Fees, Policies, Forms

Rental Fees

San Mateo County Community College District Facilities Rental Fees



Scheduling: Application must be completed 45 days prior to the date of use.

Commission: A 10% commission on fees collected by the Permittee will be paid to the institution

Deposit: 100% of estimated fees required with return of contract.

Cancellation Penalty: If event is cancelled by Permittee with less than 30 days notice, the following penalties apply and are due to the district:  20-29 Prior business days notice: 60% of event total; 15-19 Prior business days notice,75% of event total; 0-14 prior business days notice: 100% of event total.  If event is cancelled by Permitee 30 or more days prior to event, 10% of the deposit, with a minimum of $20, is non-refundable.

Insurance: Permittee shall procure and maintain liability coverage and provide a Certificate of Insurance and an Additional Insured Endorsement as specified in the form Appendix I.  Please note the following requirements: a) San Mateo County Community College District needs to be listed as the certificate holder and additionally insured; b) the address on the certificate needs to be 3401 CSM Drive, San Mateo, CA 94302. 

Indemnification: The Permittee using 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 Permittee, 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 Facilities, provided that this indemnity obligation shall not apply to injuries for which District has been found in a court of competent jurisdiction to be solely liable by reason of its own negligence.

Damage to Facilities: The Permittee is liable for the care and protection of District Facilities and will be charged for any damages sustained to the Facilities because of the occupancy of District Facilites by Permittee.

Availability of Facilities: This agreement shall be considered as a reasonable guarantee from the District to the Permittee that the Facilities will be available for use as specified.  Should Facilities be needed on an emergency basis for instruction or instruction-related purposes, the College reserves the right to reassign space or to cancel the contract up to forty-eight hours preceding the scheduled event. (Alternative space will be provided by College).  District reserves the right cancel this agreement at its sole discretion in the event of a local emergency or disaster where Facilities are needed for emergency operations activities.

Parking: Event participants shall be responsible for compliance with and shall be subject to all District rules, regulations and fees for parking during the event. Parking is currently $2.00 per vehicle per day and must be purchased from the Kiosks in student lots around the college.  If you do not have a parking permit or the parking permit is not displayed appropriately you could receive a parking citation. Special parking requests must be made in writing in advance and approved by College President. 

Food and Drinks: Food and drinks are not allowed in the Gym and Computer Labs.  The permittee will be charged for any damage to equipment, and invoiced for additional custodial time if the premises are not left in clean condition.

Adherence to Board Policy 2.31: Speech, Time, Place, Manner


Forms and Appendices


Reserve an Event Space

Event Space Request for SMCCCD Employees

Event Space Request for Non-SMCCCD Employees

Theater Event Space Request for All


Information to know prior to renting space

The following forms are listed for informational purposes only.  

Facilities Use Permit Agreement

Appendix I – Insurance Requirements for Facilities Use

Appendix D – Conditions for Employee Use of District Facilities for Non-Sponsored Event and Waiver of Liability for Employee Activities Not Sponsored by District

Appendix AF – Athletic Field, Court and Track Use

Appendix BG – Affidavit of Fingerprinting and Background Check for Coaches and Volunteers

Appendix G – Terms and Conditions for Facilities Rental of Gymnasium

Appendix F – Filming at the San Mateo County Community College District and its Colleges

Appendix FB – Requirements for Food Trucks and Caterers

Compliance with San Mateo County Health Department Regulations Checklist