Frequently Asked RENTAL Questions
Over the years, we've compiled our most frequently asked questions about renting the MVHPC.
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.
Q. What is included with a rental?
A. The rental includes the space only. 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). The renter is also responsible for checking on the club a day or two before your rental to check on it's condition as clean as needed.
Q. Who cleans before the party?
A. The club is cleaned by a cleaning service twice a month, however, the club is used a lot and depending on when your rental is, may require some light touch up cleaning. The MVHPC is going towards more of 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.
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. Some members rent the paddle hut for small birthday parties.
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. There's an open date on the club calendar, does that mean it's available to rent?
A. Maybe. The club typically only allows one rental per weekend, especially during pool season. Also, the club reserves time on the calendar for club events. These are marked on our club calendar as "CLUB HOLD - No Rentals". You can still request those dates and the coordinator will check with the board, the president and the events committee before releasing that date to you. Contact the rental coordinator to schedule an open date.
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.
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 one month, 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.
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.
Q. How many people does the club accommodate?
A. This depends on the spaces you rent and when. For an indoor clubhouse rental (during cold/rainy months), the capacity is very comfortable up to 80. Indoor rentals 80 to 100 are doable but more crowded. Over 100 for indoors only is not recommended unless you do additional outdoor spaces (ie. tents).
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 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 ovens/stovetop, 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 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.
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:
- FAQ: before requesting a rental date, read the Rental FAQ page on our website.
- PICK A DATE: Check our club calendar for open dates (website: member portal).
- 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.
- 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.
- 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.
- 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.
- DAY OF YOUR RENTAL: You can go out as early as you like to start setting up your party.
- CLEAN UP: After your party, follow the after-party TO DO LIST.
- LOCK UP: Lock up the club if your party will be the last people at the club for the day.
- INSPECT: A board member will inspect the club the following day.