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
As of August 24, 2020, free public courts 1 and 2 are closed on:
- Monday–Friday from 4:30 PM – 7:30 PM
- Saturday–Sunday from 11:00 AM – 3:00 PM
Learn more about court use priority in the FAQ tab.
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 |
| 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 located in Cilker 102.
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
Frequently Asked Questions
Court Use Priority
- West Valley College classes and Intercollegiate teams
- Tennis academy pros who have contracts with West Valley
- Individuals (coaches or players) with advance, paid reservations
- General public is welcome to use open courts freely if there are no conflicts with college classes or prior reservations
Hours
Primary Tennis Academy Hours*
Monday-Friday from 4:30 PM – 7:30 PM, as well as Saturday and Sunday from 11:00 AM – 3:00 PM.
*Tennis academies may add to their contracted reservation time, which may not appear on the Google schedule.
Yes, courts 1 and 2 except Monday-Friday from 4:30 PM – 7:30 PM, as well as Saturday and Sunday from 11:00 AM – 3:00 PM or if there are college classes in session.
One hour increments; on the “honor system.”
The rental fee is $30 per court, per hour.
Learn more about rental information.
Yes, teaching is allowed only with paid reservations.
Alternating sides each week on Thursdays from 7:00 AM – 12:00 PM (weather and equipment permitting).
Parking
The daily parking fee is $3 and is enforced 24/7. The yellow parking machine is located near the roadway. The machine accepts cash or credit cards.
Semester permits ($50) are purchased through Admissions and Records.
Emergency Services
Santa Clara County Communications
From cell phones: (408) 299-2311
Ask for West Valley College Police.