Q Frequently Asked RENTAL Questions

Over the years, we've compiled our most frequently asked questions about renting the MVHPC.

Scroll down to the bottom for a parking map for the club.

Q.  Who can rent spaces at The Polo Club?

A.  Only members of the club can rent our spaces.  A member can "Host" a rental for a non-member, business or organization. Member must be current with dues in order to rent a space.

Q.  What is included with a rental?

A.  The rental includes the rental space, six tables and 36 folding chairs. The MVHPC does not have a staff to assist in the pre-clean, set up or clean up of your rental. The renter is responsible in setting up additional tables and chairs. We have a basic default setup in our clubhouse of 6 round tables with chairs that seat 36 to 48 people, depending on how many chairs per table (6 to 8 per table). We recommend that all renters check on club conditions two or three days prior to your rental. You should voice any concerns at least 2 days prior to your rental. During your cleanup, the clubhouse needs to go back to the default 6-table setup.

The club swimming pool is not for rental use without prior approval. Contact the club president for more information.

Please note that our pool is open until sunset. Members will have access to the pool and restrooms during any rental event. The club does not close the pool for rentals unless prior arrangements have been made and approved by the board.

Q. What are the costs to rent spaces at the Polo Club?

A.  For our members, rental costs vary between $75-$1775 based on several factors. The price for one of our smaller side rooms starts at $75, while the larger main room (the Gables Room) is $150. If you wish to rent all three spaces together, the cost is $200. Additionally, reserving the terrace space for your event will incur an extra fee of $175. If you plan to hire a catering company, we recommend renting the kitchen space as well.

Our most popular rental is the clubhouse and terrace, priced at $375 for dates between April and October. This does not include the kitchen.  

For our members, weddings and wedding reception rentals have a separate pricing structure, with basic packages starting at approximately $750 to $800, and they can go up to $1,525 with add-ons.  For "hosted" wedding rentals, add $500.

Please note that there are additional costs, such as a heat surcharge for dates between November and March, and a fee for extra setup time the day before your event. These add-ons can range from $50 to $200.

Hosting an event for a non-member friend or relative has add-on fees that add $100 for a standard rental or $500 for a wedding reception or wedding.

For more details, please refer to our rental agreement located in the member portal under the FORMS section on our website. Prices and policies subject to change.

Q. What is the capacity of the clubhouse?

A.  This depends on the spaces you rent, type of event and the weather.  Capacity varies between 80-125

• About 80-100 for Gables room only, no terrace or tent.  For more formal rental/Sit down dinner.
• Up to about 115-125  with Clubhouse AND tent for more formal rental/Sit down dinner (ie. wedding reception).
• For more casual set up (ie family reunion, baby shower), up to 125 with additional space:  Bentley, Legacy, rental tent or outdoor space.
• For rentals over 125+ guests, contact the club president.

Q.  What information should I have when I contact the rental coordinator?

1. Member Name
2. Is this party for you or are you "hosting" a party for a non-member friend or relative?
3. Specific Date you are interested in or a few dates that will work for you. IMPORTANT: Please refer to calendar for availability before contacting the rental coordinator!  The club calendar is on our mobile app and website (member portal).
4. Which areas of the club would you like to rent (see rental agreement)?
5. What kind of party are you having?  Birthday? Wedding? Baby Shower?
6. How many guests will you need to accommodate?
7. Are you serving food?  Sit down? or More casual? Catered?  
8. Do you need more than the day of your event for set up?  4 hours? or full day?
9. Will you be using the services of a party rental business like Primetime?  If yes, please let the rental coordinator know what materials will be delivered and date of delivery.  We need to know so it won't interfere with other club activities, events or rentals that may be on the calendar. Renter must make arrangements and be present for delivery and pickup when access to the building is necessary (ie chairs, linens...etc).  All items need to be picked up by Primetime in a timely manner so they don't interfere with other rentals or club events.

Q.  Who cleans before the party?

A.  The Miami Valley Hunt & Polo Club does not have a staff.  The club is managed by a board of directors along with member involvement in the general day to day operations.  The club is cleaned by a cleaning service about 4 times a year with members cleaning in between as needed. The club is used a lot and depending on when your rental is, may require some light touch up cleaning prior to your rental.  The MVHPC is a Do-It-Yourself rental operation, which means the person renting is in charge of setting up tables/chairs and decorating their space as well as some light touch up cleaning. This helps to keep our rental rates low. Some members choose to hire a cleaning Service the day before their rental.  

To ALL MEMBERS, remember to help us keep the clubhouse clean and looking great at all times. 

Q.  I'm having a small party with about 20 guests, do I have to rent the whole club?

A.  No you don't need to rent the entire clubhouse. Instead, consider paying guest fees per guest.  In doing it this way, you'll save some money, you just won't have any exclusive use of the club.  Or you can just rent one of our smaller rooms.  The Bentley Room is our indoor bar and accommodates smaller casual groups and seats 10-20.  The Legacy Room is a bit larger and can accommodate about 20-25 people.  You can also rent them both together for extra space for groups of 30-40. The Bentley and Legacy can also be air conditioned in the warmer months. 

Q.  Can I rent the paddle hut?

A.  Yes, the paddle hut can be rented for smaller gatherings. Contact the rental coordinator and/or club president for more information.  Paddle events will always take precedence. 

Q.  Where can I see available dates for my rental?

A.  Our club calendar is available for our members on our website (daytonpoloclub.org) under Member Portal. Please understand that if a date looks available, it may not be, due to rental policies, planned club events and other members requesting dates before you.

Q.  What does "No Rentals", "Call for Availability" or "Club Hold" mean on the club calendar?

A.  No Rentals = It is firm that no rentals will be allowed on that date.  Call for Availability =  A small rental might be considered, call to inquire.  Club Hold =  The club is holding this date for a potential club event/party. 

Q. What are some of the club scheduling policies?

The club only allows one rental per weekend.  This is strictly enforced during pool and NFL football season.  During Winter and Spring, we are more likely to allow more than one rental per weekend.  You will need to call or email the rental coordinator or club president to inquire. 

No back to back rentals. This policy is in place to allow members time in between rentals for cleaning and set up.

The club does not allow rentals on/around holidays such as Memorial Day and Labor Day weekends, Fourth of July....etc. You will often see 2-3 days blockout days around the holidays.  We do allow rentals for Thanksgiving and Christmas.  For New Year's Eve, call for availability, but typically, we always leave this date open for member usage.

On occasion, we will allow back-to-back rentals as long as both members are contacted and OK with the situation.

Q.   Who fills out the Rental Agreement Form if I'm hosting a rental for a non-member.

A.  If you are "HOSTING" a rental for a non-member, please realize the rental agreement needs to be under the name of the member and the member MUST be on site during set up, clean up and be at the actual party/event.  The member is billed for the rental and reimbursed by friends, family, or organization.

Q.  I'd like to host a rental for a non-member friend, but I can't be there on that date.  Is that OK?

A.  You must be at the rental you host - during setup, cleanup and during the party itself, from start to finish.  They will need to pick another date or find another member to host for them.  The hosting member fills out the rental agreement and is responsible for the rental.

Q.  When do I need to give a deposit?

A.  Complete the Rental Agreement and submit the 50% deposit as soon as possible to confirm your rental. We can hold your date for 2 weeks, during which it will be marked on our calendar as a HOLD. If another member requests the same date, we will contact you before giving it to them. However, if we do not hear from you or receive your signed agreement and deposit in a timely manner, your requested date may be offered to the other member.

Q.  Does The Polo Club have linens for rent?

A.  No, The Polo Club no longer offers linens for rent.  We still have some linens (white or black) in storage. They can be used, but you must launder them and return them within two days.

Q.  Can I place a tentative HOLD on a date, and if so, for how long?

A.  Yes, you can place a hold on available dates for fourteen days (14) days.  After 14 days, if we have not received the signed rental agreement and deposit, the hold will be removed. This new policy will be strictly enforced.

Q.  Can the Polo Club provide a layout or floor plan?

A.  Yes, we now have a blueprint of our main clubhouse courtesy of one of our members!

Q.  Are there any seasonal aspects I should consider when choosing a date?

A.  The Polo Club does not close down our pool during pool season, end of May thru September (and sometimes into October). Members can come and go to the pool (from dusk to dawn).  Members are instructed to use other areas of the club when rentals are happening. Members will also use the back path or front path to the pool and not walk thru the rented areas. 

Our building is expensive to heat in the winter, so a heat fee will be added to rentals from November thru March. The remotely controlled temperature will be set to 65 degrees the day of your rental.

The Polo Club does not have central air at this time, however, we have two portable AC units that can be used in the Bentley and Legacy rooms only. The main clubhouse Gables room cannot be air conditioned. We have several fans for you to use.

Q.  How much time do I have to set up for my event/rental?

A.  If you rent ONE day, you get the ONE whole day for set up and to have your party. It's up to you when your party/wedding begins. If your party begins at 2pm, you have from early morning until 2pm to set up. If you need more time for a larger event and require multiple days to set up,  you can rent an additional day(s), provided that day is available on the calendar.

Q.  How much time do I have to set up for my event/rental if I have a MORNING rental?

A.  If you have an early morning rental, you can set up your party the evening before.

Q.  Can I drop off my party materials the day before my rental?

A. You can drop off your party materials (linens, paper goods, decorations, food...etc) the day before your party, but at your own risk.  You can place the items in the Legacy room, out of the walkways, behind the bar or in the kitchen.  Non-refrigerated food items must be stored in airtight plastic bins to protect your food.  The Polo Club will not be responsible for lost, stolen or damaged items and/or food.  You may also choose to bring your items the day of your party.

Q.  How far in advance do I need to book the venue?

A.  May and June are our busiest rental times, due to graduations and weddings.  These dates are often booked a year or two in advance.  For other times, we suggest you book your party at least 3 months in advance. For weddings, 6-12 months is recommended.  If your event is on a weekday, you won't have much problem, as the majority of our rentals are on the weekends.

Q.  Where can I rent a tent or other items for my party?

A.  There are a few different party rental companies in the Dayton area.  The Polo Club often uses Primetime.

Q.  What are the payment terms?

A.  50% deposit is due at the time of your booking.  The balance is due at least 7 days prior to your event. You may also pay in full at the time of booking.  You can mail or drop off your check in the office mail slot or pay online.

Q.  Are there any additional fees for services such as cleaning or security?

A.   We do not ask for it upfront, however, if your rental is not cleaned up per the rental cleanup instructions or if there is theft or damage to the property, you will be invoiced $300 +/-. See agreement for damages that exceed $300.

Q.  Is there a sound system, and what technology is available for presentations or entertainment?

A.  To be answered later. New speakers are being installed soon.

Q. Does the venue have a kitchen that can be used by the caterers?

A.  We have a kitchen that can be used for storage and prep.  To use the range or oven, you must contact the club president.

Q.  Is there a location for a coat check or a storage area for personal items?

A.  The club has two rolling coat racks.  Some of our members use the restrooms to tuck away personal items during their parties.

Q.  Does the venue have a bridal suite or private room for event preparations?

A.  The women's bathroom has a large rest area with a makeup table complete with mirror and a bench.  Other seating includes one small settee and two wooden chairs. This area also has two changing stalls and one shower.  The adjacent bathroom has a double sink vanity and two bathroom stalls.  The Legacy room has also been used in the past for the bridal or groom suite.   The Legacy or Bentley room can be used as a groom suite as well.

Q.  Are there enough restrooms to accommodate all guests, and are they handicap accessible?

A.  The Polo Club has never had a problem with enough restrooms to accommodate even our largest events (125 people).  The men's bathroom has two urinals and one stall, while the women's bathroom has two stalls.  There is also a "Family Bathroom" that is about 7'x6' with one toilet, a pedestal sink and a baby changing table. It is in the Legacy room entry area.  The family bathroom is easier for older guests but it is not handicap accessible.

Q. How's the parking situation at The Polo Club?

A.  The club has plenty of parking to accommodate our events and rentals. Do not park near the building. Do not park in the two circular driveways.  See photo below with parking areas highlighted in AQUA.

Q.  Does the club have high chairs or booster seats? 

A.  We have one high chair and one booster seat.

Q.  What is a typical rental process?

A.  As a volunteer (DIY) club and due to the extremely low rental rates for our members,  pre-cleaning, setup, decorating and after party cleaning is the responsibility of the renters.  To rent a space, here are the steps:

1. FAQ:  before requesting a rental date, read the Rental FAQ page on our website.
2. PICK A DATE:  Check our club calendar for open dates (website: member portal).
3. EMAIL REQUEST FOR DATE:  Email the rental coordinator with your requested date, spaces to rent, size of your party, type of party and how you plan to pay (check, cash or be invoiced). Please note if it's YOUR rental or if you're hosting for a NON-MEMBER.
4. SEND SIGNED AGREEMENT:  Once a date has been confirmed, print a copy of our Rental Agreement (from our website), fill it out, sign and EMAIL/TEXT to the events coordinator. Be sure to sign the second form asking if you are hosting for a non-member. It's required due to our non-profit status.
5. 50% DEPOSIT: Drop off a check for the 50% deposit or be invoiced on your account. You can also pay the full amount, but a deposit is required to hold your date.  If we do not receive the agreement and deposit within 2 weeks (14 days) of the request, your rental reservation will be deleted.  CHECK the CALENDAR:  Double check that your rental is CORRECT on our club calendar. Mistakes and double bookings can happen.  Please help us keep rentals up to date and correct.
6. INSPECT CLUB CONDITIONS: A few days before your rental, you should visit the club to check on it's condition.  We have a cleaning service, but this is your opportunity for some light touch up cleaning.
7. DAY OF YOUR RENTAL: You can go out as early as you like to start setting up your party. 
8. CLEAN UP:  After your party, follow the after-party TO DO LIST.  
9. LOCK UP: Lock up the club if your party will be the last people at the club for the day.
10. INSPECT:  A board member will inspect the club the following day.