WINDOM COMMUNITY CENTER / POLICIES & PROCEDURES

 

Reservation Procedure

Reservations can be made by phone or in person. A $200 deposit is required for the Grand Hall (room(s) 127/128) and $50 deposit for Lakeview Room (room 105) and Dining Hall (room 120). 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, we will prepare a contract that will be mailed to renter.

Tentative reservation will be taken, however they will only be held for 7 days from the date the request has been received. All reservations are made based on availability and on a first come, first serve basis.

One contact person must be designated to make all arrangements with the Community Center Staff.

Rental Charges & Damage Deposit

In the addition to the rental fee, a damage deposit equal to one-half of the contract amount is required. The rental fee + damage deposit will be the total of the amount found on the contract. The damage deposit will be refunded within two weeks following the event if no deductions are necessary.

Rental rates by the hour and are different for each of the rooms. 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 times you might require. 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 PM or you will be charged an additional fee.

Equipment such as overhead projectors, dance floor stage, coffee, kitchen us, etc. are not included in the room renal. For a complete list of rentable equipment available, please click here. 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 from the remaining charges.

All contract 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 Renatals & Refund Policy

50% of the total rental fee will be refunded if a cancellation noticed is provided in writing to the Community Center 30 days prior to the day of 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 than $25 handling fee.

 

Community Center Rental Hours

Monday - Thursday 

Friday - Saturday

Sunday

7:00 AM to 10:00PM

7:00 AM to 1:00 AM

9:00 AM to 9:00 PM

The Community Center will be closed on New Year's Eve, New Years Day, President's Day, Martin Luther King Day, Memorial Day,Independence Day, Labor Day, Veterans Day, Thanksgiving, Christmas Eve and Christmas Day.

 

Additional Hours Policy

Friday and Saturday events must conclude at midnight. Following the event, a one-hour time frame is allowed for clean up (up to 1:00 AM). For an additional $250 charge, renters have the option of concluding their event at 1:00 AM with cleanup until 2:00 AM. Scheduling and payment of the extended time shall be made prior to the event.

 

Smoking & Tobacco Use Policy

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 guest about this policy to avoid any inconveniences. Outside the East and South Entrances to the facility are the recommended smoking areas.

 

Liquor Policy

The Windom Community Center has a full On-Sale Liquor License and is the sole liquor provider allowed at the Windom Community Center. 

1. A liquor set-up fee is required for this service and this fee offsets the cost of the license, insurance cost, decorating of the bar, and bartender fee. 

1. 0-50 People: $50

2. 500 People: $150

3. 200 or More People $250

2. All complementary wine, champagne, keg beer, pop and water must be purchased through the Windom Community Center and their liquor license.

Keg Prices:

16 Gallon $300

8 Gallon $150

3. Bar starts at the beginning of the event until its conclusion.

4. When the bar is being used NO OUTSIDE beverages will be permitted into the Community Center. Consumption of alcoholic beverages outside the Community Center and parking lot is not allowed.

Failure to comply with this will result in the closing down of the event.

5. A 2 week notice for the use of the bar service is REQUIRED to staff, supply and order complementary items needed for the event.

6. Last Call will be at 11:30 PM. Bar closes at 11:45 PM. Lights out at midnight concluding of the event. Groups requesting for a 12:30 AM last call with event concluding at 1:00 AM may request this option at the additional cost of $250 and the cost of a police officers when open to the public events mandate.

7. The Windom Community Center has the right to refuse service to any individual or group.

Consumption of intoxicating beverages must cease at the conclusion of the event or at 12:00 AM, 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 beg beer are NOT allowed.

Consumption of alcohol by minors under the page of 21 years of age is PROHIBITED.

 

Dance License Fee

The City of Windom requires any dance that is open to the public to have a Municipal Dance License Application approved by the Police Department and the City Council. The fee for the license is $10 and can be obtained from the Police Department.

 

Wedding Reception & Christmas Parties

The renter will be allowed to decorate free of charge between the hours of 7:00 AM and 4:00 PM 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 be notified and given the option to rent the room for as many hours as needed to decorate. If the renter feels 7:00 AM to 4:00 PM does not give them adequate time, they must pay for the additional time needed.

The Community Center has Wedding/Anniversary and Christmas packages available that will allow you to be in 1/2 or the whole Grand Hall 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 AM. The event must end at 12:00 AM with the last call at 11:30 PM, all decorations, personal items, and guest must be out of the building by 1:00 AM or whatever the contracted time may be. The event may go an extra hour for an additional fee of $250. The renter will be charged an additional fee if they go over the contracted time.

 

Caterer Policy

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, a cleaning cost will be deducted from the facility users damage deposit.

All food and beverage must be contained to the area that is rented. Food and beverage is NOT allowed in the hallways or in the restrooms.

 

Decorating Policy

All decorating plans must be pre-approved by the Windom 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 Windom 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 Grand Hall 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 Windom 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 vent unless other arrangements made made with the Windom Community Center staff prior to event.

The Decorating and Room Set-Up Form must be returned to the Community Center 2-4 weeks prior to your event.

 

Renter's Responsibility

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 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 Windom Community Center is a place of business.

The renter is required to bring all supplies needed for the event (i.e. extension cords, tape, scissors, etc.).

The renter must comply with all applicable City Ordinances, state statutes, Federal and Local laws, and the rules set forth by the Windom Community Center.

 

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