MHC Private Pavilion Reservation Request Form

Private Pavilion Reservation Process
1. Mansion House Club Member in good standing submits request with online form at least ten (10) calendar days in advance.

2. Private Pavilion Coordinator (Mansion House Club Secretary) records request and confirms availability.

3. Private Pavilion Coordinator requests Web Administrator to invoice requestor $100 ($95 for facility use + $5 processing fee).

4. Requestor remits payment for Private Pavilion Reservation.

5. Web Administrator closes invoice and notifies Private Pavilion Coordinator requestor has remitted payment.

6. Private Pavilion Coordinator emails requestor Guest List template to be completed and expectations of Private Pavilion Reservations with current Pool Rules.

7. Requestor completes Guest List and returns to Private Pavilion Coordinator at least five (5) calendar days in advance.

8. Private Pavilion Coordinator shares Guest List with Web Administrator to invoice requestor guest fees.

9. Requestor remits payment for Guest Fees ($5 for each individual, age 5 and older who is not a member of Mansion House Club).

10. Web Administrator closes invoice and notifies Private Pavilion Coordinator requestor has remitted payment.

11. Private Pavilion Coordinator confirms requested event with requestor.

12. Private Pavilion Coordinator provides paper copy of guest list to front desk at Clubhouse.

PLEASE NOTE: Requestors must visit our MHC Calendar before entering your request. All reserved dates may be found on the MHC Calendar located on the Events/Calendar page of the Website. Once your date and party have been approved, your Private Party will appear on the website (where you can upload your Guest list).

Private Pavilion Reservation Guidelines

REQUESTS

Requestor must be a Mansion House Club member in good standing.

Requests must be made using the online form only.

Requested events must take place during regular operating hours of the pool.

Requested events cannot be scheduled at the same time as Mansion House Club sponsored activities such as social events, swim and dive meets, or Board meetings.

Requested events cannot exceed four (4) hours.

Requested event time must include set up and clean up time.

Requests must be made no less than ten (10) calendar days in advance.

Guest lists must be completed entirely and returned to the Private Pavilion Coordinator (Mansion House Club Secretary) no less than five (5) calendar days in advance.

The Private Pavilion Coordinator (Mansion House Club Secretary) can deny requests that are not in the Corporation’s best interest.

GUEST AND EVENT ATTENDEES

Guests and event attendees are expected to adhere to the pool rules.

Requestor is responsible for guests and their actions while attending the event.

Requestor must be present while the approved event is taking place.

Event attendance cannot exceed 50 individuals total, combination of requestor and guests, and adults and youth.

All individuals attending must be listed on the guest list regardless of age.

Requestor will be assessed a guest fee of $5 for each individuals age 5 and older who is not a member of Mansion House Club.

Requests are not confirmed until guest list is complete and all payment has been remitted in full.

Requestor will be invoiced for the number of guests they list and not the number who show.

Guest fees that are invoiced to the requestor are not guest passes and cannot be used at a later time.

All guests and event attendees must check in at the front desk upon arrival.

Guest and event attendees not identified on the guest list may be denied entry if the event attendance will exceed the specified maximum safe number of individuals.

Guest and event attendees not identified on the guest list will be expected to pay guest pass fees and will be the responsibility of the requestor.

PAVILION USE

Requestor may have exclusive use of the covered pavilion adjacent to the pool clubhouse during the approved event timeframe. Requestor will not have exclusive use of any other inside or outside facilities including use of the kitchen, stove, grills, or refrigerator.

Adhesives, including tape of any kind, is prohibited from being used on any part of the pavilion, clubhouse, or vending machines.

The consumption of alcohol during the approved event should be done so in moderation. GLASS OF ANY SORT IS NOT ALLOWED AT THE POOL.

Trash is to be removed from the pavilion at the conclusion of the event and deposited into the dumpster.

The pavilion is to be swept clean and returned to the way it was found prior to the event.

I have read and understand the guidelines and reservation process of the Private Pavilion Request.*

Have you checked the Events Calendar for available date. If not please go and check the Events/Calendar page on our website?*

Primary MHC Member Full Name*

First NameLast Name

Email*

example@example.com

Phone Number

Please enter a valid phone number.

MHC Membership Number*

e.g., F234 (look to your profile if you don't know your #)

What type of event is this?*

Children's Birthday Party (12 yrs and younger)Teen Birthday Party (13-18 yrs of age)General Party (Adult)

What date are you requesting*

Secondary date*

Start Time (earliest start is 11:30am, cannot exceed 4 hrs)*

End Time (latest end time is 8:30pm, cannot exceed 4 hrs)*

How many estimated guests total (cannot exceed 50)?*

How many Adults (including MHC host or hostess)*

How many Children?*