Use of Facilities Policies for District Facilities and Grounds (Not including Performing Arts Centers) Priority Use and Priority Groups ** Upon signing up for Facilitron, all new groups are placed in Priority Group 4. If you are a youth organization,
upload
the
required
qualifying
documentation
after
submitting
your
Facilitron
reservation
request.
Once
received,
eligibility
will
be
determined
and
verified
by
Facilitron
and
the
District.
Rentals
are
approved
on
a
first-come,
first-served
basis
through
the
Facilitron
platform.
**
If you need assistance entering your reservation or have questions, call 1-800-272-2962 x 1 to
reach
a
live
customer
service
representative.
Group 1. School District Use . School activities, sports, clubs, festivals, and professional development.
Group
1 may
include:
Parent
Teacher
groups,
the
SCUSD
School
Foundation,
and
booster
clubs.
Charges include custodial, grounds, and nutrition services fees, where applicable.
Group
1 does
not
pay
application
or
facility
use
fees.
These fees apply to the groups below Charges include application fees and facility use fees, as well as fees for custodial, grounds, and nutrition
services,
where
applicable.
Group 1.5. Youth organizations Group 1.5 is approved by the Board of Trustees yearly. (Organizations must apply to be considered
for
this
group.)
Group 2. Local youth organizations with at least 80% of participants attending District schools
(rosters
will
be
required).
Group
2 may
include:
After-school
or
weekend
programs
or
sports.
Group 3. Local youth organizations with less than 80% of participants attending District schools
(rosters
will
be
required).
Group
3 may
include:
After-school
or
weekend
programs
and
sports.
Group 4 . Adult organizations or events with participants over and under 18 years of age. Group 4 may
include:
Sports,
workshops,
classes,
religious
organizations,
private
events
(social
activities),
and
charitable
organizations.
Custodial Fees will be applied: 1. All indoor rentals, except classrooms (during the school days), will be charged a minimum of two
(2)
hours
and
an
additional
2 hours
for
cleaning
after
all
events.*
2. If a site custodian is not regularly scheduled, weekends, school breaks, and/or large groups or events.
3. Agnew, Huerta and MacDonald for all rentals. 4. Summer custodial hours vary by site. *Custodial hours may change according to district and individual site schedules and/or large groups
or
events.
03/2025 1
Fees for Use of District Facilities and Grounds All facility rentals will start at 6 p.m. M-F. Rentals will end by 9:00 p.m. M-F, except Wilcox and SCHS, end at 10 pm. All facilities Sat - Sun 7 a.m. to 9 p.m. Facility rentals are not allowed during District Holidays. All facilities are hourly rates. All rentals are approved using Facilitron on a first-come, first-served basis.
Meeting/Activity Space Group 1.5 Group 2 Group 3 Group 4 Deposit Non-refundable application fee for each reservation $10 $10 $25 $50
May be reimbursed after event Standard Classroom $1.50 $6 $13 $20 $50 Elementary Multipurpose Room/Cafeteria $4 $20 $40 $64 $50 Middle/High Multipurpose Room/Cafeteria $7 $35 $70 $111 $50 Elementary Kitchen** $50 $50 $100 $150 $200 Middle/High School Kitchen** $100 $100 $200 $300 $200 Middle/High School Auxiliary Gymnasium: Buchser, Peterson, Santa Clara, Wilcox, Wilson, MacDonald $7 $34 $69 $110 $100
Middle/High School Main Gymnasium: Buchser, Huerta, Peterson, Santa Clara, Wilcox, MacDonald $10 $51 $102 $162 $100
Football Stadium/Track*** MacDonald, Santa Clara, Wilcox $10.50 $53 $107 $171 $500 Artificial Varsity Baseball/Softball Field*** MacDonald, Santa Clara $17.50 $88 $177 $283 $100 Grass Varsity Baseball/Softball Field*** Wilcox, Lou Vierra $6 $31 $61 $98 $50 Artificial Practice Field
(
Agnew,
Huerta
and
MacDonald require custodial staff for all rentals ) $9.50 $47 $94 $150 $100 Grass Practice Field (
elementary,
middle
schools
)
$6 $31 $61 $98 $50 Swimming Pool
(requires
a
3 hour
minimum
staff fee, $198)
$16.50 $82 $164 $262 $500
Parking Lot
(events
in
parking
lots)
$2 $9 $19 $30 $50 Tennis Courts
(All
courts
except
Buchser)
$9 $18 $45 $45 $50 Outdoor Hardcourts
(Basketball
Court/Blacktop)
$2 $9 $19 $30 $50
**Nutrition Services Staff ( required with all kitchen reservations) $60.00 per hour (2 hour minimum)
Custodial Staff (required for all weekend, kitchen, school breaks, and set up of chairs and tables) $66.00 per hour (2 hour minimum)
***Grounds Staff (required for football, baseball and softball stadiums. Other fields: optional addition to reservation for field prep, if staff is available) $66.00 per hour (4 hour minimum for football, baseball and softball stadium) 03/2025 2
Cancellation Policy for District Facilities, except Performing Art Centers ● Payment processing fee and application fee are non-refundable. ● Cancellation 21 days prior to date of the event: 100% refund for use fees, custodial fees, equipment
fees,
and
security
deposit.
Payment
processing
fee
and
application
fee
are
non-refundable.
● Cancellation 7-20 days prior to date of the event: renter is responsible for 50% of use fees, custodial
fees,
and
equipment
fees.
Payment
processing
fee
and
application
fee
are
non-refundable.
Security
deposit
and
insurance
(if
purchased
through
Facilitron)
will
be
refunded
in
full.
● Cancellation within 6 (six) calendar days of event: renter is responsible for 100% of use fees, custodial
fees,
equipment
fees,
payment
processing
fee,
and
application
fee.
Security
deposit
and
insurance
(if
purchased
through
Facilitron)
refunded
in
full.
● Cancellation must be entered into the online reservation system by the time frame above to be eligible
for
a
refund.
● Cancellations due to weather will be considered per event. ● No shows will be charged the entire reservation amount. If the Renter/User on Facilitron does not
arrive
on
time,
staff
will
wait
1 (one)
hour
before
labeling
the
event
a
“no
show”
and
cancels
the
event.
● Cancellations within 6 (six) calendar days of the event and no shows may result in penalties including
disqualification
for
future
site
use
and
permits.
● Reservations will be canceled, if the reservation is not paid in full as agreed, or if any requested documentation,
including
correct
insurance,
is
not
uploaded
to
the
online
system
1 (one)
week
in
advance
without
a
refund.
Cancellation Policy for District Performing Art Centers (Theaters) ● Payment processing fee and application fee are non-refundable. ● Cancellation 30 days prior to the date of the event – 100% of security deposits, use fees, custodial,
equipment
fees,
and
additional
technician
fees.
Payment
processing
fee
and
application
fee
are
non-refundable.
● Cancellation 15 to 30 days notice – Renter is responsible for 50% of security deposit, use fees, custodial,
and
equipment
fees.
Payment
processing
fee
and
application
fee
are
non-refundable.
● Cancellation 10 to 15 days – Renter is responsible for 25% of security deposit, use fee, custodial,
and
equipment
fees.
Payment
processing
fee
and
application
fee
are
non-refundable.
● Cancellation 10 days to the day of the event – No refund Field Use 1. Users are responsible for monitoring weather conditions and evaluating playing fields when there
is
a
threat
of
rain,
lightning
or
dangerous
conditions.
If
a
user
degrades
fields
due
to
playing
on
wet
turf,
users
will
be
billed
for
field
repairs.
2. No site facility improvements or additions shall be made without written consent from the District.
3. No tampering with irrigation systems. 4. Fields are not prepped and do not include use of bases or soccer goals; nor are they available. 5. Teams must adhere to permitted days and hours of use. 6. All trash must be picked up at the end of facility use every day. 7. Pets are not allowed on school campuses. 03/2025 3
8. Agnew Elementary, Huerta Middle School and MacDonald High School require custodial staff at all
times
for
events;
weekdays
and
weekends.
Kitchen Facilities 1. Kitchen facilities shall not be used unless supervised by District Nutrition Services personnel.
Use
of
kitchen
facilities
includes
use
of
equipment,
sinks,
warmers,
or
any
other
item/equipment
in
the
kitchen,
multipurpose,
or
other
facility
used
by
Nutrition
Services.
This
is
an
additional
fee
with
a
2 hour
minimum.
2. Custodial fees apply. 3. All requests for kitchen use shall be approved by Nutrition Services prior to the permit approval. Insurance 1. No use or occupancy of any district property will be permitted unless the person or group furnishes
proof
of
liability
and
property
damage
insurance
in
accordance
with
required
minimums
established
in
the
District
procedures
and
names
the
District
as
an
additional
insured
on
the
CG
20 11
96 Form.
2. The undersigned agrees to be fully responsible for the payment of any and all damages to the school
premises
including
furniture
and
equipment.
3. The requesting organization affirms that it will assume liability, responsibility, defend at its own expense,
and
hold
Santa
Clara
Unified
School
District
harmless
for
any
accident
or
injury
arising
from
use
of
the
facilities,
including
reasonable
attorney’s
fees,
and
comply
with
all
district
rules
and
regulations.
4. The requesting organization’s insurance shall be primary in regard to any and all claims for accident
or
injury
arising
from
use
of
facilities.
Selling Goods or Foods 1. If the event consists of selling goods of any type, a Business License for the City must be uploaded
to
the
online
reservation
system
2 (two)
weeks
prior
to
the
event
or
sales
will
not
be
allowed.
2. If the event consists of selling food of any type, a Santa Clara County Health Department Permit must
be
uploaded
to
the
online
reservation
system
2 (two)
weeks
prior
to
the
event.
Advertisement Flyers 1. Print or digital advertisement flyer(s) distributed to promote the event must be uploaded to the online
reservation
system
with
the
original
reservation
request.
The
flyer
must
include
the
following
information:
Organization name(s), location(s), time(s), date(s), and cost(s) for the event(s). 2. Only non-profit entities are allowed to post advertisement fliers on Peachjar per Board Policy 1325.
03/2025 4