Facilities Rentals

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.

Rental Fees

Athletics

  Profit Cost/Hour (3 hour minimum) Non-Profit Cost/Hour (3 hour minimum)
Large Gym – PE 10 (approximately 15,528 sq. ft. ~ 143’ x 111’) with bleachers up $200.00 $130.00
Large Gym – PE 10 bleachers down $225.00 $150.00
Softball Field $100.00 $75.00
Football/ Practice Field $75.00 $50.00
Pool (Olympic size: 50 x 25 meters) $130.00 $85.00
Tennis Courts (per court, per hour; supervision not required) $30.00 $20.00
Sand Volleyball – 6 courts total (rate per court, per hour) $20.00 $15.00
Batting Cage $30.00 $20.00
Golf Cage $25.00 $15.00
Locker Room $50.00 $30.00
* Site Supervisor $50.00 per hour
(3 hour minimum)
$50.00 per hour
(3 hour minimum)

* A Site Supervisor is required for the entire rental time, unless otherwise specified.


Meeting/ Classroom Spaces

  Profit Cost/Hour (3 hour minimum) Non-Profit Cost/Hour (3 hour minimum)
Classroom: capacity less than 50 $150.00 $100.00
Classroom:  capacity more than 50 $175.00 $125.00
Multimedia Classroom $150.00 $100.00
Lecture Hall: capacity 85 $225.00 $150.00
Multimedia Lecture Hall: capacity 98 $300.00 $195.00
Power Distribution Box $50.00 $50.00
Additional Power cords $30.00 $30.00
On-site Lab technician for Audio/Visual recordings $100.00 $75.00

Theater/Music

West Valley College is first and foremost an educational institution. The Theater and Music venues are dedicated to College curriculum and are no longer available for outside rental events.

Parking/Campus Grounds

  Profit Cost/Hour Non-Profit Cost/Hour
Self-Serve Daily Permits – machines in the parking lots $3.00 per vehicle $3.00 per vehicle
Bulk/E–Permits (minimum 20 permits) $3.00 per vehicle $2.00 per vehicle
Entire Lot (3 hour minimum) $150.00 per hour $100.00 per hour
Half Lot (3 hour minimum) $100.00 per hour $65.00 per hour
Entire Lot, Entire Day (7:00 AM to 12:00 AM) $600.00 per day $400.00 per day
Parking for special event use Per Quote Per Quote
Campus grounds and pathways $50.00 per hour $35.00 per hour

Staff Services

Direct Cost – staffing charge: Rates based upon composite rate of employees within job; rates subject to revision.

Staff Hourly Rate
(3 hour minimum)
Minimum Staff Fee
Site Supervisor $50.00 $150.00
Campus Site Supervisor $64.00 $192.00
Custodial staff $45.00 $135.00
Grounds staff $52.00 $156.00
Maintenance $64.00 $192.00
Technical Support Staff $70.00 $210.00
Audio Visual Technician $75.00 $225.00
Parking Services Officer $39.00 $117.00
Parking Services Supervisor $65.00 $195.00
Police Officer $68.00 $204.00
Police Supervisor $105.00 $315.00
Lifeguard 1:50 ratio $40.00 $120.00

Contact Information

Facility Rental Coordinator

Donna Breckenridge

* Please indicate desired venue in the email subject line.

Facilities Rental Location

The office is Fox Building Office #207, located upstairs in the Fox Building, accessed through Room #203. The elevator is in the center of the building and stairs are located at each end of the building.

Office Hours

Monday – Friday: 10:00 AM – 12:00 PM and 1:00 PM – 4:00 PM.

Mailing Address

West Valley College
Facilities Rental
14000 Fruitvale Ave.
Saratoga, CA 95070

last published: 11/9/18