Rental FAQ
Here are the answers to frequently asked questions about renting the Community Center.
How do I rent the facility?
We have gone fully digital. Click here to request a date. You will need to create an account first. From there, select the space and date you wish to reserve. Make sure you have the correct rental rate selected. For example, only residents of Windsor Heights are able to use the resident rate. Once submitted, we will review your request. When approved, we will send you a link to pay your deposit. We do not hold dates until the deposit has been paid. The deposit is due immediately. All events within 60 days require the full payment rather than a deposit. We will make multiple attempts to contact you, but if the deposit has not been paid within 24 hours of approval notification, your reservation request will be canceled.
Rental requests will be reviewed Monday-Friday between 8 am and 4 pm. Any requests made in the evenings/weekends will be reviewed the next business day.
How can I tour the facility?
Tours are available by appointment only. Please email nleuthold@windsorheights.org for availability.
Tours are limited to no more than 30 minutes. If another renter chooses to rent the space during your scheduled tour time, we will contact you to reschedule. If you need to reschedule or cancel for any reason, please email nleuthold@windsorheights.org. Any tour that no-shows with no notice may or may not be rescheduled at the City's discretion.
Why does it say "requires account flag"?
You have the wrong rate selected (only non-profit organizations can use the non-profit rate). Click the arrow next to the rate to select the correct option (see image below).
Why can I not see later times for my rental to end?
We require at least two hours in between rentals for cleaning and inspection. For example, if there is a rental on your desired date that is booked for 4 pm, then your rental needs to end by 2 pm. Our online system will not let you choose an end time beyond 2 pm. Our facility also closes at midnight.
I'm a resident of Windsor Heights, but the resident rate is unavailable.
Make sure you have your address listed and spelled correctly in your account information. Our system will not let you use the rate if any of this information is incorrect. Please also note that we do not offer a resident rate on Saturdays.
How do I see what dates are available?
You will need to visit our online rental system by clicking here. Select the space size that you are interested in. If the date on the calendar appears orange, then there is a rental that day, but all available times are listed on the right (or below if you are using a smartphone). If the date is green that means there are no reservations. Please email nleuthold@windsorheights.org with any questions.
How many people are allowed?
Our facility's fire capacity is 218. Our full space seats up to 200 people. The 2/3 space seats 100 people. The 1/3 space seats 70 people.
How many tables are there?
Our tables are 72" round. We also have rectangular banquet tables (in multiple sizes) for serving food.
- Full space - 20 tables
- 2/3 space - 10 tables
- 1/3 space - 7 tables
How much does it cost?
Our space is rented by the hour (minimum 2 hours), and pricing depends on the space size. Please visit our website and scroll down to "Pricing & Policies" section for the most up-to-date pricing.
What is included?
Our space includes tables, chairs, and a kitchen for each space. WiFi is available throughout the building. Our AV system (including microphone) is available for the 2/3 and full spaces only. Restrooms, ice machine, and cleaning supplies are accessible to all spaces.
Please note that for electronics, guests are responsible for providing their own extension cords, auxiliary cords, etc. The community center has some complimentary cords accessible for your convenience, but we do not guarantee their availability or functionality.
Do you have catering restrictions or requirements?
We do not provide linens, silverware, food, or drinks. We do not have any catering restrictions, meaning you are welcome to bring in any food or catering service you so choose, or to serve your own food.
Is alcohol allowed?
All rentals serving alcohol are required to have an off-duty Windsor Heights police officer present for a minimum of three hours. The officer will contact you closer to your event. Payment for the off-duty officer must be made directly to the officer. The current rate is $70 per hour. An officer can be scheduled by emailing whpoliceassoc@windsorheights.org.
No cash bar service is allowed in the Community Center. All alcohol must be given away and is not allowed to be sold.
No hard liquor is allowed in the facility. Beer and wine are allowed.
Are you open due to COVID-19 and what are the restrictions?
We are currently open and we do not have any restrictions related to COVID-19. However, we strongly encourage our renters to follow the latest CDC guidelines. We keep our website up-to-date on this changing situation. Learn more here.
Who do I contact with other questions?
Please email Deputy City Clerk Nate Leuthold at nleuthold@windsorheights.org. Emails will be returned Monday-Friday between 8 am and 4:30 pm.