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Rental Process

1. Submit an online application through the Facilities Rental website (Apply for Space).

Make sure your application is complete, as incomplete applications may experience delays in processing (must include email, phone, and address).  

If you are new to the rental program, staff will set you up as a user on the online system once your application has been submitted.

2. Review and sign the digital contract that is emailed to you.

Please request any contract changes prior to signing. This contract can only be viewed through the link in the email you receive. It cannot be found on your online portal. 

3. Log in to your online portal to review your invoice and submit payment.

Once a contract is signed, your invoice will be available within 1 business day and needs to be paid through the online payment portal at least 24 business hours prior to the start of your rental contract.

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Arrival & Departure

Arrive no earlier than five minutes prior to your start time and exit the space at the times listed on your contract. Please clean up after your group and provide any feed back to the rental program if needed. 

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Equipment

Use of school-owned Physical Education supplies is not permitted. Volleyball nets and basketball hoops can be made available to renters if requested. 

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Cancellations

Cancellation of any event is permitted. In order to receive a refund, the cancellation notice must be received at least 24 hours in advance. Cancellation notices must be emailed to faciltyrentals@west-fargo.k12.nd.us. 

Schools may cancel rentals if a school-sponsored activity is scheduled. School-sponsored activities always take precedence, even when scheduled after the signing of a facility rental contract. Notification will be sent to the affected renter once notification is received by the school. 

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Payments

All rentals will be invoiced within one business day of receiving your signed electronic rental contract and the invoice will be available to view in your online client portal. Payment must be submitted in full via credit card through your online client portal at least 24 hours prior to the start of your rental contract. If you need to pay via cash, check, or other special accommodations, requests must be submitted to the Facility Rental staff and approved prior to signing your contract.

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Weather

Use of the facilities by clients is automatically canceled when schools must be closed due to inclement weather or other conditions.