Facility Use

How to schedule the use of a District facility:

1. Read through the Facility Use Policies
2. Check for facility availability on the Facility Use Calendar
3. Email your request to Gary Pioske at PioskeG@westonka.k12.mn.us

Requests will be processed in the order in which they were received. Access to district facilities is prioritized as follows based on the Tiers I-IV user groups.

Once your request has been processed, you will receive a permit via email. Please print, sign and return the permit to the Westonka Activity Center member services desk. You will receive an invoice for the balance due once your event has been completed. You must give at least five (5) business days notice of intent to cancel a permit. Failure to timely notify the Facilities Use Coordinator of a cancellation will result in an invoice for 50% of the fees listed on the Estimate of Fees Permit. Some events may require a damage deposit that will be due prior to the event.

Please keep in mind that the District facilities are heavily used and that we cannot guarantee that your request will be granted. All requests must be submitted at least 10 days in advance. Large events of over 200 people may require a minimum of 90 days advance notice.

Tier I User Groups: 

• All District Meetings, Activities and Events Including High School Athletics and PTA/PTO
• District Staff/Student Meetings, Activities and Event
• District Booster Groups’ Organizational Meetings and Concessions
• All District Sponsored Meetings, Activities and Event
• District School Board Meetings
• All District CES Sponsored Meetings, Activities and Events
• District Bargaining Units

Tier II User Groups: 

• Local Youth Athletic Associations
• Local Youth Arts Organizations
• Youth Scouting and 4H
• Local Religious and Church Organizations

Tier III User Groups: 

• Local Units of City, County and State Government
• Connect Westonka and Westonka Community & Commerce Meetings
• Local Civic Organizations
• Political Elections or Caucuses
• VFW and American Legion Patriotic Events
• Local not for profit organizations

Tier IV User Groups: 

• Groups or individuals that do not meet the criteria listed in Tier I-II are considered Tier IV

Drug, Alcohol and Tobacco Use: The use, consumption or possession of tobacco, alcohol or any controlled substances is prohibited on all District property, including parking lots and athletic fields.

Discrimination: No group which limits membership or attendance in its activities on the basis of sex, race, religion, color, national origin, economic status, age or disability shall be allowed to use District buildings or grounds.

Firearms: Firearms on District property are prohibited, except when in the possession of legally authorized officials.

The applicant and/or organization agrees to assume all responsibility for damage or liability of any kind and further agrees to hold the district harmless from any expense or costs in connection with the use of District facilities.

Insurance Requirement: The district requires the applicants to furnish a certificate of insurance to guarantee the conditions of the facility use agreement. Coverage of $1.5 million minimum and $3 million aggregate is required.

Use of district facilities through Westonka Community Education & Services is limited to non-school hours between 5:30-10 p.m. on weekdays and 8 a.m.-5 p.m. on weekends unless otherwise approved by the Facility Use Coordinator.

When Westonka Public Schools closes due to inclement weather or building emergencies, all facility use permits are canceled. Westonka Community Education & Services will refund any rental or labor fees already paid if the event cannot be rescheduled.

All accidents or emergencies occurring while using district facilities must be reported to the building supervisor, custodian, or other district personnel. All users are responsible for providing their own first aid supplies.

All groups are required to provide adequate adult supervision. The adult supervisors are required to remain with the group at all times and are responsible for the group’s conduct and compliance with all rules.

Class II and III user groups requesting use will be charged for building supervision and/or custodial fees (see fee schedule).