- Reservation Procedure
- Rental Charges/Damage Deposit
- Cancellation of Rentals and Refunds
- Community Center Rental Hours
- Additional Hours Policy
- Smoking/Tobacco Usage
- Liquor Policy
- Dance License Fee
- Wedding Receptions/Christmas Parties
- Caterer Policy
- Decorating Policy
- Renter's Responsibility
Reservations can be made by phone or in person. A $200 deposit and a reservation request form is required to guarantee your reservation and is due at the time the reservation is made. This is a non-refundable deposit and will be applied to the final contract amount.
After the reservation request form has been filled out and the reservation deposit has been paid, a contract will be prepared and mailed to the renter.
Tentative reservations will be taken, but will only be held for 7 days from the date the request was received. All reservations are made based on availability and on first come, first serve basis.
One contact person must be designated to make all arrangements with Community Center staff.
In addition to the rental fee, a damage deposit equal to 1/2 of the contract amount is required. The rental fee plus the damage deposit will be the total contract amount. The damage deposit will be refunded within 2 weeks following the event if no deductions are necessary.
Rental rates are by the hour and are different for each room. Hours of use are calculated from the time you enter the room until the time you leave the room including any set up and take down time you might require. For example, if you rent a room from 8:00 am to 5:00 pm, all guests, decorations etc. must be out of the building by 5:00 or you will be charged an additional fee. Equipment such as overhead projectors, dance floor, stage, coffee, kitchen use etc., are not included in the room rental. A complete list of rental equipment is in the Community Center brochure. Any additional items used that are not on the original contract will be deducted from your damage deposit. If your additional charges are greater than your damage deposit, you will receive an invoice for the remaining charges.
All contracts must be paid in full 30 days prior to the event. If payment is not received 30 days prior to the event, the reservation will be cancelled. If the reservation is made less than 30 days prior to the event, the total contract amount must be paid upon receipt of contract. If the payment is not received, the reservation will be cancelled.
Cancellation of Rentals and Refunds
50% of the total rental fee will be refunded if a cancellation notice is provided in writing to the Community Center 30 days prior to the event. NO refund will be given if a cancellation notice is provided less than 30 days prior to the event.
All cancellations received 2-6 months prior to the rental date will receive a full refund less a $25 handling fee.
Monday-Thursday 7:00 a.m. – 10:00 p.m. Friday and Saturday 7:00 a.m. – 1:00 a.m. Sunday 9:00 a.m. – 9:00 p.m. Any changes to this schedule must be approved in advance by the Community Center Director.
The Community Center will be closed on Memorial Day, Labor Day, Thanksgiving Day, Christmas Eve and Christmas day. It will be at the discretion of the Community Center Director and availability of staff if the Community Center will be available on City holidays such as Martin Luther King Jr. day, President’s day, Veteran’s day etc. If the Community Center Director approves rental on a holiday, the normal room rental fee will be charged plus 1 ½ times the normal wage for the custodian.
Friday and Saturday events must conclude at midnight. Following the event, one hour or until 1:00 a.m., the renter will be allowed time to clean-up. For an additional $250 charge, renters have the option of concluding their event at 1:00 a.m. with cleanup until 2:00 a.m. Scheduling and payment of the extended time shall be made prior to the event.
The Community Center is a smoke free and tobacco free facility. Smoking is not allowed anywhere in the building, including the enclosed East entrance. Please notify your guests about this policy to avoid any inconveniences. Outside the East and South entrances to the facility are the recommended smoking areas.
Smoking or the use of tobacco products by anyone under the age of 18 is PROHIBITED.
The consumption of alcoholic beverages is allowed in the Community Center and must be contained to the area that is rented. Beverages will NOT be allowed in the hallway, restrooms or outside the facility. Liquor may NOT be brought into the facility without prior approval of the Community Center Director.
A designated holder of an on-sale intoxicating liquor license must serve liquor at large groups, such as wedding dances, Christmas parties, banquets, etc.
Consumption of intoxicating beverages must cease at the conclusion of the event or at 12:00 a.m., whichever comes first. Final service of intoxicating beverages (last call) shall be 30 minutes before consumption must cease.
Alcohol cannot be dispensed by the Facility User, the host/hostess, nor bona fide guest. Self-serve champagne fountains and keg beer are NOT allowed.
At the discretion of the Community Center Director, smalls groups, such as anniversary or birthday parties, graduation receptions, etc. will be allowed to appoint a responsible adult to serve alcohol.
Consumption of alcohol by minors under the legal 21 years of age is PROHIBITED.
The City of Windom requires any dance open to the public must have a Municipal Dance License application approved by the Police Department and the City Council. The fee for the license is $10.00 and can be obtained from the Police Department.
Wedding Receptions/Christmas Parties
The Renter will be allowed to decorate free of charge between the hours of 7:00 a.m. and 4:00 p.m. the Friday before the wedding reception, or the day before the banquet. If there is a request to rent the room on that day, the Renter will then be notified and given the option to rent the room for as many hours as needed to decorate. If the Renter feels that 7:00 a.m. – 4:00 p.m. does not give them adequate time to decorate, they must pay for additional time needed.
The Community Center has Wedding/Anniversary and Christmas packages available, which allow you to be in ½ or the whole Large Multi-Purpose Room for up to 12 hours. If you need flowers, cake, balloons, etc delivered the day of the reception; this time is included in the 12 hours that you have the room. If you need additional time, you will be charged for it.
Friday and Saturday the Community Center closes at 1:00 a.m. The event must end at 12:00 a.m. with last call at 11:30, all decorations, personal items and guests must be out of the building by 1:00 or whatever the contracted time may be. The event may go an extra hour for an additional fee of $250.00. The renter will be charged an additional fee if they go over the contracted time.
It is the responsibility of the facility user to make all arrangements with the caterer of their choice. The caterer must schedule a kitchen orientation prior to the event. A checklist will be completed with a staff member upon entering and departure to assure the kitchen facilities have been left in a clean manner. If the kitchen is not cleaned properly, cleaning costs will be deducted from the facility user's damage deposit.
All food and beverage must be contained to the area that is rented. Food and beverage will NOT be allowed in the hallway or restrooms.
All decorating plans must be pre-approved by the Community Center staff. The Renter is required to bring all supplies needed for the event, extension cords, tape, scissors, tacks, etc.
No tape will be allowed on the gym floor, and the use of double sided tape is not allowed on the tables or chairs. If you need to use tape on the floor, please ask the Community Center as they have special tape to be used on the floor.
Candles may be used only if a globe or bowl completely encloses the flame, and must be pre-approved by the Community Center staff. Any damage to the floor, tables or chairs due to candle wax or open flame will be charged to the Renter.
In the Large Multi-Purpose Room, the use of tacks or pins are allowed on the acoustic board and tape will be allowed on the wood trim. Straight pins must be used if you chose to decorate the dividing wall. The Community Center staff must approve any items you wish to attach to the painted walls and will suggest an appropriate way to do so.
All decorations and personal items must be removed from the facility by the conclusion of the event, unless other arrangements are made with the Community Center staff prior to the event.
The Decorating and Room Set-Up form must be returned to the Community Center 2-4 weeks prior to your event.
The rental party is responsible for supervising the conduct of the members of its group. The rental party shall take complete responsibility for conduct of its group or others present during the rental period, and for any loss, breakage or damage to the rooms, equipment or other property caused or incurred during the rental period. Children running or playing in the hallway or restrooms will NOT be tolerated. Please remind your group that the Community Center is a place of business.
The renter is required to bring all supplies needed for the event, extension cords, tape, scissors, etc.
The renter must comply with all applicable City ordinances, state statutes, Federal Laws and the rules of the Windom Community Center.
