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”
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.
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.
Individuals/groups who meet our minimum insurance and other requirements
No, we do not allow any animals in our buildings unless required by law.
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.
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.
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).
Yes, we have two onsite catering companies that can be used: Drip Coffee and WM Café.
Our onsite caterers can handle most requests, including custom menus. Please contact them for further details.
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.
Yes, with the following exceptions:
No glitter, confetti, or other small decorations – these are incredibly hard to clean up and usually cannot be completely removed.
Decorations must not be taped, nailed, tacked, stapled, or adhered to any surface.
Furniture moved during the event must be returned to its original state before the event is over.
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.
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.
Monday – Thursday 7:30 AM – 4:00 PM
Friday 7:30 AM – 2:00 PM
Monday – Thursday 7:30 AM – 9:00 PM
Friday 7:30 AM – 4:00 PM
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.
Our rooms hold between six (6) and three-hundred fifty-nine (359) people. Capacities vary by location and type of setup chosen.
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.
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.
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.
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.
Yes! We recommend the Toll House Hotel. It is a quick drive from our Saratoga location, and offers excellent amenities.