Exclusive Use

Vashon Sportsmen’s Club

Facility Use Policy

Non-Exclusive Use – Small Events (10 people or less):

 Members may use the Clubhouse or Pavilion/Pond facilities without prior approval for events with 10 or fewer attendees.  The involved member(s) are responsible for complying with the “Use Expectations” listed below.  At least one member must always be present during the event.

 Non-exclusive use means that other members and/or other non-exclusive events can be held simultaneously, and sharing of the facilities is expected.  Use of Club equipment is on a “first come” basis.

Use Expectations:

  •  All chairs, tables, and other equipment used shall be placed in their original & correct locations.
  • Facility shall be left clean:
    • Sweep/vacuum/mop floors, wipe down counter/table surfaces used, as needed.
    • Both restrooms shall be cleaned.
    • All kitchen equipment used must be washed, dried, & put away.
    • All trash can liner bags used must be put in the Club dumpster & liners replaced. If dumpster is full, excess bags must be removed off site by user.
  • All involved members are responsible for ensuring facilities/equipment are not damaged and will be held responsible for replacement/repair beyond normal wear.
  • All premises shall be secured by responsible parties upon departure.

Exclusive Use Events – Introduction:

 All Vashon Sportsmen’s Club (VSC) members who use the Club for exclusively are responsible for reading, understanding, & complying with the rules which govern Club use.

Exclusive use event requests are processed by the Event Manager (currently the 2nd Vice President), strictly a volunteer position, which demands a considerable amount of personal time.  Please be courteous and realize that all requests shall comply with all VSC requirements.  Following Trustee approval, receipt of payment, and execution of the VSC Facilities Event Contract, the event is scheduled on the Club calendar.  Any last-minute concerns with the event are handled by the president & Event Mgr., who shall maintain the best interests of the Club. 

Any variations of fees or conditions due to extenuating circumstances shall be approved by the trustees.

Please work with the Event Manager in a considerate manner, understanding that it takes significant personal time to prepare and present requests to the Trustees for consideration and approval.

Exclusive Use Policy:

 The VSC facilities may be available for exclusive use to current Club members only.  Availability may be limited as we are a private Club, not a commercial rental facility.

Only members in good standing may request exclusive use of the Club facilities:

  • New members may use the Club exclusively only after completing one full calendar year of membership. The new member fee for exclusive use of the Club is $750 and is limited to qualifying events as noted below.
  • Standard members (three consecutive years of paid dues) in good standing may request exclusive use of the Club at the preferred rate of $250 for qualifying events and $1,500 for non-qualifying events.

The Club does not allow for “arms-length” transactions with third party users of the facilities (Example: Member applying so that a non-member can use the facility).  Exclusive use is reserved only for Club members and their event attendees.  All negotiations and arrangements shall be conducted solely between the Event Manager and the member.  All payments for exclusive use events shall be received from the member only.

Exclusive Use – Qualifying Events:

 The base cost for qualifying events is $250.  Qualifying events are smaller in scope (50 or less attendees), by invitation only with predictable and smaller expected headcounts, usually family & close friends.  Qualifying events include the following types of personal events:

  • Birthday
  • Anniversary
  • Wedding / Reception
  • Family Memorial (private/invitation only, not open to the public)
  • Family Reunion

Exclusive Use – Non-Qualifying Events:

 The base fee for non-qualifying exclusive use events is $1,500.  Non-qualifying events require special review and approval by the Trustees and will include consideration of the following criteria:

  • Type of use: semi-public or other, etc.
  • Expected attendance
  • Identification of all Club facilities to be used – (Range use is ALWAYS excluded)
  • Amount of liability insurance required

  These events require member-provided event insurance, and includes the following types of events:

  • Office Party
  • Class Reunion
  • Events Related to other clubs not sponsored by the VSC
  • Semi-Public Memorial or other event (wedding or reception)

Proof of event insurance for non-qualifying events may be required by the Event Manager in advance of the event ($500,000 minimum liability insurance, listing Vashon Sportsmen’s Club as Additional Named Insured).  Event insurance can easily be obtained through most insurance brokers or on-line and depending on your type of event.  Preliminary research suggests costs may be $200 or more.

Additional Fees & Options:

  • Security/Damage Deposit $1,000
  • Cleaning (if requested) – scheduled in advance $250 minimum
  • Any Kitchen Access $250
  • Heating Fuel Surcharge $50 (November 1st through April 30th)
  • Items brought in and not removed by walk-thru $50 per day until removed

The scheduled event includes use of the Clubhouse and surrounding grounds.  Due to safety considerations, the barbeque/picnic area next to the pond is only available after 7:00 pm.  The Club member assumes all responsibilities for their event and shall handle all communications with the Event  Manager.

 Events which require the range to be closed to the membership will not be authorized for:

  • “No-Fee” Events
  • Events from September 15 – October 15th (Hunter Sight-In Period)
  • Holiday Weekends
  • Regularly scheduled range events

All event costs must be paid a minimum of 30 days in advance of the event date.  The Event Manager will present all event requests to the VSC Board of Trustees for their approval including member name, type of event, and cost.  Additional information may be requested for non-qualifying events.  Events are not confirmed and published on the Club calendar until the requested event is approved, all event fees/deposits received, and the contract executed.

The Board of Trustees may grant the use of the Club facilities to members free of charge for events which do not require “exclusive” use of the facilities.  For example:  the event is open to all Club members free of charge.  Club members shall advise the Event Manager of planned non-exclusive group events to ensure there is a reduced chance of conflict and accountability for proper cleanup.  Other requests for free use of the Club may be granted special permission by the Board of Trustees on an exception basis.

All exceptions to this policy shall be presented to the Trustees for consideration/approval.

Current members are allowed to use the Club facilities in cooperation with other members but are not allowed to exert “exclusive” use of any portion of the facilities without an approved event agreement.  The Club shall not to be used as a meeting place for other Clubs/organizations not sponsored by the VSC, unless approved by the Board of Trustees.  Members are reminded that all guests must always be accompanied by their host member while they are on the Club grounds.  The contracted event member must remain on-site for the entire duration of their event.

 Club Sponsored/Traditional Events:

Club-driven events (monthly meetings, SotY banquet, President’s Auction, Kids’ Camp, All-Island Kids’ Fishing Derby, elections, work parties, etc.) where the Clubhouse/facilities are held exclusively for the event by the Club itself are considered traditional or Club sponsored.

  • Large Club sponsored events are those where more than ten people are expected and which are organized and held primarily for membership and sponsored guests. Attendance shall be comprised of at least 75% or more active members.  There will be a designated member organizer(s) in charge of the event in attendance who is/are responsible for seeing that “use expectations” are met as provided below.
  • All large Club sponsored events must be pre-approved by the Trustees.
  • There may be occasional instances where the trustees agree to allow large non-exclusive use without an exclusive use fee, including, but not limited to a memorial service for a long-standing member, Scout award ceremonies, etc.
  • If any proposed event plans fall outside of the official event schedule, the Event Manager shall be notified.
  • Approved Membership Events:
  • Member organized/sponsored events which have been reviewed and approved by the trustees for exclusive use. These can be events that bring value to the membership, such as Range Master class, First Aid Training, Hunter Education classes, guest speakers, etc.

Other Uses of Facilities:

Camping:

Outdoor camping is allowed for members and their sponsored guests for up to two consecutive nights on a non-exclusive use basis and not conflict with a scheduled exclusive use event.

  • All overnight camping beyond the two-night maximum must be approved by trustees.
  • Campers must restrict their camping areas to outdoor open areas and not under any roof-covered areas (Pavilion or Clubhouse deck/patio).
  • All campfires must be limited to existing fire pits & be in compliance with any burn bans.
  • Campers must leave their camp areas clean and remove any generated trash from the premises – leave no trace.
  • Campers are welcome to use other Club facilities on a non-exclusive basis.
  • The Club offers limited RV parking with electrical and sewage hookups for members only and with prior trustee approval.
  • The traditional “Hunt Camp” camping is excluded from the two-night maximum and does not require trustee approval.  However, RV camping for hunters in the woodshed area is allowed only during hunting season.

Range Facilities and Equipment:

  • The Club has firearms available for use by members and their guests during scheduled events, Kids’ Camp and other organized Club shooting activities.
  • Trap 7 only, may be used by qualified Range Masters and used with supplied extension cords.
  • Trap transmitters and Launchers 1-8 are only for use at scheduled events and for certified instructors for instructional purposes.
  • Range house access is limited to Club instructors, Kids’ Camp instructors, and members who volunteer directly with range maintenance and operations.