Plan a Gathering – Our Guidelines
Hello Friends,
Needless to say, I truly love hosting gatherings and welcoming you all here—we accommodate over 15 events every single year! Our backyard venue is designed to promote wholesome association for everyone.
To help everything run smoothly and ensure the upkeep of the property, we offer two options for hosting events. The main difference is whether your gathering is open to all the friends or kept private.
Open Gatherings (Standard Events)
If you are hosting a gathering that is open to all the friends, there is no venue fee. These events include full access to tables, chairs, kitchen facilities, and basic background music provided by the venue.
Examples: Congregation hospitality meals, Memorial gatherings, and general fellowship get-togethers.
Important Note: Friends are never turned away if they hear about our gatherings. If you wish to celebrate a personal milestone and save on the venue fee, incorporate your celebration into one of our regularly scheduled open events!
Paid Private Gatherings (Invitation-Only)
If you prefer a private, invitation-only event where you control the guest list, a venue rental fee applies. This fee is kept significantly lower than standard commercial rates and goes directly toward maintaining our venus and other operating costs.
Examples: Weddings, graduations, baby showers, anniversaries, talent shows, or private parties featuring karaoke, dancing, and live bands.
Venue Fee: $500 (covers operational, utility, and wear-and-tear expenses). Just to rent the Willow Glen Elks Club can cost $1000 for 5 ours where no outside food is allowed.
Timing & Setup: You may arrive one day early for setup. You choose your own start and meal times, but all events should conclude by 11am.
General Guidelines for All Gatherings
To ensure a safe, respectful, and seamless experience, these rules apply to all events from setup to clean-up.
Food, Alcohol & Host Responsibilities
Provisions: Hosts are entirely responsible for providing and managing all food and beverages.
Alcohol: (on paid events) If alcohol is served, the host assumes full responsibility for monitoring consumption and must arrange safe transportation for guests when necessary. Guests are strictly prohibited from consuming alcohol off the property or causing disturbances to our neighbors.
Decorations
You are welcome to decorate the space to suit your theme.
Removal: To protect the structures, all decorations—including tape, adhesives, and hardware—must be completely removed immediately following the conclusion of your gathering.
Arrival & Parking
Our front lot can accommodate up to 10 vehicles when parked efficiently. Additional street parking is available.
Night Visibility: For evening events, parking areas are equipped with overhead floodlights for the safety and security of your guests.
🔊 Volume Levels
While we are fortunate not to have immediate, wall-to-wall neighbors, we ask that music and audio levels be kept at a respectful volume throughout the event out of consideration for the surrounding neighborhood.
Safety & Liability
Supervision: Children must be supervised at all times. This is not a place to run and play.
Liability: Event hosts are fully responsible for the conduct and safety of their guests. The venue is not responsible for lost items, accidents, injuries, or property damage.
Clean-Up & Departure
Form a Crew Early: Organize a dedicated clean-up crew before the event begins. Guests often depart at the end of the night without realizing how much work remains, so having a committed team in place is essential.
The Final Check: All trash must be bagged and removed from the venue areas, and all facilities must be left in the exact condition they were found.
I hope these guidelines help you plan a fun event. Thank you so much for your cooperation, and care to maintain our gathering place for everyone!
Thank you!
Jon H. Contreras
Questions or Bookings? Jon at 669-254-6287