Public Facility Rental and Use

Overview

Many jurisdictions have established policies for the use of public facilities by private individuals, companies, or nonprofit organizations. These policies typically address topics like the following:

• Rental rates, often including discounts for residents or nonprofits
• Scheduling, changes, and cancellation
• Deposits and payment
• Liability and insurance requirements
• Parking and noise
• Prohibited activities (e.g., commercial uses)
• Food and drinks, including catering and alcohol use
• Pets and service animals
• Facility cleanup

A public agency should generally receive some level of compensation for the use of its facilities to avoid an improper gift of public funds. At a minimum, the fee or rental charge should at least cover the cost of operating the facility for the event (maintenance, utilities, staffing, etc.).

Many jurisdictions charge lower fees for residents, since residents support the facilities through taxes (See Clarkston v. Asotin County Rural Library Board (1977)). Many jurisdictions also charge reduced rates to registered nonprofit organizations. Similar individuals and groups should be treated the same, so that no entity receives unfair or preferential treatment.

Meeting Rooms

Below are examples of policies and forms for meeting rooms found in city halls, libraries, or other public buildings.

• Bellingham Public Library Room Reservations 
• Kennewick Mid-Columbia Libraries Meeting Rooms
• King County Public Library Meeting Room Use Policy 
• Poulsbo City Hall Meeting Room Policies and Application (2017)
• Shoreline Fire Department St. 51 Meeting Room
• Skagit Transit Meeting Room Rental Agreement and Terms (2017)

Community Centers

Below are examples of policies and forms for community centers.

• Anacortes Depot Arts and Community Center Facilities
• Coupeville Facility Rental Forms (2024) – Includes separate forms to rent town pavilion/kitchen and rec hall for events, as well as amplified sound application if applicable. Also includes Spanish language versions.
• Ellensburg Hal Holmes Community Center Reservations
• Kettle Falls
  • Municipal Code Ch. 12.16  
  • Library Room Rental Agreement (2022)
• Port Orchard Facility Rentals
• SeaTac Facility & Picnic Shelter Rentals
• Vancouver Firstenburg Community Center Event Rentals
• Yelm Community Center Rental Policies (2017)

Large Events

Below are examples of rental policies and agreements for larger facilities intended for weddings, conferences, banquets, and other large events.

• Bellingham Create Your Special Day at the Whatcom Museum (2019) – Brochure includes FAQs, rates, and approved caterers.
• Federal Way Dumas Bay Centre – Includes rental inquiry form, rates, and maps/virtual tour.
• Grays Harbor County Fairgrounds and Event Center Fee and Rental Schedule (2024) – Policies and rates for every fairground facility, plus RV and boat storage.
• La Conner Maple Hall/Maple Center Rental Agreement (2016) – Building rental includes kitchen, multiple rooms, and outdoor patio.
• Puyallup Pioneer Park Pavilion – Rental is an 8,600-square foot multi-purpose room.

Park and Recreation Facilities

Below are examples of policies and forms for park and recreation facilities. For athletic and sporting rentals, see the next section.

• Bellevue Parks & Community Services Facility Rental Guidelines (2020)
• Clallam County Code Sec. 15.32.100 – Requires special use permit for short-term use of county facilities for non-county-authorized purposes.
• Des Moines Facility Rentals
• Kettle Falls Park Reservation Policy (2016) – Amending the city park regulations to include a new park reservation policy.
• Kirkland Rent an Outdoor Parks Facility
• La Conner Pioneer Park Facilities
• Newcastle Park Shelter Reservations
• Pierce County Spanaway Park Shelter Reservations 
• Port of Bellingham Public Space Use Policies and Procedures (2023)
• SeaTac Facility and Picnic Shelter Rentals
• Spokane Valley Parks and Recreation Facility Usage Application (2021)
• Sultan Application for Use of City Facilities (2018)
• Tacoma Metro Parks Rentals – Website includes policies, permits, rental contracts, and a tool to compare different venues at a glance.

Athletic Fields

Below are examples of policies and forms for formal or informal use of sporting and athletic facilities.

• Issaquah Athletic Field Rental Guide (2023) – Includes application processes for sports teams, leagues, tournaments, and clinics.
• Kirkland Athletic Field Use Policies (2023)
• Richland Athletic Field Rental Fees, Forms, and Policies
• West Richland Field and Reservations
• Woodinville Sports Field Rentals

Insurance and Alcohol Policy

Insurance and alcohol policies are usually addressed within the main public facility rental policy or agreement, but sometimes they are addressed through separate policies.

• Spokane Valley Alcoholic Beverage Permit Application for Mirabeau Springs (2017)

Use by Nonprofits or Volunteer Organizations

Some jurisdictions provide discounted rental rates to nonprofit organizations or volunteer groups. An example is below.

• Seattle Public Schools Building Rentals