• WCCC Event Approval Request

    Updated as of May 2025

  • Date of Proposed Event   Pick a Date   

  • Start Date of Proposed Event
     - -
  • End Date of Proposed Event
     - -
  • Format: (000) 000-0000.
  • Format: (000) 000-0000.

  • Planning and Timing

  • Any event that requires Club reources must be proposed to the WCCC Board for discussion and a vote prior to the date of the event.  WCCC Board Meetings occur on the second Wednesday of each month.  Practically, this requires submittal of the following forms to the 2nd VP at least two weeks and as long as six months before the date of the proposed event.

  • Reserving The Clubhouse

  • Events that utilize the Clubhouse and Grounds, involve our members and guests, and rely on our Clubhouse staff need to be approved by the WCCC Board in advance. Although many members may be involved with an event, only ONE contact person should be specified to avoid confusion.

  • Communications

  • The Communications Committee can assist with announcements, publications, and printed material for any Club event.  Copies of the attached forms should be provided to the Communications Chair as soon as the event is approved by the Board.  Be prepared to provide specific details of the event, including date and time, cost, purpose, and any features that need to be included in public announcements.

  • Please specify what publicity may be required:

  • WCCC Event Information

  • 1.Date of Event: Day of Week :          Date:  Pick a Date   .

    1. Contact Person:         

  • 3. Phone:       
    Email:     

  • 4.Section, Group or Interest Area

  • 5. Name and Short Description of event

  • 1. Time Of Event:
    Begin:
    End:

  • 2. Set up time required for members or staff to set up:
    Begin
    End:

  • 3. Clean up time required for members or staff:
    Begin:
    End:

  • 4. Have you confirmed this date and time is available on the WCCC Calendar?
  • 5. Is this a recurring event? For example: 'first Monday of every Month'
  • 6. What is the primary purpose of this event?
  • 7. Who will attend?
  • 8. Does this require WCCC Funds?
  • 9. Will this event generate income? (Note: If WCCC Funds are spent or raised, complete the Financial Section of this form)
  • 10. Upon approval by the Executive Committee, a completed copy of this form will be provided to the following:

  • WCCC: Use of Clubhouse and Grounds

  • Date of Event: Pick a Date   
    Name of Event:   
    Contact Person:         
    Phone:         
    Email:        

  • Consider all areas of the Club House and Grounds that will be utilized for preparation or hosting this event.

  • Rows

  • In the case of a Modified set up:

    Provide description of Set Up: Tables, Chairs, Food Service, Audio Visual Equipment in this space.

  • Please provide information about any outside Vendors who will access the club:
       Vendor Name
         Contact Person
        Email
          Phone

  • Financial Form

    Event Budget and Actual Accounting

  • Submit PROPOSED budget for Executive Committee approval six weeks prior to the event.  The WCCC Treasurer requires all money and actual calculations no later than two weeks after the event.  The Treasurer will provide you with the current reimbursement form.

     

  • Event Name
    Pick a Date Date
        Contact
         Phone 
         Email

  • Rows

  • Submitted by:         
    Date:   Pick a Date   

  • Should be Empty: