Frequently Asked Questions


Do you offer non-profit rates?

  • Yes. Non-profit organizations are offered a lower rate than for-profit organizations.

    • Note: All organizations not legally designated as “non-profit” are considered “for-profit”

When are the rooms available for rent?

  • Rooms are available to rent seven (7) days per week. However, extra charges will apply for rentals taking place outside of the building’s normal hours of operation.

  • Rentals outside the building’s normal hours of operation are subject to staff availability.

How does payment work?

  • We only accept cash or checks.

  • A non-refundable $35.00 Application Fee is due with the application.

  • A deposit of 50% of the rental price is due one (1) month before the rental date.

  • If alcohol is being served, a cashier’s check made out to the ABC for the cost of the Liquor License is also due one month before the rental date.

  • The remaining balance is due two (2) weeks before the rental date.

  • If any extra costs are incurred during the event, the Facility Rental Coordinator will send a final bill to the Authorized Representative after the rental period is over.

Who can rent spaces in the Campus Center?

  • For-profit companies

  • Non-profit organizations

  • On-campus groups

  • Individuals/groups who meet our minimum insurance and other requirements

Are pets allowed in the facility?

  • No, we do not allow any animals in our buildings unless required by law.

Are service animals allowed in the facility?

  • Yes. Please review the Administrative Policy and Board Policy for District regulations regarding Service Animals.

    Note: Under both the Administrative and Board Policies, the Policy about Service Animals is contained within “Chapter 3, General Institution”, and within Chapter 3, the specific Policy number is 3440.

Can we bring food into the rooms?

  • Yes, food is allowed in all of our rental areas.

  • We encourage people to use our on-site food service catering, but offsite catering may be allowed as well.

Can we serve alcohol?

  • Possibly. Serving alcohol on a school campus has some legal restrictions, such as:

  • Beer and wine are the only types of alcohol allowed, no hard liquor.

  • The event must be a charitable event with at least a $300.00 donation going to the WVM Foundation.

  • Any time alcohol is being served on campus, it must go through a strict approval process. The request can be denied at any step along the way, so we can’t guarantee that alcohol will be allowed until we obtain the actual permits (permits must be obtained by the District).

  • Other restrictions may apply, so if you wish to serve alcohol at your event please contact the Facility Rental Coordinator by email at:, or by phone at (408) 741-2156.

Do you offer catering services?

  • Yes, we have two onsite catering companies that can be used: Drip Coffee and the WM Café.

  • Our onsite caterers can handle most requests, including custom menus. Please contact them for further details.

Can we bring in our own catering?

  • Yes, offsite catering is allowed; however, there are a few restrictions

    • Due to our contracts with our onsite caterers, a catering outsourcing fee will be charged.

    • Department of Health permits must be provided by all the companies used for catering, and the permits must be delivered before the day of the event.

Can we decorate the space?

  • Yes, with the following conditions:

    • Glitter, confetti, or other small decorations are not allowed.

    • If decorations will be hung on the walls, painter's (residue free) tape must be used on solid surfaces or thumbtacks on the tackboard areas.

    • Helium balloons are allowed everywhere except in the Event Center and Lower Viking Lounge. Air-filled balloons are allowed in all areas of the Campus Center.

What is the cost to rent room space?

  • Our rates are always subject to change, so we do not post them on our website. However, you can be assured that we offer competitive rates and will work with you to make sure that your event is a success, no matter what your budget is.

What are the hours we can use the room?

  • Excluding District breaks and holidays, rooms can be rented seven (7) days per week. However, renting a room outside of our normal operating hours (below) will incur extra costs.

  • Summer/Winter:
    Monday – Thursday 7:30 AM – 4:00 PM
    Friday 7:30 AM – 2:00 PM

  • Fall/Spring:
    Monday – Thursday 7:30 AM – 9:00 PM
    Friday 7:30 AM – 4:00 PM

Can we get in early for setup or stay late for cleanup?

  • All time needed to setup, host, and clean after your event must be included in your rental. If extra time is needed past what is on your contract, a final bill will be sent after the rental period is over.

How many people can the room(s) accommodate?

  • Our rooms hold between six (6) and three-hundred fifty-nine (359) people. Capacities vary by location and type of setup chosen.

What equipment is available for use in the rooms?

  • Audio/video equipment including laptops, projectors, microphones, and speakers

  • Whiteboards, lecterns, and other instructional equipment

  • Easels, poster holders, sign holders, table number holders, stanchions, and even a piano are also available.

    • Note: Some equipment may require an additional fee.

Do you offer parking?

  • For large events, parking lots are available to rent. Smaller events may be issued electronic or physical parking permits. Some people may also choose to have event attendees pay for their own parking at the parking meters in each lot. Options will be discussed on a case-by-case basis.

What is your cancellation policy?

  • If a cancellation notice is received more than ten (10) business days before the scheduled event, renters will receive a full refund (less the non-refundable application fee).

  • If a cancellation notice is received more than three (3), but ten (10) or less business days from the day of your event, renters will forfeit their deposit.

  • If a cancellation notice is received within three (3) days from the day of the event, renters will not receive any refund.

How much time do you need to confirm space?

  • For any events wishing to serve alcohol, we need at least one month advance notice.

  • For all other events, we prefer one (1) month advance notice; however, accommodations may be made for clients needing to rent within a two (2) week period.

Campus Center – Location

Spring/Fall Hours

Campus Center

(408) 741 – 2025
Mon – Thu 7:30 AM – 8:00 PM
Friday 7:30 AM – 4:00 PM

Student Development Office

(408) 741 – 4637
Mon – Thu 9:00 AM – 5:00 PM
Friday 9:00 AM – 2:00 PM

Summer/Winter/Spring Break Hours

Campus Center

(408) 741 – 2006
Mon – Thu 7:30 AM – 4:00 PM
Friday 7:30 AM – 2:00 PM

Student Development Office

(408) 741 – 2006
Mon – Thu 10:00 AM – 4:00 PM
Friday Closed


last published: 3/21/18