Application Process and Policies
- Please read the entire Rental Application Agreement, which is a binding contract.
- 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.BreckenridgeFREEWEST_VALLEY)
- Send complete application package to:
West Valley College
Facilities Rentals
14000 Fruitvale Ave
Saratoga, CA 95070
c/o Donna Breckenridge - 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.
Rental Locations
Rental Fees
| Facility | 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.
| 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 |
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 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
Contact Information
Facility Rentals Coordinator
* Please indicate desired venue in the email subject line.
Facility Rentals 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