Facilities Rental Process

Application Process and Policies

  1. Please read the entire Rental Application Agreement, which is a binding contract.
  2. These items are required for submittal of your application package:
    • $35 Application fee (check payable to West Valley College)
    • Rental Application Agreement, completed and signed
    • Certificate of Liability Insurance
    • IRS form 501(c)3 for non-profit rates
    • Excel Spreadsheet if numerous dates are requested (also email to Donna.Breckenridge@westvalley.edu)
    • Send complete application package to:
      West Valley College
      Facilities Rentals
      14000 Fruitvale Ave
      Saratoga, CA 95070
      c/o Donna Breckenridge
  3. Once the application document package is received it will be reviewed to determine if West Valley College can meet the requirements of your event.
  4. You will be notified of the status of your application and given an estimate of the initial charges.
    • The initial invoice is our best estimate for the costs of your particular event, including but not limited to: facility rental fees, custodial labor, supervisor labor, grounds labor, equipment, parking and police labor.
    • The initial invoice is not the final invoice. West Valley College reserves the right to invoice the renter if additional services (such as custodial), fees or damages have been incurred.
  5. Upon your email acceptance of the estimated charges, the application will be forwarded to the Vice President of Administrative Services for review and his approval.
  6. Payment must be received 30 days prior to facility use.
  7. If there is a final invoice for additional costs incurred it will be sent following your event.
    Balance is due upon receipt of the Final Invoice.
last published: 3/21/18