Facilities Use Requests

For more assistance, see the Event Manager Quick Tips & Resources below under Community Requests.

1. Click the Community Requests icon above to access the Community Request portal through Event Manager.
2. Create an Account in Event Manager. 
3. Go to My Profile. Go to the tab My Organizations and then click on either Create an Organization or Join an Organization if your organization has rented with us in the past.
4. Before the system will allow you to submit an event request, your Organization must be approved by the District Facility Use Coordinator. You will receive a notification when your organization is approved and has been assigned a user category.
5. Once you receive notification of approval, login to Event Manager and Submit an Event Request.
   • *Please submit 1 request per building location. Multiple rooms/locations may be requested within one primary building; however, submitting a request with rooms/locations in multiple buildings will require approval from all buildings, and may slow down the process of your event approval.
   • Please create a Task for all events with the Custodial category, and include any set-up requirements you have in the description.
6. School administrators will review the request and approve based upon schedule and personnel availability.
7. The request will be reviewed by the District Facility Use Coordinator for final approval. They will verify your organization’s insurance documents, provide an estimate of fees, and finalize the approval of the event.
8. The requesting organization will receive a confirmation email at the time of final approval.

User Categories

The Superintendent/designee is authorized to establish procedures for use of district properties, including rental fees, supervisory requirements, restrictions, security, etc. For rental fee purposes, people seeking the use of district facilities have been divided into three categories. All participating users will be given equal opportunity to rent, subject to limits set forth in Policy 4260 and Procedure 4260P.

Category 1

School-related, community-betterment groups, parent, youth and/or teacher groups whose purpose is the advancing or supplementing of education, public agencies or other local groups formed to address community issues, whose meeting serves public purpose, in the judgment of the Federal Way Public Schools. Examples of groups in this category are: PTA, Booster Clubs and superintendent approved activities. Youth non-profit social and recreation groups whose main purpose is to promote the welfare and improve the quality of life for community boys and girls. Examples of groups in this category are: Boy Scouts, Girl Scouts, Campfire Girls and community athletic youth teams.

Category 2

Community, non-community, non-profit and minimal profit organizations who use district facilities or fields to provide/promote instruction or entertainment, or other activities for which public or commercial facilities are generally rented, will pay a fee based on Category 2 of the district rental schedule. Examples of groups in this category are: Adult recreation, Community meetings, Homeowners associations, political groups.

Category 3

All other organizations, including but not limited to churches, profit-making groups, and business-related enterprises, will pay a fee based upon Category 3 of the district rental schedule. While the district would prefer profit-making organizations use commercial or private facilities, facilities may be rented at the prevailing rate charged by commercial facilities in the area.

To ensure that funds intended for K-12 education are not used for other purposes, the user will reimburse the district according to the published fee schedule, Form 118-2.

District sponsored curricular and co-curricular activities retain first priority in the use of facilities and fields. Authorization for use of any district property shall not be considered an approval or endorsement of the activity, organization or purposes represented. Organizations requesting use of any facilities must complete and sign Form No. 118, Application and Permit for Use of School Facilities.

The District may cancel any use agreement or authorization.

All applications for the use of school district facilities will be considered by Federal Way Public Schools without regard to race, color, nationality, origin, gender, or disability.

Fee Schedule

View and download the Facilities Fee Schedule.

Facilities Fee Schedule

Building Use Guidelines

See District Policies (4260) and Procedures (4260P) regarding facility use.

1. A use application form shall be completed and filed with the building principal or designee no less than fourteen (14) calendar days in advance of intended use. All applications must include the name of the person who will be responsible for sponsorship and supervision of the facility. When necessary, proper security, police and/or fire protection must also be provided.
2. School functions and education-related organizations will have first priority. The continued use of a facility is not automatically guaranteed.
3. The Users shall not assign, sublet, encumber or otherwise transfer any interest in this agreement for any part of the Districts Facilities without written permission from the District's Business Services Department.
4. Federal Way Public Schools is a tobacco-free District. The use of tobacco on ALL District property is prohibited. (This includes School District parking lots).
5. Misconduct, profane and improper language, use of tobacco, intoxicating beverages and/or controlled substances, the carrying of weapons, or other violations of District policy or procedure will be sufficient cause for denial or termination of a use permit.
6. Adult supervision is required for all activities, and in all areas including rest rooms and hallways.
7. Folding chairs and tables are to be erected and stored by adults using the facility under custodial supervision. All areas must be left in the original condition.
8. Appropriate shoes are required for all activity-type games which occur on gym surfaces.
9. Use of the school electrical equipment must be specifically requested. Certain equipment is subject to operation only by a District employee and may be subject to additional costs.
10. Prior approval is needed from building administrators before applying materials to walls, floors or ceilings. Directional signs should be posted early; signs and decorations must be removed before leaving.
11. In advance, discuss requests for special equipment or special setup. Additional charges may be added.
12. Certain staff may be required to work the event depending upon the type of use; i.e. security or kitchen help. A building custodian must always be in the building during the use of facilities. The user will be charged for these services.
13. If the users do not comply with School District rules, then the facilities manager or other building personnel will notify Security or the police for assistance.

Agreement and Insurance

The applicant and/or the responsible party agrees to abide by the laws of the State of Washington, King County, and by the policies of Federal Way Public Schools No. 210. It is understood and agreed by the applicant and/or the responsible party that this permit may be revoked or cancelled by the District at any time with or without cause. It is further agreed that the applicant and/or the responsible party agrees to protect, indemnify, and hold harmless Federal Way Public Schools No. 210, its elected and appointed officials, employees, agents, and staff from any and all claims, liabilities, damages, expenses, or rights of action, directly or indirectly attributable to the user’s activities and/or use of premises

in connection with this agreement, except for sole negligence of the District. If the field(s) is being rented or used, the applicant and/or the responsible party agrees they have been inspected and found suitable and safe for use.

Federal Way Public Schools complies with all federal rules and regulations. No student shall be denied an equal educational opportunity or be unlawfully discriminated against because of national origin, race, religion, gender, pregnancy, marital status, sexual orientation including gender identity, or a physical, mental or sensory disability. Parent(s)/guardian(s) or students who feel they have been discriminated against have a right to file a complaint with the school district and/or local, state and federal authorities. Inquiries and complaints should be filed with the following individual:

Title IX/RCW 28A.640 Officer
titleix@FWPS.ORG
(253) 945-2007
33330 8th Ave South
Federal Way, WA 98003

The user may be required to procure, at its own expense, a comprehensive general liability insurance policy, naming the District as an additional insured with endorsement. The policy shall be primary and written with limits of: $1,000,000 combined single limits, per occurrence. Coverage cannot be cancelled or reduced during the term of this agreement. If required, a Certificate of Insurance evidencing coverage, and a copy of the endorsement naming the Federal Way Public Schools No. 210 as an additional insured, must be submitted to the District’s Business Services office prior to the event.

All applicants and/or responsible parties may be held responsible for any expenses incurred by the District arising from the use of a facility. In the event of damage, each applicant agrees to pay promptly the District’s statement of amount due. The applicant and/or the responsible party agree to pay all applicable fees due for use of the facility. Cancellation of the use of facility must be done 48 hours prior to the scheduled use or all fees will be due and payable or nonrefundable. Use of the building is cancelled when the building is closed by an emergency, such as school closures for snow.

Guidelines for Turf Fields and Memorial Field

• School functions and education-related organizations will have first priority.
• Misconduct, profane and improper language, use of tobacco, intoxicating beverages, and/or controlled substances, the carrying of weapons, or other violations of District policy or procedure will be sufficient cause of denial or termination of a use permit.
• Park only in designated district parking spaces.
• All non-profit youth sports groups utilizing school facilities shall provide in conjunction with the Facility use application, a statement of compliance with the District’s procedures for the management of concussion and head injury. This statement of compliance shall be returned to the District with the application and prior to the first practice/competition.
• Use of any equipment must be approved by the Athletic Director or designee. Also, the Athletic Director or designee must be satisfied that a competent operator is in charge of the equipment during use. Only facilities and/or equipment previously agreed to will be available for use. Pick-up trash and maintain the general cleanliness of the field or facility.
• Sound systems and other amplified means for announcing must be approved by the school or field supervisor.
• Restroom facilities are not provided. Portable restroom are required for all groups at the expense of the renting organization. Portable restrooms must be:
  • Locked
  • Serviced in a timely manner
  • Secured to a structure such as a fence
  • Placed on a predesignated space identified by the school/building you are renting from.
  • FWPS is not responsible for portable restroom facilities or any arrangements made between groups to share a rental of portable restrooms.
• Molded shoes or tennis shoes are the only shoes permitted on the Synthetic Turf.
• Track spikes are limited to ¼” in length because the track surface is only ½” in depth.
• Care must be taken to keep many substances such as crepe paper, Coke, gum, coffee, etc. off the playing surface because they stain the Synthetic Turf; the use of sunflower or other shelled seeds is strictly prohibited. Misuse of the above items shall be grounds for cleaning fees to be assessed, and possible denial of future use.
• The use of sharp objects or golf clubs on the Synthetic Turf surface is prohibited