Procedure for Facility Rental
PLEASE NOTE: The
District requires a certificate of Insurance in the amount of
$1,000,000 for one person, one accident and $100,000 property damage. An
endorsement naming the San Jose/Evergreen Community College District as
additional insured and granting the college or District 3 days
notification in the event of cancellation of the policy. The insurance
documentation is due no later than seven (7) days before the first date
Facilities Rental Form
requested usage is approved, renter will receive a “Facility Use
Contract and Permit” from the Business Services office. This form will confirm the dates, times and locations for use. There is also anestimation
of fees for rental and direct personnel costs. A signed Contract,
payment for the amount as indicated on the Contract and a Certificate of
Insurance with an endorsement naming the District as additionally
insured and signed copy of Rules and Regulations must be received by the
Business Services office no later than 7 working days before the event.
Non-compliance with this section may result in the cancellation or
rescheduling of the event.
some instances, labor required by SJCC staff is a larger volume, or
requires more staff than originally estimated, or facilities are used
longer than agreed. In these cases the renter will be contacted by
Business Services, and a Final Billing will be sent to the renter for
the additional charges. Final billings must be paid within 30 days of
the event.Note: Applications for the use of
facilities for the following academic year may be made at any time, but
may not be confirmed until after July 1st. Once a contract has been
signed, the District will make every attempt to honor the contract, but
instructional needs come first, and the District reserves the right to
cancel a contract with cause at any time. If the District cancels the
use of the facilities, all fees will be refunded.
1. All short term use fees will be from the same official rental rate schedule.
Long term rentals will require a lease agreement, and the approval of
the Vice President for Administrative Services, and fees charged may be
different than those on the fee schedule.
Before rental fees (not direct costs) may be waived or reduced below
the amount normally required by the rate schedule, the College President
or that officials designee must determine that the following conditions
The activity for which the facility is to be used relates directly to
SJECCD’s mission of education and training, and SJECCD obtains a
specific benefit from the activity.
b. The activity is not political; and
The value or benefit that SJECCD receives from the activity is
substantially equivalent to the amount of rent SJECCD is foregoing.
The rental rate schedule will be reviewed approximately every three
years, under the direction of the Vice Chancellor of Administrative
5. Rental charge will be for a minimum of three hours.
6. Any changes or additions to the contract less than two weeks prior to the event will incur a Change Order fee.
7. Rental fees will be invoiced by the Business Services department.
Additional set-up, clean-up or requirement for additional college
personnel not factored in original contract and invoice will be invoiced
after the event.
Full payment is due in advance of the scheduled use, unless there
already exists a long standing relationship with the campus in which
case fees may be invoiced, but are due no later than 30 days after
10. Late payments may result in denial of future rental participation, and will incur late charges of 1.5% per month.