Rental Information

Due to the high volume of rental requests, we will be handling rental applications and related questions via email only. Please email mcafee@lgsuhsd.org. Requests will not be granted over the telephone.
 
If you are interested in renting McAfee Performing Arts & Lecture Center you will need to do the following:
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Please review and familiarize yourself with the guidelines contained in Board Policy and Administrative Regulation 1330 - Use of Facilities. Please also review our Fee Chart, Technical Information Package and the Technical Information page on our website so that you are familiar with McAfee Center and what the facility rental does and does not include.
Contact us by email at mcafee@lgsuhsd.org to determine if the date you would like is available. Due to the high volume of rental requests, we are accepting rental inquiries via email only. When you email, please include:
  • Your name
  • Your contact information
  • The name of the company or organization putting on the event
  • Some information on the type of event and staging requirements
The more complete the information you give us, the better we will be able to accommodate your needs.
Once we have determined that the date you want is available, you will need to send in the following:
a) Facility Use Application. Please fill out PART II and PART III as completely as possible. Include all times you will need the Center for rehearsals, set-up, technical work, performance, clean-up, etc. Please be sure to read the General Rules and Special Conditions on the reverse side of this form.

b) McAfee Center House Policies Agreement. Please read and sign this agreement.

c) A copy of your certificate of 501(c)(3) tax-exempt status if you are a registered non-profit organization.

d) Your application fee ($42) in the form of a check made payable to Saratoga High School.
Please send these to:
McAfee Center
Saratoga High School
20300 Herriman Avenue
Saratoga, CA 95070
Forms may also be faxed to (408) 867-3577 attn: McAfee Center, or emailed to mcafee@lgsuhsd.org.
Once your application has been processed, you will be sent an invoice for the rental fees (see Fee Chart). Within thirty days we must receive:
e) Your full payment and deposit, in the form of a check made out to Saratoga High School.

f) A copy of your General Liability Insurance, listing the Los Gatos-Saratoga Union High School District, its trustees, employees and agents, and the State of California as additional insured, with coverage for $1,000,000 for the dates of your event (including rehearsals). Information on the insurance requirements is on the second page of the Facility Use Application form, item 4 under Special Conditions.
Once your event has completed, your deposit will be returned to you, provided no additional charges have been incurred.

CANCELLATION POLICY:
All cancellations or changes of schedule must be received in writing not less than seven calendar days prior to the first day of the event. An approved Facility Use Agreement may be revoked if a school group needs the facility. Every effort will be made to avoid changes. In the event of a cancellation, the application fee and deposit will not be refunded.  Refunds will be determined based on when we receive written notice according to the following schedule:
           31 days or more prior to first day of event = Full Refund of Rental Fee, less Deposit
           15 to 30 days prior to first day of event = 75% of Rental Fee Refunded, less Deposit
           8 to 14 days prior to first day of event = 50% of Rental Fee Refunded, less Deposit
           7 days or fewer prior to first day of event = Damage Deposit Only Refunded
Notes:     · There is a minimum $450 deposit for all rentals.  For multi-day events, additional deposit may be required.  The deposit will be returned to you after your event, provided no additional charges have been incurred.
     · Payment in full of both the deposit and the rental fee is required before your event is confirmed. Failure to pay in a timely manner may result in the loss of your reservation.
     · Rental time is billed in whole hours only.  Any portion of an hour used will be charged as a whole hour.
     · The overtime rate will apply to all hours between 11:00pm and 7:00am, regardless of total duration of event.  
     · Any day during which an event is held which is attended by an audience, or which is recorded is deemed a PERFORMANCE DAY.  All hours used on a performance day are charged at the performance day rate.