°IJͼ

Facility Rentals

Application Process and Policies

Please read the entire Rental Application Agreement, which is a binding contract.

Required Documents

The following items are required for submittal of your application package:

  1. $35 Application fee ($25 for non-profit). Make check payable to °IJͼ, ATTN: District Finance.
  2. Rental Application Agreement, completed and signed
  3. Certificate of Liability Insurance
  4. IRS form 501(c)3 for non-profit rates
  5. If numerous dates are requested, please use Excel Spreadsheet template.

Scan and email completed documents to WVC Facility Rentals wvc.adminservicesFREEWEST_VALLEY%20

Next Steps

Once the application document package is received it will be reviewed to determine if °IJͼ 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. °IJͼ 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.

Athletic Facility Rentals

For Athletic Facility Rentals, please visit the 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 Hourly Rate Non-Profit Hourly Rate
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 Cost 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 Cost 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--
Notes
  • 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

  1. Application Contract
  2. Insurance Sample Form and Requirements
  3. Multiple Dates Scheduling Template
  4. Event Parking Request Form

*For Athletic Facility Rentals, please visit the for more information.

Contact Information

Facility Rentals Office

Location

The office is located in Cilker 102.

Hours

Monday – Friday: 8:00 AM – 4:00 PM

Mailing Address

°IJͼ
Administrative Services
14000 Fruitvale Ave
Saratoga, CA 95070

Contact Information

Contact

Andrae Macapinlac, Management Assistant

Phone

(408) 741-2650

Email

Please indicate desired venue in the email subject line.

wvc.adminservicesFREEWEST_VALLEY


For Athletic Facility Rentals, please visit the for more information.