Facility Use FAQs
West Des Moines Community Schools (WDMCS) and WDMCS Community Education are committed to sharing WDMCS facilities with the community (Board Policy 907.7). There are many spaces available for community use outside the regular school day. Facilities can be used by community members who are seeking accessible, convenient, and affordable spaces to hold their activities.
Who can use WDMCS facilities?
Organizations, groups, and individuals, including WDMCS staff, are eligible to use the facilities when their activities do not interfere with district programs and activities.
What spaces are available for use?
Gyms and multipurpose rooms are the most commonly requested and used spaces. The stadium, turf fields, pool, auditoriums, conference rooms, media centers, and some classrooms are also used. Green spaces at the buildings are treated as city parks (first come, first served). Groups will be placed on the calendar if WDMCS Community Education is made aware of a group’s plan to use the green space, but the first come, first served guideline will still apply.
When are WDMCS facilities available for the community?
Facilities are available during non-school hours. The Learning Resource Center is available for community use every day, year round, during non business hours. Events should typically conclude by 10 p.m. or earlier.
How is scheduling prioritized?
WDMCS activities have first priority in scheduling. Dates and times that are not reserved for WDMCS events will be available to the community. When district events need to be rescheduled, community events may be canceled or moved to another location or date.
How do I reserve a facility?
Contact WDMCS Community Education by phone at 515-633-5060 or via email at firstname.lastname@example.org.
How much does it cost to reserve a district facility?
Cost will vary by space, user group, and number of participants. A fee schedule is approved by the WDMCS Board of Education annually.
When is payment due?
Payment is due at the time of reservation. Reservations that are not paid prior to use will be canceled.
For short-term reservations, payment will be expected at the time of reservation. Short-term reservations include one-time uses and multiple dates that occur within a 30 day period.
For tournaments and other large events, 25% down will be expected at the time of reservation, and payment in-full is due one week prior to the event.
For ongoing reservations, the first month's rental is expected as a down payment at the time of reservation. Then invoices will be sent monthly for the upcoming month. Ongoing reservations include more than one month or year-round reservations.
We can accept credit card payments by phone. If paying by check or cash, the reservation can be held for ten days to allow time for payment.
What is the role of the building supervisor?
Building supervisors are assigned for all non-district activities and events. The building supervisor is expected to open/close the building, be present and circulate during events, and ensure safety, cleanliness, and compliance with district policies.
What are my responsibilities as a facilities user?
Responsibilities include: Sign the Facilities Agreement which is sent to you electronically. Provide proof of liability insurance/homeowner’s policy to WDMCS Community Education. Enter and exit the building at the times of your reservation. Monitor and supervise your group. Complete the cleaning checklist before leaving.
All users of the WDMCS facilities are expected to return the building to its prior condition upon arrival. The building supervisor will assist you in acquiring any necessary cleaning supplies. Lack of care for the facility can result in additional fees being assessed and/or restricted future use. If preferred, cleaning personnel can be scheduled for an additional fee.
What if I need to cancel my reservation?
Contact WDMCS Community Education as soon as possible at 515-633-5060. If canceling outside of normal business hours, call the on-call number at 515-240-3168. A cancellation fee, equal to one hour of rental, may be assessed per date for cancellations. No-shows will be charged the entire rental fee.
What if there is a personal injury or damage to the building during my reservation?
Seek medical attention as needed. Notify the building supervisor, and complete an incident report. Someone from WDMCS Community Education may contact you to learn more about the situation.
What is the weather policy?
WDMCS facilities will not be open for community events when the district releases early or closes due to inclement weather. If the weather deteriorates after 4 p.m. or when school is not in session, WDMCS Community Education will notify community groups of closings due to inclement weather. Each group’s contact person will be responsible for notifying group members.
Cancellations due to weather will not incur a cancellation fee.
Facilities Use Coordinator
Facilities Use Assistant
Facility Use Offices
Learning Resource Center
3550 Mills Civic Parkway
West Des Moines, IA 50265
Pricing and Payment Information
View our fee schedule for hourly facility rental rates and additional fees, as applicable. For one-time usage, payment is required prior to use. For ongoing or season-long usage, coordinate with the facilities office for a payment plan; deposit required. Check, cash, and credit cards are acceptable forms of payment. Payments can be sent by mail or made in person to WDMCS Community Education, Attn. Facility Use, 3550 Mills Civic Parkway, West Des Moines, IA 50265 or by phone at 515-633-5060.