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 (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
- 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 Mark Darrah.
Rental Fees
For Athletic Facility Rentals, please visit the Athletics Website for more information.
| Facility | 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 |
| Parking Type | 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 |
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 |
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.