How to Rent a Theater

Our theaters are available to outside groups when they aren't being used for school programs. Here's how the process works, from first inquiry to show day. Each step shows the status you'll see in your Civic Permits account, so you always know where your request stands.

1. Choose your venue. Compare seating, stage size, and features on each venue page. Not sure which fits? Email the Auditorium Manager. We're happy to help.
2. Submit a request on Civic Permits. Create an account at smuhsd.civicpermits.com and request your dates and times. Request your full time in the building, from arrival through cleanup, because you can't enter before your permit start time. Submitting a request is free. Nonprofits: add your valid IRS EIN to your account to qualify for Group B rates.
   Status: Pending School Approval
3. The school site reviews your dates. The host school approves or denies the request based on its own calendar. If it's denied, you're welcome to request other dates or another venue.
4. Pay your security deposit. Once the school approves, we send you a deposit invoice.
   Status: On Hold – Pending Payment, then Pending District Approval after you pay
5. Get your estimate. We review your schedule and technical needs and send an estimate and invoice for the full rental.
   Status: On Hold – Pending Payment & Insurance
6. Pay your invoice and submit insurance, in either order.
   • Pay at least 60 days before your event (or on approval, if that's sooner).
   • Upload a certificate of insurance and an additional insured endorsement naming San Mateo Union High School District and its Board, trustees, officers, employees, volunteers, and agents under "Insurance Policies" in your account. We review it, and if anything needs correcting, we'll ask you to resubmit.
   Status: On Hold – Pending Insurance or On Hold – Pending Payment until both are done
7. Permit approved. Once your payment and insurance are complete, your permit is approved.
   Status: Approved
8. Show day. Arrive at your permit start time, and make sure everyone (cast, crew, vendors, and audience) is out by your end time. Performances must end by 11:00 PM under the local noise ordinance.

REQUEST A THEATER

Before you apply, have this ready

Frequently asked questions

Who can rent a theater?

Community groups, nonprofits, schools, businesses, and individuals can apply. Every outside group needs an approved permit. School programs have priority. If the district needs a facility for a school program or an emergency, it may cancel a permit and refund all payments.

How much does it cost?

See How Pricing Works on the Rental Rates page. Costs include the theater rental, staffing, and any optional equipment.

Can we sell tickets? Can we use our own ticketing platform?

Yes to both. You can sell tickets for your event through any ticketing platform you choose, and the theater's box office is included with your rental.

Do we have to use district technicians?

Yes. Every rental is staffed by district theater staff, who operate the house lighting, sound, and rigging. Staffing is flexible: the Auditorium Manager sets your crew based on your production's needs, so it may change as your plans come together.

Can we bring our own equipment?

Usually, yes, with advance approval. Tell us what you're bringing when you submit your request. Deliveries are accepted only during your permit hours, and someone from your group must be there to sign for them.

Can we use fog, haze, or open flames?

Talk to us about fog effects. We're happy to go over the options for your production. Haze and open flames of any kind are not permitted.

Can we have food and drinks?

Only water is allowed in the theater, dressing rooms, and on stage. Food can be eaten in the lobby or outside. No alcohol at any time, and no smoking anywhere on campus.

What about decorations?

Decorations must be fireproof or fire-retardant and are subject to Fire Marshal approval. Balloons aren't allowed. Nothing can be attached to walls without approval from the General Manager of Facilities Use. Blue painter's tape is recommended; no cellophane tape, nails, screws, or staples.

What if we need to cancel?

• 60+ days before your first date: rental and estimated labor fees are refunded in full; the security deposit is not.
• Within 60 days: rental fees and the security deposit are not refunded; any prepaid labor is refunded.
• If the district cancels: you get a full refund of everything you've paid.

Can we change our dates or times?

Send the request in writing to the General Manager of Facilities Use at least three business days before your permit start date. Changes are approved at the district's discretion.

What happens if we run late?

Your group must be out of the building by your permit end time. Extensions must be approved in advance, and extra time is billed at labor and rental rates.

How much is the security deposit, and is it refundable?

$500 for the Little Theaters; $1,000 (single day) or $1,500 (multi-day) for the main theaters, including the Samuel Johnson PAC; and $1,500 (single day) or $2,500 (multi-day) for the San Mateo PAC. It's refunded after your event if your group follows the permit terms. You may lose it if food is brought into restricted areas, if anyone smokes, for damage, fighting, or vandalism, or if you cancel (see above).

Is there parking?

Yes. Each venue page has a downloadable parking map.

Are animals allowed?

Only service animals.

Questions?

Full rental policies are in our Terms and Conditions.