VPAC Rental Policies

VPAC is available first as a classroom and instructional activities space. The facility is available to community groups under the following conditions:

• Weekdays and weekends when the facility is not in use for classes, instructional activities or other College events or activities.
• Facility has not been rented to another group.

Organizations and community groups will not be allowed to use the facility if:

• The requesting group has an outstanding bill for the use of a District facility;
• The requesting group has violations from previous contracts;
• The requesting group has damaged or misused District property or equipment;
• The requesting group wishes to use the facility to slander or discriminate against another group (ethnic, religious, gender, etc.);
• The requesting group wishes to use the facility for any illegal purpose;    

OR

• The organization or group cannot provide insurance to cover the event.

Step 1 — Review the VPAC Rental Policies

• Please first review all rental policies, prices, and guidelines.

Step 2 — Confirm Date Availability and Discuss Event

• Contact the Facilities Rental Coordinator at dafacilityrentals@fhda.edu or 408.864.8333 to confirm a date and time for the event.  Discuss the type of event and requirements for the event.  A walkthrough may be requested if desired.

Step 3 — Complete Tech Sheet (if required)

• The Rental Coordinator will provide a tech sheet which covers basic requests and agenda for rehearsals and event dates.  After this is complete and approved will an application can be filled out and submitted.  Certain events may not require a tech sheet, check with Rental Coordinator.

Step 4 — Complete Rental Application

• The requesting group will return a completed rental application agreement that is available at https://www.deanza.edu/facilities/rentals/vpac-rental.html 

Step 5 — Pay Following Fees at Time of Application Submittal

• $50 Application Fee
• Event Deposit (based on requested hours)

Step 6 — Await Final Invoice & Submit Insurance

• A final invoice will be generated one month prior to event and must be paid no later than two weeks before the first event date. The event is subject to cancellation if no payment is received by deadline.
• Certificate of Liability (insurance coverage required) needs to be submitted no later than one week prior to event.  An example will be supplied by Rental Coordinator.

The VPAC theater is rented by the hour with a minimum of 4 hours per event Monday-Thursday and a minimum of 6 hours per event Friday-Sunday.  All rentals include all base line technicians required for an event, in most cases a stage technician, audio technician, and lighting technician.  A 4th technician is required for all variety shows unless otherwise stated.  Items such as dance marley, the orchestra shell, the Steinway Grand Piano, additional wireless microphones, or specialized equipment come at additional cost.  A deposit based on requested hours is required at the time of application and goes toward final rental fee.  The current rates as of June 1, 2024 are as follows:

• $495/hr hourly rate, $742.50 past 8 hours
• $391/hr non-profit hourly rate, $586.50 past 8 hours
• $296 Maintenance Fee per Event Day
• $50 Application Fee
• $70/hr Additional Technician (if required)
• $125 per wireless microphone kit if more than 4 are needed
• Additional setup and breakdown time for orchestra shell or dance marley

Please note that the technicians arrive at the start time of each rental period.  The contract out time is the time technicians have fully reset and locked the theater, groups are subject to an additional charge for going past their agreed upon out time outlined in the 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

• Deposits are non-refundable.
• Cancellations two weeks or less will result in full charge of labor for the event.
• Cancellation one week or less will result in full charge for the event costs.
• The moving of dates will be deemed as a full cancellation of the day and may result in a loss of deposit based on the hours requested for the day.

 

• The Auditorium Manager and all technicians will be supplied by the College and paid for by the renter.
• At no time may VPAC be filled over capacity. The capacity of the VPAC auditorium is 400 people.
• All VPAC renters are responsible for the actions, behavior, and any damages caused by their guests/attendees during the use of the facility.  (VPAC personnel reserve the right to have removed from the premises any person behaving in an unlawful, dangerous, or objectionable in manner.)
• No fire or burning of materials is allowed in the theater or on campus. This includes but is not limited to candles, incense, lamps, and pyrotechnics.
• No use of haze,smoke machines, or streamer cannons are allowed in the theater.
• Neither equipment nor people may obstruct doors, hallways, and aisles at any time during use of facility.
• No animals other than service animals are allowed in the building or on campus.
• For safety and security, only staff and performers are allowed backstage unless otherwise noted.
• All VPAC Staff must receive a 30 minute meal break for bookings over 5 hours.
• The renter may not attach anything to the walls of the theater, exterior or interior, or on any walls on campus unless approved of.  All signs posted must be on stands.
• De Anza is a smoke free campus. Smoking is only allowed in designated areas.

Non-Profit Organizations

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.

• All theater equipment must be operated by designated De Anza College technical crew members.
• VPAC is not responsible for providing scenery, props, or furniture. 
• The renter or the renter’s personnel are not allowed in the projection booth, except with permission from the Auditorium Manager.

• A $296.00 mandatory maintenance fee will be charged per event day for each event.
• A $148.00 charge is required for rehearsal dates.
• The renter will be charged an additional maintenance fees if excess waste or a mess is left behind.
• The renter must place all trash in receptacles or trash bags.
• Items used must be returned to their original locations and areas left in a neat and ordered fashion.

• Food and beverages are allowed only in the VPAC patio, dressing room, green room, and in some cases the lobby. Items served on patio must be snacks items only and approved ahead of time.  Buffet style foods will be not allowed.  Food and beverages are not allowed in the auditorium. Performers and crew may bring food to the green room or dressing rooms without restriction.
• Guests may not be served meals anywhere on the theater premise, all meals must be served in the De Anza Campus Center.
• To-go boxes may be served to guests at end of event, but must not be consumed on-site.  To-go boxes must be prepared ahead of time and not packed on-site.  Any spills may result in additional custodial costs.
• A licensed food provider who possesses a current Santa Clara County business and  catering license must provide all food and beverage, by law.  De Anza College Dining Services offers catering and can be contacted at https://www.deanza.edu/dining/catering.html.
• Any open flame is not permitted on campus. No food may be prepared on campus.
• Alcohol or alcoholic beverages are not permitted on campus.

• The Box Office may be used for the sale of tickets.
• Renters are to provide their own ushers/ticket sellers and takers.

• The seating chart can be provided to groups wishing to sell assigned seats.
• Group must be responsible for providing ushers to show guests to their seats.
• House staff are not provided by the VPAC.

• Parking facilities may be rented through the Campus Police Events Parking Coordinator carterelena@fhda.edu or maussjoe@fhda.edu 
• The loading dock behind the theater is for loading/unloading only.
• Parking regulations are enforced seven days a week, 7am-11pm.
• Parking is permitted in marked spaces in “Student” lots only.
• $3 Daily Permits are required seven days per week.

The Visual & Performing Arts Center (VPAC) auditorium is available for use by De Anza College organizations and clubs when it is not being used for classes, instruction-related activities, or has not been previously booked or rented.

De Anza groups will be required to pay the cost of labor only for use of the VPAC if it is available.

De Anza College groups and organizations (e.g. DASG, clubs, shared governance groups, etc.) will be allowed use of the VPAC only under the following conditions:

• Funding for the event is guaranteed by the Dean of their department or Advisor of the Club.
• The event must be academic, educational, or culturally oriented that is to the benefit of the campus students or College.
• A faculty or staff member is present and responsible for the activities of the group/organization.
• If there is a charge for the event, proceeds must go to the group/organization or De Anza College.    

In order to secure the usage of VPAC space for De Anza College groups and organizations, please contact the Facilities Rental Coordinator ext. 8333 or dafacilityrental@fhda.edu. 

Please remember regularly scheduled classes, instructional activities, and booked rental events have priority for VPAC use.

De Anza College groups, clubs, and organizations will be waived the standard fees associated with VPAC rental and be responsible for the cost of labor only.  Please contact the Facilities Rental Coordinator at ext. 8333 or dafacilityrental@fhda.edu for more details on fees.