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 requestor 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. 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.   
5. 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.  
6. Once these documents are received, a confirmation e-mail will be sent to the applicant.  
7. 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

Due to staffing, this pool is not available for lap swim or open swim. If you are interested in signing up for a class or joining a 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*

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 endoresment 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

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

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 requestor 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. 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.   
5. 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.  
6. Once these documents are received, a confirmation e-mail will be sent to the applicant.  
7. 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

Due to staffing, this pool is not available for lap swim or open swim. If you are interested in signing up for a class or joining a 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*

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 endoresment 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. The Event Coordinator will need also to provide the District office with a copy of the organizatoins 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.  

5. 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/orgnaizations 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 ShoolDude 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.