2017 Party Request Policy
Fellow Mohicans –
We are off to another good year, and I hope you are all getting out to the pool.
We have made some changes to our approach to private parties and I wanted to share them with all of you.
First and foremost we are introducing a second Pavilion on the upper platform where the old ping-pong table sat. Unlike the main Pavilion, this will be available to reserve as a private space for parties. We are installing a semi-permanent structure which will cover about half of the upper deck, and we will also have a mix of tables and chairs.
This is intended to reduce conflict between parties and normal use, and it is an experiment for 2017. The upper space will be reservable for three hours at a time at a cost of $100. The structure is going in over the next couple weeks so if you keep your eye out at the pool you will see the new space come to life.
(Please take a look at the new structure when it is installed and let us know what you think of the new approach.)
Meanwhile, we have also moved to using the web for reservations – eliminating paper forms which float around the office and can get lost. The policy is now written right into the form used to book the party.
The online form can be found on our website:
Once you fill out the form it goes to pool management who will review the request and get back to you within 3 days.
For your convenience, the policy is below.
Parties of fewer than 10 guests: Are welcome anytime and don’t require notification to the Pool Manager unless you wish to request the upper pavilion (although discouraged during swim team practices).
Parties of 10 – 25 guests: All parties of more than 10 non-members must be scheduled in advance by submitting a request via this online form. Please make a request to the Pool Manager three weeks before the planned event. Due to demands on the pool, these are subject to approval by the Pool Manager and may require board approval, depending on the requested size/date/time. Requests at quieter times (weekday evenings, or in August for example) are generally easier to accommodate.
Parties of more than 25 guests: Are hard for the pool to accommodate at any time. Please make a request four weeks in advance. All requests require board approval.
Supervision: The sponsor shall ensure that adequate adult-chaperone supervision is provided throughout the party. At least one adult must be present for every six children. It is the responsibility of the adult chaperones to inform the guests of the pool rules and to monitor the behavior of the party participants. Pool staff is on duty to ensure the safety of swimmers and to enforce pool rules. They are not expected to, and will not, perform party supervision functions. For non-swimmers who have not passed the swim test, there must be an adult in the water with them one-on-one at all times.
Fees: The fee to book a party is $100, which will be applied to your guest fees. Members are required to purchase a guest pass for each non-member attending an event. Guest fees are $5 during the week and $10 on weekends. Hosts may be asked to cover any additional lifeguard costs if the Pool Manager thinks the size of the party requires additional coverage.
A list of guests must be provided to the front desk before the party starts. Guest credits will be charged to cover the number of guests. Guests will be checked off the list as they arrive. If the host member does not have sufficient guest credits, they must be purchased in advance of the party. Reminder – ONLY CHECKS ARE ACCEPTED AT THE FRONT DESK – NO CASH
The member must fill out this form and ensure it’s pre -approved by pool management. Please allow 3 days for a response back from pool management to have your request recorded on the master calendar.
There are two pavilion areas which can be requested:
Mohican does not “reserve” the main pavilion area or grills for events and does not guarantee exclusive use. They are a community resource and all members are generally allowed access during normal operating hours. The form and master calendar are for planning purposes. They let the membership know what is planned so we can “stay out of each other’s way.” As a courtesy, the membership is asked to give events some space and event organizers are asked to accommodate would-be grillers.
The upper pavilion can be rented exclusively for an additional $100 fee. The area can accommodate a large party and there is shade as well as mosquito netting. Two picnic tables, two round tables with umbrellas and chairs make up the seating arrangements. Party lights are strung and can be plugged in for a festive air. Electricity outlets are available should you want to use devices or play music.
The party hosts must clean up after the party. Trash bags will be provided if needed. Please remember to take down any balloons that may have been tied to signs.
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