Planning an event at your community’s clubhouse, pavilion, or meeting room? The process depends on whether you’re a property owner or tenant (and whether All-In-One manages venue reservations for your association). Don’t worry, we’ve broken down the steps so you can easily secure your venue.

Not Sure If All-In-One Manages Our Venue

All-In-One may manage your community, but not necessarily its venue reservations. If you’re unsure:

  1. Start with the Steps for Property Owners below.
  2. If you cannot locate the reservation form in Step 2, it’s likely we do not manage your venue.
  3. In that case, skip to Steps if All-In-One Doesn’t Manage Your Venue or contact us via phone or our website form. We’ll help you connect with the right person.

Steps for Property Owners

If All-In-One manages venue reservations for your association, follow these steps:

1. Check the Calendar

Main menu section of a property owner account. There are several options in the vertical light, with dropdown arrows next to them. "Resident" option is highlighted.
Resident dropdown in menu
The open "Resident" dropdown in the main menu. There are several options under it, with "Calendar" highlighted.
Calendar option in Resident dropdown menu
  • Review upcoming events to confirm venue availability.

Tip: If your association has multiple venues (e.g. clubhouse and pavilion), check the location listed in parentheses on each event.

The calendar section of a property owner account. It is laid out like a typical calendar, with different view options for week, month, and day. There are three sample events on the calendar, with the event time and title.
Calendar page

2. Fill Out the Request Form

If you see availability on the date you're interested in, the next step is to fill out the request form.

  • In the portal menu, click Forms.
Main menu section of a property owner account. There are several options in the vertical light, with dropdown arrows next to them. "Forms" option is highlighted.
Forms dropdown in the menu
  • Locate the venue reservation form (e.g., “Clubhouse Reservation”).
The open "Resident" dropdown in the main menu. There are several forms with "Clubhouse Reservation" highlighted.
Sample options in forms area
  • Complete all required fields, including venue selection if multiple options exist.
Clubhouse reservation form, containing input boxes for contact info, event times, and event information. There are dropdown boxes to agree to the amenity rules and to submit payment, with a final submit button at the bottom.
Sample clubhouse reservation form
  • Click Submit.

3. Receive Confirmation

Our Amenity Reservation Specialist will verify availability and email you within 1–2 business days:

  • If approved: You’ll receive a confirmation email and agreement form.
  • If unavailable: We’ll suggest alternative dates.

4. Submit Checks and Agreement Form

To secure your reservation:

  • Send separate deposit and rental checks (payable to your association).
  • Return the signed agreement form by the deadline in your confirmation email.
  • Failure to submit required items will result in cancellation (we’ll send reminders).

Once received, you’ll receive an email receipt confirming your booking.

5. Receive Access Information

During the week of your event, you’ll receive an email with venue access details.

6. Post-Event Inspection

After your event:

  • If the venue is left in good condition, your deposit will be refunded.
  • If damages or violations occur, the deposit may be withheld for repairs.

Steps for Tenants

1. Contact the Property Owner

Provide event details (date, time, guest count). The owner will initiate the reservation process

2. Finish Securing Event

Once confirmed, the property owner will coordinate paperwork and payments with you.

3. Receive Access Information

You’ll receive venue access details during the week of your event.

Steps if All-In-One Doesn’t Manage Your Venue

Check your web portal or your association’s website for reservation forms or links.

If you can’t find them, contact us via phone or our website form. We’ll forward your request to the appropriate person.

Questions About the Venue?

For general questions or to schedule a tour, fill out the Amenity Rentals General Questions form in your web portal.

FAQ: Reserving HOA Venues

How do I know if All-In-One manages my venue?

Log into your web portal and check for a reservation form under Forms. If it’s missing, we likely don’t manage your venue. Contact us for assistance.

How far in advance should I book?

Book as early as possible, especially for weekends and holidays. Many associations require reservations at least 14–30 days in advance.

What payments are required?

Most reservations require separate deposit and rental checks, payable to your association. Details will be in your confirmation email.

Can tenants reserve venues directly?

No. Tenants must coordinate through the property owner, who will handle the reservation process.

What happens if I cancel?

Cancellation policies vary by association. Check your agreement form for details.

When will I receive access information?

Typically via email during the week of your event.

What if the venue is damaged after my event?

Your deposit may be withheld to cover repairs if damages or rule violations occur.