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Applications & Rental Contracts

Availability 

West Fargo Public Schools makes the West Fargo Sports Arena (WFSA) available for public use, with some exceptions to availability: New Year’s Day, Easter weekend, Memorial Day, Independence Day, Labor Day, Veterans Day/Observance, Thanksgiving Day, Christmas Eve, and Christmas Day.

The hours of operation on weekdays are 5:00AM – 9:00PM. The hours of operation on Saturdays are 9:00AM – 6:00PM and 12:00PM – 6:00PM on Sundays. Deviations from these hours of operation may occur with prior approval from the Arena's Director.

The WFSA offers to the public the use of the main rink, auxiliary rink, and the community room. 

Application Process

Any individual or group looking to utilize the Arena for an organized activity or event must submit a rental application to the WFSA at least 15 business days in advance of the desired use date(s). There is the potential for "day of" rentals, based on facility schedule and building management. 

Rental applications must be submitted through the client's online rental portal. All applications will be reviewed and processed by staff as they are received.

As requests are processed, clients will receive login credentials to access your online client portal to view invoices, edit contact information, and process payments.

As schedules allow, requests for the use of the Arena may be submitted up to one year in advance of the desired use date(s). Contracts that extend multiple years must be approved by the Arena Director and West Fargo Public Schools' Accounting Department.

Rental Contract

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

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 cancellation fee. Use of a West Fargo Public Schools’ space, including the WFSA, will not be permitted without a signed contract.

Any cancellation following the submission of a signed contract will result in the assessment of a cancellation fee to be paid by the client.

Requested changes to a contract will be reviewed and acted upon by staff. 

The use of the WFSA shall not be permitted to interfere with already scheduled operations of the facility or with school-based activities. Exceptions can be made for large events at the discretion of the Arena Director.

The use of the facility by clients is canceled when schools must be closed due to inclement weather or other conditions. West Fargo Public Schools grants the Arena Director the authority to cancel events and/or close the facility due to inclement weather on non-school days.

The WFSA reserves the right to cancel/terminate all events due to facility mechanical failure.

An event manager is required to be present at all large-scale events hosted by West Fargo Public Schools (inclusive of high school athletic events) and large event rentals. An event manager will be scheduled by the WFSA, at the cost to the client.

The event manager is responsible for enforcing all district policies and expectations related to the use of the WFSA, as well as being the point of contact for potential questions and concerns.

In no instance may a signed rental contract be transferred from one client to another.

Respectful Use of Space

As indicated in administrative policy, clients are expected to conduct activities and use the space(s) in a respectful and orderly manner. It is expected that all clients will show respect to the building, staff, equipment, and each other when utilizing the space for their contractual period.

Specific examples of the expectations that need to be followed include, but are not limited to:

  • Requesting any necessary equipment or set-up needs at time of application and adhering to a contract once it has been created and signed
  • Appropriate adult supervision of all children and participants
  • Not impeding on other clients’ use of the space by arriving early, staying late, or invading any space that is in current use by another client
  • Occupying your designated space only for the time indicated on your contract - you cannot use any additional spaces or times than what is listed on your contract
  • Not climbing on chairs, tables, shelves, or other structures that may prove dangerous or cause damage to school property
  • Recognizing that a space is being used by another client and providing them a comfortable and respectful level of space and noise to have a positive experience
  • Not impeding on the building staff’s district and facility-level responsibilities
  • Keeping exterior and interior doors closed at all times
  • Using appropriate volume levels
  • Picking-up any equipment you have been approved for use
  • Addressing spills, messes, and damages in a timely manner and with appropriate action
  • Speaking to all building occupants in a respectful tone, without the use of derogatory, insulting, or hateful language
  • Respecting the requests and commands made by West Fargo Sports Arena Staff, including custodians, ice technicians, and concessions staff.

Consequences

Upon notification of a client’s misuse of space (including those mentioned above), the West Fargo Sports Arena will contact the client in question to discuss the issue. One warning will be given for the first infraction; any subsequent infractions will result in the loss of space for the remainder of the contractual period. As indicated in policy, a client who violates the terms of the rental contract can also be denied future privileges at the discretion of the West Fargo Sports Arena.