming WSD as Additional Insured explicitly. | • Fall: Aug 15 – Nov 15 • Winter: Nov 15 – Feb 15 • Spring: Feb 17 – Jun 1 • Summer: May 15 – Aug 15 |
Reservation Process
- All user groups will be required to create an account in Master Library Schedules in order to reserve facilities.
- Requests must be submitted through ML Schedules no later than two weeks prior to the first date of requested use.
- Groups that reserve for practice/games and tournaments will need to create two accounts: 1) practice/games account and 2) tournament account.
- 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.
Facility Use Schedule
| Season | Dates |
|---|---|
| Fall | September 1 – November 30 |
| Winter | December 1 – February 28 |
| Spring | March 1 – June 15 |
| Summer | June 16 – August 31 |
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.
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.
Fees and Payments
Fees shown inside the reservation software at request time are estimates only. Invoices are generated at the conclusion of the event to encompass specific complex or unique event logistical conditions. All costs to repair damages caused during use will be directly billed to the user group.
Digital credit/debit card transactions can be securely rendered via InTouch (Wenatchee School District’s Online Payment Portal).
Note: The district cannot process credit/debit card information over the telephone under any circumstance
Payments can be rendered via check, cash, or money order at the main District Office.
Checks must be made payable to Wenatchee School District and sent to:
Wenatchee School District
ATTN: Finance
235 Sunset Ave.
Wenatchee, WA 98801
Changes & Cancellations
- User groups possessing long-term series contracts must notify the administration at least 5 days in advance of any adjustments to operational hours, dates, or details. Failure to report modifications within this window results in full base contract rental fee assessments.
- If a modification notification is missed and WSD personnel report to support an event site, the user group is responsible for all associated labor costs (including overtime wages and statutory employment taxes).
- All community events are automatically canceled if schools close for any reason (e.g., severe winter weather conditions). Cancellations initiated by district closures will not incur any facility charges or penalties.