Planning an event at your community's clubhouse, pavilion, or meeting room? Here's a friendly guide to help you reserve the perfect venue for your special occasion.

If All-In-One manages venue reservations for your association, here's the process you'll take to reserve a venue.

1. Check the Calendar

Log into your property owner web portal account and click the "Resident" dropdown in the side menu.

Once open, click the "Calendar" option.

This will open your association's calendar to check the availability of the venue. Upcoming events for your association, including any association venues, are listed here. Feel free to try out the different view options.

Please note that some associations have more than one venue, such as two clubhouses or a clubhouse and a pavilion. If your association has more than one venue, pay attention to the location on the calendar listing, which will be in parentheses. There may be an event scheduled at one venue and not the other.

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. Click the "Forms" dropdown in the side menu.

With this open, locate the request form option for the venue reservation form. This can go by different names, depending on your association, but it will generally "Clubhouse", "Pavilion", or "Venue" reservation.

In our example, the form is called "Clubhouse Reservation" form, so that's what we'd select.

This will open the form. You'll notice that some of the information from the form will automatically populate. In our example below, it populated the name and address for the fictional owner Abby Normal.

Complete all the information on this form. If your association has more than one venue, there may be an option in the form to select which venue you're reserving, so make sure you select the one you're wanting to request.

Once everything is complete, click "Submit".

3. Confirmation

Once our Amenity Reservations specialist verifies the availability for your requested date, you'll receive a confirmation email along with the necessary agreement form. This may take 1-2 business days. If your date isn't available, they'll send you an email informing you of other options.

4. Submit Checks and Agreement Form

Follow all the steps in your confirmation email to secure your reservation. Usually this requires sending separate deposit and rental checks (made payable to your association), along with a signed agreement form. Make sure to send in all required items as soon as possible, and especially by any due date in the confirmation email. Failure to secure the booking will result in a cancellation, but don't worry, we'll send you a reminder beforehand.

Once all required items have been received by our team, you'll recieve a receipt confirmation email, and we'll mark the event as confirmed.

5. Receive Access Information

The week of your event, typically the first or second business day, you'll receive an email containing access information for the venue.

6. Post-Event Inspection

After your event, the deposit will be released following a satisfactory venue inspection. If any damages or issues are found, the deposit will be held to cover necessary repairs or costs.

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1. Contact the Property Owner

As a tenant, if you are interested in reserving one of the Association's venues, please contact the owner of the property, either the individual or company you are leasing from. Let them know all the basic information about the event, including the date and hours you're interested in, the anticipated amount of guests, and any other special details about the event. The property owner will then communicate directly with us to initiate the reservation.

2. Finish Securing Event

Once details are confirmed with our team, the property owner will reach out to you to confirm details to finish securing the reservation. This may include signing paperwork or submitting payments. After that, you'll receive information for accessing the venue.

If we do not manage your community's venue rentals, there will typically be another type of reservation form or link available on your property owner web portal account or the Association's dedicated website.

If you reach out to us via phone or our website's contact form, we will forward your request to the appropriate person within your association.

If you have questions about the venue or would like to schedule a tour, fill out the "Amenity Rentals General Questions" form in your property owner web portal account.

• Plan Ahead: Check the calendar and submit your request form well in advance to secure your desired date.

• Stay Organized: Keep track of deadlines for fee payments and ensure all forms are completed and submitted on time.

• Communicate Clearly: If you're a tenant, maintain clear communication with the property owner to ensure a smooth reservation process.