Facilities Reservations

Performing Arts Center Rental Process

1. Submit an e-mail to Samantha Maddox (samantha.maddox@napavalley.edu) and Matthew Cowell (MCowell@napavalley.edu) including all event details. 
2. Following review, an e-mail will be sent to the requester to confirm if the event has been approved or denied. If the event is approved, a HOLD will be placed on the PAC rental calendar.  
3. Approved applicants must then complete the FACILITY APPLICATION  through the online myschoolbuilding platform. New users will be required to create an account. NEED HELP?
4. Add your event and information to our MASTER CAMPUS CALENDAR for public advertising!
5. Once the official request has been submitted, an estimate will be sent via e-mail with a breakdown of all rental costs. *Prices may increase if additional time or services are requested.   
6. Once the cost assessment is signed and returned by the applicant, a certificate of insurance with a separate endorsement naming Napa Valley College as additional must be provided.  
7. Once these documents are received, a confirmation e-mail will be sent to the applicant.  
8. Following completion of the event, an invoice will be mailed with a breakdown of the total amount due for the rental.  

ANY outside organization intending to serve alcohol must have an approved Daily License Application (ABC-221) through the CA Department of ABC on file with Napa Valley College along with copies of ALL servers TIPS trained certificates. College Police are required to work events.

PAC RENTAL GUIDELINES

ROOM DETAILS

Athletic Facility Rental Process

1. Submit an e-mail to Samantha Maddox (samantha.maddox@napavalley.edu) including all event details. 
2. Following an internal review of the requested space, an e-mail will be sent to the renter to confirm if the space is available and identify next steps. Please allow a minimum of 5 business days for a response. 
3. Approved applicants must then complete the FACILITY APPLICATION  through the online myschoolbuilding platform. New users will be required to create an account. NEED HELP?
4. Add your event and information to our MASTER CAMPUS CALENDAR for public advertising!
5. Once the official request has been submitted, a confirmation e-mail will be sent to the applicant.  

Available Athletic Facilities:

• Asphalt Field
• Baseball Field
• Dance Studios
• Locker rooms
• Main Gymnasium (with bleachers or concession stands)
• Racquetball Courts (x4)
• Softball Field
• Tennis Courts
• Track & Football Field

Facilities Services uses a computerized facility management system known as SchoolDude for all in-house facility rentals and work orders. The FS Direct platform is used for requesting and tracking facility rentals online. Please note that this portal uses the same login as our work order system, so please be sure to select the SCHEDULE REQUEST tab, before starting your request. 

Submittal password for all requests: STORM

THIS PORTAL IS FOR NVC EMPLOYEES/STUDENTS:

SCHOOLDUDE LOGIN/REGISTRATION PAGE

Don't forget to add your event to the MASTER CAMPUS CALENDAR!

Performing Arts Center Rental Process

1. Submit an e-mail to Samantha Maddox (samantha.maddox@napavalley.edu) and Matthew Cowell (MCowell@napavalley.edu) including all event details. 
2. Following review, an e-mail will be sent to the requester to confirm if the event has been approved or denied. If the event is approved, a HOLD will be placed on the PAC rental calendar.  
3. Approved applicants must then complete the FACILITY APPLICATION  through the online CommunityUse portal. New users will be required to create an account. NEED HELP?
4. Add your event and information to our MASTER CAMPUS CALENDAR for public advertising!
5. Once the official request has been submitted, a cost assessment will be sent via e-mail with a breakdown of all rental costs. *Prices may increase if additional time or services are requested.   
6. Once the cost assessment is signed and returned by the applicant, a certificate of insurance with a separate endorsement naming Napa Valley College as additional must be provided.  
7. Once these documents are received, a confirmation e-mail will be sent to the applicant.  
8. Following completion of the event, an invoice will be mailed with a breakdown of the total amount due for the rental.  

ANY outside organization intending to serve alcohol must have an approved Daily License Application (ABC-221) through the CA Department of ABC on file with Napa Valley College along with copies of ALL servers TIPS trained certificates. College Police are required to work events.

PAC RENTAL GUIDELINES

ROOM DETAILS

FEE SCHEDULE

COMMUNITYUSE HELP

Athletic Facility Rental Process

1. Submit an e-mail to Samantha Maddox (samantha.maddox@napavalley.edu) including all event details (date, time(s) of use, etc.) 
2. Following an internal review of the requested space, an e-mail will be sent to the renter to confirm if the space is available and identify next steps. Please allow a minimum of 5 business days for a response. 
3. If written communication has been sent to the event coordinator, they must then complete the FACILITY APPLICATION  through the online CommunityUse portal. New users will be required to create an account. NEED HELP?
4. Add your event and information to our MASTER CAMPUS CALENDAR for public advertising!
5. Once the official request has been submitted, a quote will be sent via e-mail with a breakdown of all rental costs. *Prices may increase if additional time or services are requested.   
6. Once the quote has been approved by the applicant, a certificate of insurance with a separate endorsement naming Napa Valley College as additional must be provided.  
7. Once these documents are received, a confirmation e-mail will be sent to the applicant with more information on parking, access, setup, etc.  
8. Following completion of the event, an invoice will be mailed or e-mailed with a breakdown of the total amount due for the rental.  

Available Athletic Facilities:

• Asphalt Field
• Baseball Field
• Dance Studios
• Locker rooms
• Main Gymnasium (with bleachers or concession stands)
• Racquetball Courts (x4)
• Softball Field
• Swimming Pool
• Tennis Courts
• Track & Football Field

Swimming Pool Rental Process

Due to staffing, this pool is not available for lap swim or open swim. If you are interested in signing up for a Napa Valley College class or joining an external aquatic program, please contact Samantha Maddox: samantha.maddox@napavalley.edu 

Pool hours: (February-November)

1. Monday-Friday: 6AM-9PM
2. Weekends/Holidays: 7AM-7PM 
3. *Pool is closed December-January*

The pool can be reserved per lane or in total. There are sixteen 25-meter lanes in total.  To reserve space:

1. Submit an e-mail to Samantha Maddox (samantha.maddox@napavalley.edu) including all event details (date, time(s) of use, etc.) 
2. Following review, an e-mail will be sent to the event coordinator to confirm if the space is available.   
3. If written communication has been sent to the event coordinator, they must then complete and return a facility application (below). 
4. Add your event and information to our MASTER CAMPUS CALENDAR for public advertising!
5. Once the official request has been submitted, a quote will be sent via e-mail with a breakdown of all rental costs. *Prices may increase if additional time or services are requested.   
6. Once the quote has been approved by the applicant, a certificate of insurance with a separate endorsement naming Napa Valley College as additional must be provided.  
7. Once these documents are received, a confirmation e-mail will be sent to the applicant with more information on parking, access, setup, etc.  
8. Following completion of the event, an invoice will be mailed or e-mailed with a breakdown of the total amount due for the rental.  

Regulations

• The swimming pool is available for community use when such use does not conflict with District programs and operations. 
• The swimming pool is not available for recreational use). All users must be signed up with an approved facility rental group or be enrolled in an NVC swimming class in order to utilize the facilities. 
• Time available for organized swim club activities shall be shared equally between clubs.  
• Upon application, recognized outside organizations may use the pool for practice. Requests cannot be submitted for earlier than 5:30 a.m. 
• Lifeguard and CPR certificates must be on file with the Facilities Services Department before any use of facilities.
• A certificate of insurance and separate endorsement naming Napa Valley College as additional insured is required before use of facilities. 
• Custodial and College Police overtime fees may be required for large events. All such costs will be paid by the user according to the current fee schedule. 

POOL APPLICATION

POOL RULES

PROCESS FOR FACILITY RENTALS

1. Event Coordinator must submit a request through CommunityUse portal (details on access are below). Please read all facility rental guidelines before submission. Details such as room set-up, audio/visual needs, food service, alcohol service, etc. should be noted on the request during submission.

2. If applicable, a quote will be e-mailed to the Event Coordinator outlining all rental fees and/or required services. More details may be requested before a quote can be generated. 

3. If the quoted amount is approved, the Event Coordinator must sign off on the quote and return to the Facilities Department. 

4. Add your event and details for public advertising to our campus master calendar!

5. The Event Coordinator will need also to provide the District office with a copy of the organizations insurance, naming the Napa Valley College as the additional insured on the certificate AND on a separate endorsement. Requirements can be found under the list of forms.  

6. Following approval of the quote and acceptance of the appropriate insurance endorsements, the Event Coordinator will receive a confirmation e-mail. 

COMMUNITY USE PORTAL

CommunityUse allows community members and external groups/organizations to submit online requests for use of the District's facilities:

• If you have an account, please log in here. 

• If you need to create an account, please follow the steps below:
  1. Request access as an Organization Event Coordinator (OEC). Register here.
  2. At the top right of the page, clock on the Login to Request Facility Use link.
  3. Click the Create One link to create your account.
  4. You will be prompted to read and agree to the Term of Use/Hold Harmless Agreement. You must click the Agree & Register box before proceeding to the next step. You may print this agreement for your records.
  5. Complete the personal file and click Save & Next.
  6.You should received an e-mail confirmation from SchoolDude letting you know your request has been submitted. You will receive a follow up e-mail from the District Facilities office letting you know that your account has been approved.