LAKE SUMMERSET ASSOCIATION

Sub-Regulations and Procedures Relating To Reserved Use of the Lodge by LSA Members/Sponsors

TO LSA MEMBERS:

1). You may reserve the lodge for a private party or social function provided:

a. Your dues account with LSA is fully paid up.

b. It does not conflict with a scheduled Association activity in the lodge or a prior reservation.

c. All guests attending a private function held in the LSA lodge will be admitted as guests of the LSA member renting the lodge. The member is personally responsible for the actions of their guests.

2. Subject to the foregoing, you may use the lodge for your private party or social function.

PROCEDURE:

a. Obtain a form entitled "Application for Permit for Reserved Use of the Lodge" from the LSA office. Complete the form and mail it with the required fee to:

Lake Summerset Association
1202 Lake Summerset Rd.
Davis, IL. 61019

b. A down payment of $100 must accompany the application.

c. Balance of the fee, plus the security deposit must be paid 30 days prior to the reservation. A 50% refund will be made for cancellations made within 15 to 30 days - no refund will be made for cancellations made 14 days or less.

3. The fee may be determined from the following table, plus a $125 Security Deposit for members and $250 for sponsors.

(300 people is the maximum allowed by fire code.)

After our maintenance personnel have had an opportunity to inspect the lodge and it is determined that it has been left in good condition with no loss or damage, the Security Deposit will be refunded. However, the following charges will be levied for any lodge decorations and set-up infractions:

4. After your application is approved, you must submit to the guardhouse or the LSA office 24 hours before your event a typed alphabetical list of the names of the guests who have been invited. No non-member guest will be admitted through the gate by the LSA guards unless the name appears on the typed list you submit.

5. The lodge shall be available a minimum of 2 hours before the scheduled time of the activity for party preparations.

6. This is a smoke-free facility. If any evidence of smoking, a fine will be assessed.

7. Alcoholic Beverages

a. If serving alcoholic beverages free of charge , a certificate of your homeowners policy reflecting liability coverage, not less than $500,000 combined single limit, shall be presented to the LSA office at least one month prior to the event.

b. No sale of alcoholic beverages, tickets, or solicitation of donations may be done.

8. If, in the opinion of the Manager, chaperons or security persons are desirable for a reserved function, such person shall be secured by the member and approved by the Security Supervisor, or may be secured by LSA and paid for by the property owner.

9. When applying for private party use of the lodge, the member is deemed to have promised and guaranteed to reimburse the Association for the full cost of repairing any damage to the lodge building or its furnishings, or to any other Association property which is caused by those attending the party. All evening parties must end no later than 1:30 a.m.

10. When any "private party" is in progress, non-invited members of the Association will be excluded from the main lodge room but they shall be given access to the lobby and
restroom. It is the responsibility of the member-host to politely inform non-invited LSA members that a private party is in progress and to ask them to leave the main lodge room. However, during the period from Memorial Day weekend through Labor Day, the lodge must be available to the campers for emergency use in case of severe storms.

11. It is recommended that approximately a month before your event, you should set up an appointment with one of our maintenance personnel to discuss any questions or concerns you may have with the lodge area. Appointments can be made through the Lake Summerset Office 815/248-2194.

SET-UP/DECORATING:

Time may be arranged to decorate and set up the evening before provided the lodge has not been rented to another party and you leave the lodge no later than 11 p.m., or you may come in the morning of the event. Make arrangements with office for lodge keys.

1. Please keep all doors to lodge closed and locked during your set-up time. It will keep unwanted visitors out while you are setting up or decorating. Remember, you are responsible for securing the lodge while you have the keys.

2. Lights are located on the wall by the kitchen door. Hallway and parking lot lights are timer controlled. Ceiling fans are operated by controls just to the right as you enter the lodge.

3. Use tape or string for decorations ONLY! NAILS, TACKS OR STAPLES may not be used on furniture or curtains. All tape and string must be removed when finished.

4. DO NOT stack or place in store rooms oak furniture and upholstered chairs. Use 2 wheel dolly and table dolly for moving all folding chairs and tables. DO NOT drag furniture across the floor. If furniture is moved in lodge, it must be returned to original location.

5. DO NOT remove quilt pictures from wall at anytime.

6. Fireplace doors should be kept closed as there might be a problem with the pilot light going out.

7. The day of your party, pick up keys at LSA office (guardhouse if closed). You need to have one person stay in the lodge to let in your caterer, band or bakery. SECURITY WILL NOT BE AVAILABLE FOR THIS SERVICE. Ask your designated person to make sure all doors are shut and locked when they leave.

8. Dust mops, brooms, ladder and trash bags are in the closet next to the men's room or in storage room next to fireplace. Water is also located there. Additional trash bags may be secured from concession when open.

CLEAN-UP: TO BE DONE THE DAY OR NIGHT OF THE EVENT

1. Remove all special decorations as you are expected to leave the lodge "picked up" and free of trash and litter. Use recycle garbage cans and leave trash in entrance hall for maintenance to pick up.

2. Fold chairs and put on chair racks so that floor is open for sweeping and mopping. Major floor cleaning will be performed by maintenance. Leave tables up but wipe clean.

3. LOCK ALL DOORS SECURELY AND RETURN KEYS IMMEDIATELY TO THE GUARDHOUSE. FAILURE TO DO SO WILL RESULT IN LOSS OF YOUR SECURITY DEPOSIT.

ADDITIONAL INFORMATION FOR RENTAL OF THE LODGE:

1. Please tell your caterer there is no refrigeration in lodge during summer months. They will have to bring their own coolers.

2. Number of Tables available:

• 6ft (wood) = 15
• 60” – Round (Polyethylene Top) = 24
• 8ft (Polyethylene Top) = 5
• Chairs = 176 (Metal), 60 (Polyethylene)
• Square wooden tables = 9, matching chairs = 36

3. Your caterer will need at least 4 tables for serving. Your D.J. will need 2.

4. If your application has requested use of the lodge kitchen facilities, you must furnish your own kitchen utensils, pans, serving plates, silverware, coffee urns, towels, etc.

IN CASE OF AN EMERGENCY:

1. Emergency phone located in the hallway by the restrooms. No coins needed for emergency calls.

Revised and adopted by the LSA Board of Directors 6/29/99
Revised 6/05

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