Skip to main content
Evergreen

Facility rentals

Rates and rental rules

Everything that applies to a district rental, set out in one place. These terms come from Board Policy 4200, adopted August 11, 2026 and effective October 1, 2026.

Request a reservationDownload the rules packet

Fee schedule

All rental rates

Adopted by the Board in June 2026 by Resolution 2026-14. A refundable deposit applies to every rental.

Rental rates by space, showing resident, non-resident and nonprofit rates and the deposit
SpaceCapacityResidentNon-residentNonprofitDeposit
Oak HallEvent hallper hour220$145$195$95$500
Sycamore RoomMeeting roomper hour40$55$75$35$150
Willow RoomCommunity roomper hour24$40$55$25$100
Community KitchenKitchenper hour8$60$80—$250
Pinecrest GymnasiumGymnasiumper hour300$110$150$70$300
Multipurpose Room ACommunity roomper hour60$65$90$40$150
Willow Bend Dining HallEvent hallper hour120$85$115$55$300
Willow Bend Activity RoomMeeting roomper hour35$45$60$30$100
Grove Picnic ShelterPicnic shelterper half-day100$120$170$80$150
Meadow Picnic ShelterPicnic shelterper half-day60$85$120$55$150
Oak Shelter 1Picnic shelterper half-day80$110$155$70$150
Oak Shelter 2Picnic shelterper half-day40$75$105$50$150
Riverbend Soccer FieldSports fieldper hour50$45$65$28$200
Riverbend Baseball or Softball DiamondSports fieldper hour50$45$65$28$200

Field lighting is an additional $25 per hour. Field preparation is $60 per booking. A staff attendant is required for evening rentals of Oak Hall and the gymnasium at $32 per hour.

If plans change

Cancellation schedule

Deposit refund by notice given
Notice givenDeposit refundedRental fee refunded
30 days or moreFullFull
14 to 29 daysHalfFull
Fewer than 14 daysNoneHalf
Cancelled by the districtFullFull

The district cancels only for weather that makes a space unsafe, a facility failure, or an emergency use such as a cooling centre activation. In those cases you may reschedule at no charge instead of taking a refund.

Conditions of use

Rules that apply to every rental

  1. Setup and cleanup must both happen inside your reserved time. If you need the room at 9:00 a.m., reserve from 9:00 a.m.
  2. Leave the space as you found it. Remove all decorations, food and rubbish, and return furniture to its original layout.
  3. Nothing may be attached to walls, ceilings, light fixtures or trees. Painter's tape on tables is fine; nails, staples and adhesive are not.
  4. Candles and open flame are prohibited indoors. Charcoal is permitted only in the fixed grills at picnic shelters.
  5. Amplified sound outdoors requires a special event permit and must stop by 9:00 p.m.
  6. The person who signs the agreement must be 21 or older, must be present for the whole rental, and is responsible for the conduct of everyone attending.
  7. Attendance may not exceed the posted capacity of the space. Capacity is set by the fire code and is not negotiable.
  8. The district may enter any rented space at any time.

Insurance and alcohol

Additional requirements

Certificate of insurance

Required for Oak Hall, the Pinecrest gymnasium, the Willow Bend dining hall, the community kitchen and all sports fields. General liability coverage of $1 million per occurrence, naming Evergreen Community Services District as additional insured, provided at least 14 days before the event. Most homeowner’s and renter’s carriers write a one-day event policy for well under $200.

Alcohol

Beer and wine are permitted at Oak Hall, the Willow Bend dining hall and the reservable picnic shelters, with an approved facility use permit and a licensed server. Spirits are not permitted. No alcohol may be sold without a state licence. Alcohol is never permitted at the gymnasium, on sports fields, or at any rental where the majority of attendees are under 21.

Inflatables and vendors

Inflatable attractions, food trucks and commercial vendors all require a special event permit and their own certificate of insurance. Inflatables must be staked on turf only, never on paved surfaces or within ten feet of a play structure.