Facilities Rental Policies & Procedure

• Review all rental policies below.
• Contact the Rental Coordinator at dafacilityrentals@fhda.edu or (408) 864-8333 to discuss open dates and pricing.
• Review and fill out a Facilities Rental Application and await confirmation.
• A Certificate of Liability will be required for any rental for insurance purposes (Outside Rental Only).
• A 501(c)3 Form will be required to qualify as a Non-Profit Group (Outside Rental Only), restrictions apply. 

The following direct costs will be assessed to all outside organizations or groups using facilities at De Anza.

• Each room or location has a specified hourly fee associated, see Hourly Rental Fee Schedule.
• A $50 non-refundable facility application-processing fee.
• A $296 Maintenance fee, subject to all weekend rentals while a lower rate may apply to weekday rentals depending on the event.  Speak with Rental Coordinator for exceptions.  Please note the Dining Hall has additional custodial charges.
• A 25% Deposit of the final rental fee may be required depending on the event, please check with Facility Rental Coordinator.

A request for the use of college facilities should be filed at least one month in advance of the proposed event. They should be made by completing a Facilities Rental Application at the Facilities Rental website.

Community groups and organizations can schedule events no more than one quarter in advance of the proposed event once schedules are published. No events can be scheduled during final exam weeks.

De Anza College reserves the right to cancel any event scheduled by a community group or organization if the scheduled facility is needed for a college program. If it is necessary to cancel an event the college will make every effort to notify the sponsoring group of the cancellation with as much notice as possible.

De Anza College Student Clubs and Organizations

Student organizations that have been approved by the governing board of the District may be granted the use of community college premises and properties without charge, subject to regulations established by the governing board of the District.

• Direct fees for custodial, maintenance and security are only charged on weekends, holidays and  when extra hours would be required.

Private Group or Outside Rental

The governing board may charge an amount not to exceed its direct costs or not to exceed fair rental value of college facilities and grounds under its control for activities other than those specified above.

Organizations (excluding churches and religious groups), clubs, associations and other public agencies organized for general character building or welfare purposes. These groups must provide documentation of legal non-profit status (501(c)3 form) filed with the Internal Revenue Service, otherwise the private rate applies.

Non-profit organizations having fundraising entertainment or meetings where admission fees are charged or contributions solicited must be for the benefit of the students of the Foothill-De Anza Community College District.  Otherwise the private fee schedule applies to their rental contract.

• RENTER is not covered under the DISTRICT’S general liability insurance, employee benefits or workers’ compensation policies. RENTER shall be fully responsible for such coverage and shall provide a Certificate of Insurance with the following coverages and minimum limits:
  • General Liability insurance, with limits not less than $1,000,000 each occurrence combined single limit for Bodily Injury and Property Damage, including coverages for contractual liability, personal injury, broadform property damage, independent contractors, products and completed operations; 
  • Sexual Abuse/Molestation liability insurance, with limits no less than $1,000,000 is required if the event includes/involves minors (18 years and under).  Coverage may be included under the General Liability policy, otherwise coverage shall be provided as a separate policy.
  • Automobile Liability insurance, with limits not less than $1,000,000 each occurrence combined single limit for Bodily Injury and Property Damage, including coverages for owned, non-owned and hired vehicles, as applicable;  
  • Workers’ Compensation (statutory limits) and Employers’ Liability insurance with limits not less than$1,000,000 each accident, $1,000,000 employee and $1,000,000 each disease, provided that RENTER has employees as defined by the California Labor Code; 

• The policy must be on file one week prior to the event start date, the same date final payment is due. The certificate holder is :

   
  Foothill - De Anza Community College District
  12345 El Monte Road
  Los Altos Hills, Ca 94022
   
• For General Liability and Automobile Liability insurance, the Foothill De Anza Community College District, its officers, agents, employees and servants shall be listed as an Additional Insured and proof of coverage must be provided on a separate endorsement.
• The Certificate of Insurance and separate Additional Insured endorsement must be on file one week prior to the Event start date.
• The RENTER using Foothill De Anza Community College District (the "District") facilities agrees to indemnify, hold harmless, and defend in accordance with Civil Code §2778, the District, its Board of Trustees, officers, agents, employees and representatives from all claims, lawsuits or actions of every name, kind and description, brought for, or on account of injuries to or death of any person, including user or any employee, agent or invitee of user, or damage to property including intangible property and to whomsoever belonging, where such injuries, death or damages occurred in, upon, or due to user's use of the District's premises or property provided that this indemnity obligation shall not apply to injuries for which the District has been found in a competent jurisdiction to be solely liable by reason of its own negligence.

Insurance Document Example

• An application fee of $50 and will be required at the time the application is approved. 
• A 25% deposit of the final rental fee may be required depending on the event, please check with the Rental Coordinator.
• Completion of the application online does not constitute an agreement.
  
• Invoices are issued one month prior to the first event date and are due no later than two weeks prior to this date.

In accordance with Educational Code 82542, all fees are due and payable prior to the event. Final payment is due two weeks prior to the start date of the scheduled event or the event is subject to cancellation.  

All payments must be remitted to the De Anza College Cashier's Office or paid online via a payment link provided by the Rental Coordinator. Payments can be paid by either credit card or check.  A payment link for the deposit will be sent to the client after the contract is submitted if deposit is required.  For check payments the Rental Coordinator will provide a deposit slip to accompany payment to be submitted to the Cashier's Office.

All bookings are non-refundable unless for weather related cancellations (rain, excessive heat, air quality). Refunds will not be provided to groups or organizations that fail to show for scheduled event.

A two week notice is required for any time frames changes to any contract.

Rentals will not be allowed to any groups which are in direct competition to courses, classes, or programs currently offerred by De Anza College or the Foothill-DeAnza District.  This as well encompasses any groups which are detrimental to enrollement of students at De Anza or the Foothil-DeAnza District.

Food vendors are allowed on-campus but must provide a valid Santa Clara County Health Certificate within one week of the event.  Food must be prepared off-site, no open flame can be used on campus for reheating.  Only electric heaters are allowed.

Parking fees are NOT included in rental fees.  Parking permits cost $3 Per Vehicle for an all day pass.  Permits can be obtained at several kiosks located throughout the parking lots.  To obtain parking permits ahead of time or rent sections of the parking lots, please contact the Foothill De Anza Police Department.