Application Process and Policies
Please read the entire Rental Application Agreement, which is a binding contract.
The following items are required for submittal of your application package:
- $35 Application fee ($25 for non-profit). Make check payable to West Valley College, ATTN: District Finance.
- Rental Application Agreement, completed and signed
- Certificate of Liability Insurance
- IRS form 501(c)3 for non-profit rates
- If numerous dates are requested, please use Excel Spreadsheet template.
Scan and email completed documents to WVC Facility Rentals wvc.adminservicesFREEWEST_VALLEY%20
Once the application document package is received it will be reviewed to determine if West Valley College can meet the requirements of your event. 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.
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.
Payment must be received 30 days prior to facility use. 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.
For Athletic Facility Rentals, please visit the Athletics Website for more information.
Questions for the Athletics Department?
Please contact Natalie Gonzalez-Hansen.
Application Fees | FY 2024-2025
| Description of Fee | For Profit Rate | Non-Profit Rate |
|---|---|---|
| Application Fees | $35 | $25 |
| Change Order Fee | $15 | $10 |
| Cancellation Fee (less than 36 hours) | Equal to 25% of total charges | Equal to 20% of total charges |
Rental Fees
Three hour minimum.
| Facility | For Profit Hourly Rate | Non-Profit Hourly Rate |
|---|---|---|
| Lecture Halls/Large Forum Auditorium | $260 | $175 |
| Classrooms (50+ seats) | $200 | $140 |
| Classrooms (<50 seats) | $170 | $115 |
| Computer Lab (requires lab tech to be present) | $200 | $140 |
| Conference Room (<20 seats) | $75 | $45 |
| Conference Room (20-40 seats) | $115 | $75 |
| Fox 120 | $345 | $224 |
Rates are for 4 hour increments.
| Facility | For Profit Rate (4-hour increment) |
Non-Profit Rate (4-hour increment) |
|---|---|---|
| Baltic Room A | $220 | $130 |
| Baltic Room B | $220 | $130 |
| Baltic Rooms (A&B) | $285 | $175 |
| Campus Center Patio | $260 | $155 |
| Club Room | $220 | $130 |
| Entry Lounge | $60 | $30 |
| Event Center | $800 | $600 |
| Faculty Lounge | $65 | $40 |
| Global Citizenship | $220 | $130 |
| Info Desk | $60 | $30 |
| Kirkorian Pavilion | $260 | $155 |
| Ostrus Family Plaza | $260 | $155 |
| Upper Viking Lounge | $60 | $30 |
| Veteran's Plaza | $260 | $155 |
Three hour minimum.
| Facility | For Profit Hourly Rate | Non-Profit Hourly Rate |
|---|---|---|
| Main Gymnasium (max. capacity 1500) | $200 | $130 |
| Main Gymnasium with bleachers (max. capacity 1500) | $225 | $150 |
| Locker or Shower Rooms | $138 | $92 |
| Softball Field | $125 | $100 |
| Baseball Field | $125 | $100 |
| Multipurpose Field | $75 | $50 |
| Sand Volleyball Court | $20 | $15 |
| Dance Studio (Small) | $81 | $52 |
| Dance Studio (Large) | $144 | $94 |
| Tennis Courts, per court | $36 | $25 |
| Facility | For Profit Hourly Rate | Non-Profit Hourly Rate |
|---|---|---|
| Parking Permits (E-Permits) | $3.00 / vehicle | $3.00 / vehicle |
| Parking Lot, entire lot, 3-hour minimum | $175 / hour | $115 / hour |
| Parking Lot, entire lot, entire day (max. 7am-10pm) | $700 | $450 |
Direct Cost | Staffing Charges
Rates based upon composite rate of employees within job.
| Staff | Hourly Rate | Minimum Fee per Day |
|---|---|---|
| Site Supervisor | $140 | $560 |
| Custodial Staff | $85 | $339 |
| Grounds Staff | $95 | $380 |
| Maintenance Staff | $130 | $520 |
| District Police Officer | $125 | $500 |
| District Police Supervisor | $182 | $727 |
| Senior Parking Officer | $100 | $400 |
| AV/Computing Technician | $145 | $580 |
| Staff | Hourly Rate | Minimum Fee per Day |
|---|---|---|
| Community Service Officer* | $27 | -- |
| Director, Community Services* | $210 | -- |
| Physical Education Supervisor* | $50 | -- |
| Lifeguard* | $40 | -- |
| Theater Arts Site Supervision* | $65 | -- |
| Theater Arts Stage Technician* | $40 | -- |
- Charges for facilities (direct cost or fair rental fee) are for short-term use. Use of facilities for more than fourteen (14) days constitutes long-term use, which requires a contract agreement approved by the Board of Trustees prior to use. Board approval requires that a request for use be made at least four weeks in advance of the event. Refer to BP 6700/AP 6700 Civic Center and Other Facilities Use for additional information.
- For Non Profit Rate: Proof of 501 (c)(3) Status Required
- Rentals are not available on Federal Holidays or Designated District Holiday dates.
- Rates are effective as of July 1, 2024.
Forms
- Application Contract
- Insurance Sample Form and Requirements
- Multiple Dates Scheduling Template
- Event Parking Request Form
*For Athletic Facility Rentals, please visit the Athletics Website for more information.
Contact Information
Location
The office is located in Cilker 102.
Hours
Monday – Friday: 8:00 AM – 4:00 PM
Mailing Address
West Valley College
Administrative Services
14000 Fruitvale Ave
Saratoga, CA 95070
Contact
Andrae Macapinlac, Management Assistant
Phone
Please indicate desired venue in the email subject line.
For Athletic Facility Rentals, please visit the Athletics Website for more information.