Community Event Center & Pavilion Rental Information

How to Rent

Click here to rent the Community Event Center, Pavilion and baseball diamonds online and view availability! You will need to create an account first and have a credit card number to keep on file for the damage deposit. After you have selected your dates, time, and answered the questions, a notification will be sent to Windsor Heights to review and approve your rental. Your request will be reviewed Monday-Friday between 8 am and 4:30 pm. Once it has been approved, you will receive an email with payment instructions. 

Deposits

• Rentals more than 60 days away require a down payment of 50% of the rental amount to hold the date.
• Rentals within 60 days require the full balance to be paid up front, including any cleaning fees.
• We do not hold dates until the down payment has been paid, and all rentals are on a first-come, first serve basis.

Pricing & Policies

Our facility is located at 6900 School Street in Windsor Heights. See below for our pricing table:

• All Saturday rentals are for the full day/full space only.
• All other days require a 2-hour minimum rental time.
• Please consider set up and clean up time in your total rental time.
• The Community Center is available to rent from 6 am to midnight daily.
• We do not offer on-site event coordination or planning, decorations, or custom setup .
• We do not offer overnight storage of items unless consecutive dates are reserved.

2/3 SPACE

• Holds up to 100 guests.
• Includes a large catering kitchen; the kitchen does not come with any serving utensils, plates, cups, pots, or pans.
• AV equipment, bluetooth connection, and podium are included.
• 10 – 72 inch round tables provided; each table fits 8-10 chairs.
  • Up to two additional 72-inch round tables and/or 6- or 8-foot rectangular tables are available in the storage area, along with additional chairs.
• Our facility is one large space. A partition wall can come out to divide the space into the 1/3 and 2/3 spaces. When both spaces are rented at the same time, renters share parking, bathrooms, and cleaning supplies. The only way to ensure your party is the only event in the Community Center is to rent the full space.

1/3 SPACE

• Holds up to 70 guests.
• Includes full concession kitchen; the kitchen does not come with any serving utensils, plates, cups, pots, or pans.
• No AV equipment provided.
• 7 - 72 inch round tables provided; each table fits 8-10 chairs.
  • An additional 72-inch round table or a 6- or 8-foot rectangular table can be set up upon request (with or without additional chairs).
• Our facility is one large space. A partition wall can come out to divide the space into the 1/3 and 2/3 spaces. When both spaces are rented at the same time, renters share parking, bathrooms, and cleaning supplies. The only way to ensure your party is the only event in the Community Center is to rent the full space.

FULL SPACE

• Holds up to 200 guests. There are 17 – 72 inch round tables; each table fits 8-10 chairs.
  • Up to three additional 72-inch round tables and/or 6- or 8-foot rectangular tables are available in the storage area, along with additional chairs.
• Includes a large catering kitchen and a smaller concession kitchen; the kitchens do not come with any serving utensils, plates, cups, or pot and pans.
• AV equipment, a bluetooth connection and podium are included.
• Our partition wall that divides the space will be put away; renters can utilize this wall to divide the space for break-out sessions or other needs if desired.

Cleaning 

• Cleaning fees are required on on Friday, Saturday, and Sunday rentals, and are optional from Monday to Thursday.
  • Monday to Thursday rentals who opt out of the cleaning fees are expected to fully clean the facility themselves.
  • Click here to see our cleaning checklist
• Cleaning fees are subject to change based on the cost to the City; the current costs are below:
  • 1/3: $210
  • 2/3: $245
  • Full: $325
• Renters who fail to clean properly as assessed by our facility manager may be charged additional fees.

Discounts

• Windsor Heights residents and nonprofit organizations receive a discount on the hourly rental fee. The discount does not apply to Saturday rentals.
• Fees may be waived by the City Council for events in the Community Center on a special case basis for non-profit organizations.
  • This is at the sole discretion of the Council; no fee waivers will be approved by City staff.
  • Parent entities should submit requests; not committees or sub-organizations. Please limit requests to one per year per organization.
  • Please coordinate these requests with City staff between 30 and 60 days prior to the rental date. Fees will be held in abeyance until Council can consider.
  • Staff will assist by putting together the necessary paperwork and resolutions for consideration by the City Council.
  • Staff recommends attending the City Council meeting where the request is presented, in case Council has any questions.
  • If the Facility is being used for a fundraiser project, all tickets must be an advanced sale.

Food and Catering

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.

Alcohol

All rentals require an off-duty Windsor Heights police officer to be on-site whenever alcohol is present. This includes alcohol served by the renter and alcohol brought in by guests. You can request an officer at your earliest convenience. The specific officer assisting with your event will contact you closer to your event date. Payment for the off-duty officer must be made directly to the officer. The standard rate is $70 per hour, with a 3-hour minimum; the rate for holidays and observed holidays is $140 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.

Beer, wine, and certain other low ABV drinks (seltzers, hard lemonades, etc.) are the only types of alcohol allowed. No hard liquor is allowed in the facility.

Cancelations

All payments are non-refundable. Refunds may be granted under extenuating circumstances after approval by the City Administrator. Please contact Deputy City Clerk Nate Leuthold at 515-645-6826 or nleuthold@windsorheights.org to reschedule an event for free. Rescheduling requests must be made at least 48 hours prior to their original event time. Renters must notify Windsor Heights of a new date within two weeks of canceling their event.

Colby Park

The Community Event Center is located in beautiful Colby Park, which was renovated in 2024. Renters are welcome to utilize the playground, splash pad, and other outdoor spaces. Please keep in mind that these spaces are open to the public, and are not included in the rental of the facility.

Special Events Application

The City of Windsor Heights requires a Special Events Application for the use of private property, public property and/or park property that is open to the public, or requires right-of-way usage or temporary street closures. Types of events may include parades, runs/walk, fairs/festivals, outdoor concerts/amplified sounds, athletic events, horse carriages, fundraisers, farmer’s markets, fireworks/pyrotechnics, demonstrations, exhibitions, and temporary structures (tents, canopies, stages).

Food Trucks

Food trucks are allowed for private events held in the Community Center. Food trucks must have an approved Windsor Heights Mobile Food Unit License.

Tours

Tours are available Monday - Friday 9:00 am - 4 pm by appointment only. Please call or email Nate Leuthold at 515-645-6826 or nleuthold@windsorheights.org for availability. We ask that tours take no more than 30 minutes. If you need to reschedule for any reason or are no longer able to make it, please contact us with as much notice as possible. Tours that fail to show without notification will not be rescheduled.

Pavilion

• Outlets for sound equipment are on each pillar
• No chairs are provided

Agreements & Guidelines For Use and Fee Waivers

• Community Center Floor Plan 
• Windsor Heights Community and Events Center Guidelines & Fee Waiver Request Information
• Cleaning Checklist

Questions

• For questions about renting the Community Center, please contact Nate Leuthold at 515-645-6826 or at nleuthold@windsorheights.org.
  • Emails and voicemails left after 4:30 PM or over the weekend will be returned the following business day.
• If you are on-site and need assistance, please call: 
  1. For all emergencies (medical, fire, etc.), please call 911
  2. City Hall: 515-645-6826 (during business hours)
  3. On-call phone: 515-423-8547 (available 24/7)
  4. Police station (non emergency): 515-222-3321