Large event rentals (LERs) are available for large-scale or multiple-day events and have the option to rent the competition pool, lesson pool, locker rooms, meet management room, and mezzanine.

1. Rental applications for the use of the entire Hulbert Aquatic Center facility must be submitted to Hulbert Aquatic Center at least six weeks in advance of the desired use date(s).
2. An event schedule should be submitted at the time of application, or a minimum of six weeks in advance of the desired use date(s).
3. A final, detailed event itinerary must be submitted to the Aquatics Director (or appointed representative) a minimum of five days prior to the desired use date(s). This must include; event schedule, warm-up durations and space allocation, locker room usage/ assignments, and additional hospitality requests/deliveries.
4. Rentals of Hulbert Aquatic Center dry spaces (classrooms, conference room, office/viewing rooms, dryland training room, etc.) are not included in the LER, but can be reserved for an additional cost.
5. If a client wishes to reserve a classroom for hospitality purposes, details must be submitted with the rental contract. Additional hospitality specifications (catering deliveries, room prep, etc.) must be prearranged and approved by staff within five days prior to the event start.
6. The dryland training room requires the supervision of a qualified coach or personal trainer; certifications must be presented to the Aquatics Director at the time of application. The dryland training room may be rented by clients for use other than training purposes (officials or team meetings, etc.). This type of rental will need to be approved by the Aquatics Director prior to the issuing of a formal event contract. The use of training equipment is strictly prohibited.
7.  Hulbert Aquatic Center timing system is available for large scale events at an additional cost. Hulbert Aquatic Center staff will operate the timing system and scoreboard. The client is required to provide the Hy-Tek™ operator and any additional staff required for the event (timers, officials, announcers, diving score tracker, etc.).

Large Event Rental - Single Host

• One 25 Yard Competition Course - 10 Lanes including Diving Well & 6 Warmup Lanes OR
• One 50 Meter Competition Course - 10 Lanes total

$1,000/ Half Day

$2,500/ Full Day

Large Event Rental - Multiple Hosts

• One 25 Yard Competition Course - 10 Lanes including Diving Well & 6 Warmup Lanes OR
• One 50 Meter Competition Course - 10 Lanes

$650/ Half Day per Host

$1,625/ Full Day per Host

Large Event Rental - One Host w/ 2 Pool Layout

• 2 Pools with 1 Host - Two 25 Yard Competition Courses, Up to 20 Lanes

$1,500/ Half Day

$3,000/ Full Day

Large Event Renal - Multiple Host w/ 2 Pool Layout 

• 2 Pools with Multiple Host - Two 25 Yard Competition Courses, up to 20 Lanes

$975/ Half Day per Host

$1,950/ Full Day per Host

Colorado Time System - Swim & Dive

• 1 System 
  • $250/ Half Day
  • $500/ Full Day 
• 2 Systems (Swim & Dive Concurrent) 
  • $500/ Half Day
  • $750/ Full Day 

Custodian Fee

• Required for all events 
• $35/ Hour 

Lesson Pool 

• $125/ Hour 
• $500/ Half Day 
• $1000/ Full Day 

Hospitality Room 

• $20/ Hour 
• Room Layout Varies 

Lifeguard(s) 

• Included in the rental price. 

Event Holds

• Events can request a calendar HOLD by emailing hulbert@west-fargo.k12.nd.us
• If a rental request has not been submitted six weeks prior to the event date, the calendar hold will be removed. 

Step 1: Rental Request 

• Rental applications for the use of the entire Hulbert Aquatic Center facility must be submitted to Hulbert Aquatic Center at least six weeks in advance of the desired use date(s).
• Applications must be submitted via the online form on Hulbert Aquatic Centers website and will be reviewed by staff as they are received. 
• Designated hospitality parking space(s) must be submitted with the rental request. 
• An event schedule should be submitted at the time of application, or a minimum of six weeks in advance of the desired use date(s).
• A final, detailed event itinerary must be submitted to the Aquatics Director (or appointed representative) a minimum of five days prior to the desired use date(s). This must include; event schedule, warm-up durations and space allocation, locker room usage/ assignments, and additional hospitality requests/deliveries.

Step 2: Digital Contract

• Once the rental application has been approved by all appropriate parties within the department, an electronic rental contract will be issued, and the event will be added to the appropriate district calendar(s). 

Step 3: Contract Signing 

• A four-digit pin number will be issued to each client. This pin number will act as an electronic signature. 
• The rental contract must be electronically signed by the client at least 10 business days in advance of the desired use date in order to avoid the cancellation of the event contract and a cancelation fee. Use of a West Fargo Schools' space, including Hulbert Aquatic Center, will not be permitted without a signed contract. 
• Requested changes to a contract will be reviewed and acted upon by staff. Any agreed-upon changes to an already-signed contract will result in administrative fees.
• Any cancellation following the submission of a signed contract will result in the assessment of a cancellation fee to be paid by the client. 
• In no instance may a signed rental contract be transferred from one client to another. 

Step 4: Event Prep 

• Contact information for all approved vendors must be provided to the facility 15 days prior to the event. Any vendor attending a contracted event on Hulbert Aquatic Center property must be approved by the Aquatics Director (or appointed representative) and indicated within the signed contract. 
• Booth specifications will be provided by Hulbert Aquatic Center prior to the event. 
• All approved food vendors must provide a valid copy of their required Cass County Public Health license. 
• Hulbert Aquatic Center will offer clients Pepsi products, to be added to the event contract at the facility price. Orders must be submitted to Hulbert Aquatic Center nine days prior to the event. 
• A final, detailed event itinerary must be submitted to the Aquatics Director (or appointed representative) a minimum of five days prior to the desired use date(s). This must include; event schedule, warm-up durations and space allocation, locker room usage/assignments, and additional hospitality requests/deliveries. 
• Meet files must be emailed to hulbert@west-fargo.k12.nd.us a minimum of 48 hours prior to the event. 

Step 5: Day(s) of Event 

• Clients should not alter the current state of the bleachers and the tip and rolls upon arrival.
• For security purposes, the north entrance is only unlocked when a monitor/guard is present at the entrance. Clients are required to provide a monitor/guard.
• Events must provide their own device to play music. The Hulbert Aquatic Center will provide an auxiliary input into the audio system. All clients must be given written permission from the Aquatics Director to play event-specific music. All event music must be filtered family-friendly.
• No coolers are allowed on the pool deck. All coolers must be stored in the hallway adjacent to the team locker rooms.
• The Hulbert Aquatic Center reserves the right to tow any vehicle that is not in a designated parking spot. City regulations regarding parking in fire lanes and near dumpsters will be enforced.
• All hot food items and cooking equipment must remain in the designated hospitality space (P141). Please avoid at all cost the use of ceramic slow cookers. All hospitality equipment and food must be removed and cleaned at the end of the contracted time. All garbage and recycling must be removed from the room by the renter. 

Step 6: Post Event & Payment

• Invoices will be issued on the first full business day after your event concludes. All invoices will be emailed to the primary contact listed on the event contract, and payment is required in full within 15 business days of receiving your invoice. Credit card and check payments are accepted; credit card payments (Mastercard, Visa, Discover, and American Express) must be processed through your online client portal. If paying via check, please mail all checks to Hulbert Aquatic Center (620 7th Ave East, West Fargo, ND 58078) to be processed by our facility staff.