Rentals

Vashon Sportsmen’s Club

Member Rental Policy

 Introduction

Members of the Vashon Sportsmen’s Club (VSC) who wish to be rental patrons, please read and understand the fundamental manner of how Club rentals are considered and managed.

Rentals are processed by the Second Vice President, strictly a volunteer position, which demands a considerable amount of personal time.  Please be courteous and realize that all rental requests must adhere to and comply with the rental terms and conditions of the VSC.  Following Trustee approval, receipt of payment and a signed rental agreement, the rental event is scheduled on the Club calendar.  Any last-minute concerns with the rental event are handled by the president, who is obligated to rule in favor of the Club’s best interests.

Unless extenuating circumstances dictate, rental rates are set and few exceptions will be considered in order to sustain the operations of the Club.  Thank you in advance for your understanding.

Please work with the rental manager in a considerate manner, understanding that it takes time to present requests to the trustees for consideration and approval.

Thank you,

Officers and Trustees of the Vashon Sportsmen’s Club

 

Rental Policy

 The Vashon Sportsmen’s Club (VSC) facilities may be available for short term rentals ONLY to current Club members.  We are a private Club, not a commercial rental facility, so availability is very limited.

Only members in good standing may rent the Club facilities.

  • New members may rent the Club after completing one year of membership. The new member cost to rent the Club is $750 and is limited to qualifying events as noted in this policy.
  • Standard members in good standing (dues paid in full) for the last three consecutive years, may rent the Club at the preferred rate of $250 for qualifying events and $750 for non-qualifying events.

Qualifying Events

The base rental cost for qualifying events is $250 and includes the following types of personal events (family and close friends).  Qualifying events are typically smaller in scope, by invitation only, and with predictable and smaller expected headcounts:

  • Birthday
  • Anniversary
  • Wedding / Reception
  • Family Memorial
  • Family Reunion

Non-Qualifying Events

The base rental cost for non-qualifying events is $750, requires 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

Non-qualifying events require special review by the Trustees and will include consideration of the following criteria:

  • Type of use: semi-public or other, etc.
  • Expected headcount
  • Identification of all Club facilities to be used
  • Amount of liability insurance required

Proof of event insurance for non-qualifying events shall be provided to the Rental Manager in advance of the event ($500,000 liability insurance (minimum) 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 are $200+.

Additional Costs, Options, and Surcharges:

  • Security/Damage Deposit (Req’d) $1,000
  • Cleaning (If Requested) $200 (minimum)
  • Kitchen Access $150
  • Heating Fuel Surcharge $50 (November 1st through March 31st)

The rental includes use of the Clubhouse and surrounding grounds.  Due to safety considerations, the barbecue/picnic area next to the pond is only available after 7 PM.  The Club member assumes all responsibilities for their event and shall handle all communications with the Rental Manager.

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

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

All rental costs must be paid a minimum of 30 days in advance of event date.  The Rental Manager will present all rental 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.  Rental events are not confirmed and published on the Club calendar until the requested event is approved, all rental fees/deposits received, and the contract signed.

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 Rental Manager of planned non-exclusive group events to ensure there is reduced chance of conflict and accountability for proper cleanup.  Other special consideration for free use of the Club may be granted by the Board of Trustees on an exception basis only.

Any exceptions to this policy shall be presented to and considered by the Trustees for disposition.

Current members are allowed to use the Club facilities in cooperation with other members, but are not allowed to exercise “exclusive” use of any portion of the facilities without an approved rental agreement.  The Club is 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 guests are to be accompanied by the member at all times they are on the Club grounds.  The renting member must remain on-site for the entire duration of their event.

 

Rental Checklist – Required Prior to Renting

  1.   Use of firearms or fireworks on the Club grounds during the period of the rental by the Renter and their guests is STRICTLY PROHIBITED. Any use of the pistol and rifle shooting range areas is specifically excluded from rentals.  Fishing in the Club pond by the Renter and their guests is not allowed nor is access to the pond area allowed until after 7PM.
  1.   The renting member must remain on-site for the entire duration of their event. The Renter assumes all responsibilities for providing access to their guests.  The Renter is further responsible for ensuring use of the facilities and conduct by guests is in accordance with VSC guidelines and all State & local laws.  (Plain English – The Renter shall be held financially responsible and personally accountable by the VSC Board of Trustees.)
  1.   The Renter is responsible for ensuring the facilities are ready for the rental, e.g. facilities are clean, bathrooms are stocked with toilet paper, paper towels, water is available, etc. The Renter is responsible for being familiar with the operation of all facility equipment such as fireplaces, gas oven/stove, thermostat, etc.   If the Renter is unfamiliar with operating these items, they need to come to a general meeting prior to the rental event to receive training.
  1.   The Renter will go through the required Check-In and Check-Out procedure with the Rental Manager. If the kitchen is to be used, a separate Check-In and Check-Out is also required.  If kitchen keys for access to utensils and pans are used, a review of inventory will be conducted as needed.  Damages or discrepancies found in the post event inventory Check-Out will have replacement costs deducted from the Renter’s security/damage deposit.  Any costs beyond the amount of the damage/security deposit will be invoiced to the Renter.
  1.   The Renter needs to be aware the range may be in use by members of the VSC for regular scheduled Club events.
  1.   The capacity of the Clubhouse is 252 people and shall not be exceeded due to structural and fire safety.
  1.   The Renter assumes responsibility to thoroughly and promptly clean the facility and haul all trash off the premises from their event leaving the facilities in as good or better condition than initially found, no later than 10 AM the following day. The Renter may elect to use and pay for cleaning by the Club’s outside contractor, however, that service does not include trash haul-out.
  1.   Event insurance for this rental [IS],   [IS NOT]  (circle one) required.
  1.   Misrepresentation of the intended rental use (qualified vs non-qualified etc.) shall result in forfeiture of the security/damage deposit.