Rental agreement request form available for download at bottom of this page
STONEGATE RENTAL AGREEMENT
WHO MAY RENT THE CLUB
Only Stonegate members may rent the Club. The Clubmember must be present during the entire function and is responsible for the payment of all fees and for any damage caused. The member shall be responsible to check – in upon arrival and check – out prior to departure. Stonegate reserves the right to cancel the event and keep thesecurity deposit, if the sponsoring member is not present.
For juvenile parties, (age 21 and under), an adult member must be present and provide one adult for every 10 juveniles.
When there is a party that honors a specific person (birthdays, weddings, retirement, etc.), that person must be an immediate family member of a Stonegate member in order to receive the member rate. Immediate family members include parents, children, grandparents, grandchildren, and siblings.
A member can sponsor an event for a friend, but must pay the “sponsored” rate. Events for the DJUSD can qualify for the sponsored rate.
Business functions sponsored by a member shall be charged the rate listed under the business rates. Events for UCD and Sutter Hospital shall be considered business events.
RENTAL POLICIES
A member may have only one free event booked at a time. Once the first has taken place the member may schedule the second. Reservations are taken up to one year in advance for member events. Sponsored and Business events can only be booked 60 days prior to the event date.
Rentals are taken on a first come first serve basis. A reservation is not confirmed until the member has signed the rental agreement, paid the security deposit and has been approved by the General Manager. The security deposit will be cashed and held in Club’s checking account when received. The rental fee is due at least two weeks prior to the event and failure to pay by the deadline may cause your event to be canceled.
It is the policy of the club that all members are charged according to the fee schedule. Any free use of the facility must be approved by the Board of Directors.
STONEGATE FACILITIES
The club rents the main meeting room, the kitchen, and the west patio. The inside rooms are all non-smoking. The pools, tennis courts, fitness center, and ball field are not available for rent.
The large room has ten oval banquet tables (5 ft. wide x 6 ft. long), four folding tables (3 ft. wide x 6 ft. long), and 100 padded, fixed back, stackable banquet chairs. These new inside chairs and tables are not to be taken outside. The club is equipped with a small stereo/CD player that may be checked out. The main room has a fireplace and the renter must provide his/her own wood.
The kitchen has plenty of counter space, a non-commercial stove, refrigerator and a microwave. Except for the two 50 cup coffee pots, there are no utensils or dishes in the kitchen. There are two large tubs, which can be used for icing down beverages.
The west patio has one large barbecue, 4 picnic tables, 4 round patio tables, and 16 patio chairs. Renters should plan on using at least 40 lbs. of charcoal for the barbecue and bring appropriate utensils. There is one gas barbeque that is used on a first come/first serve basis.
CLEANING REQUIREMENTS
The renter is responsible for leaving the club clean. The club will furnish all of the cleaning supplies. In the event the renter does not leave the facility clean, the club will do the cleaning and charge the renter $25.00 per man hour with a one hour minimum.
The renter can arrange in advance to have the club do the cleaning.
LIST OF CLEANING REQUIREMENT
Garbage must be bagged and placed outside of the kitchen door for removal to the parking lot.
All tables must be wiped off
Floors should be swept, mopped and vacuumed
Kitchen surfaces and equipment should be clean
Restrooms should be left clean
All furniture shall be returned to their original locations
All decorations should be completely removed
Please inform staff of any problems i.e.: spills or broken items
DECORATING RULES
You can not use nails, thumb tacks, duct tape or scotch tape to hang decorations or signs. Only painter’s tape, which is usually blue, may be used.
Decorations can not be placed on top of the open beams because of there are lights embedded in the beams.
ALCOHOL POLICY
It is the responsibility of the renter to see that all laws relating to the consumption of alcohol be followed.
If alcohol is to be served at an event, and there is an exchange for money for any reason, a one day liquor license needs to be obtained from the Davis Police Department and the Department of Alcohol Beverage Control. The license may take 7 to 30 days to obtain, so please plan accordingly.
The club will require that anyone who rents the club, has over 50 people, and serves liquor, to have “Host Liquor Liability” insurance in the amount of $1,000,000.00 and provide proof of insurance. The club will also require the proof “Liquor Liability Insurance” for any group that sells alcohol. Proof of insurance shall be provided in the form of a certificate of insurance. If the certificate of insurance is not provided, liquor may not for any reason be served. Stonegate Country Club shall be named as an additional insured on the certificate of insurance.
NOISE POLICY
The club does not allow amplified music outside the club. The two exceptions to this policy are music during a wedding ceremony or a club sponsored event.
ROOM SET-UP
The room will normally have 5 tables and 30 chairs set-up. Only the staff is allowed to move the tables. If you have a rental with less than 30 people we will move the tables without charge. If you have more than 30 people a fee of $30 will be charged and we will set-up the room and take down the set-up. Please let the staff know how you would like the room set-up.
STAFFING CHARGE
The club’s insurance policy requires that we have a staff member present for all parties. If your party goes beyond normal Club hours you will be charged a “staffing charge” of $25.00 per hour. Parties scheduled for the weekdays may run no longer than 11:00pm including clean up time. Weekdays are considered to be Sunday through Thursday. Parties scheduled for the weekends may run no longer than 1:00am including clean up time. Weekends are considered to be Friday and Saturday.
SECURITY DEPOSIT
In addition to the above fees you will be charged a refundable security deposit. The amount of the deposit required shall be equal to the total rental amount or $100.00, whichever is greater. Parties in which the total cost is over $500.00 will only have to pay a security deposit of $500.00. BBQ’s outside with less than 30 people in attendance will only have to pay a $50.00 security deposit. The security deposit will be cashed and deposited upon receipt. The security deposit will be returned if the facilities are left clean and in good repair. The Club’s staff will check the rooms after each party. Any charges will be taken out of the security deposit. Any damages over the amount of the deposit will be the responsibility of the renter. Any deviation from the policies outlined in this agreement may result in the loss of your security deposit.
Renters will be charged for the actual number of people who attend the party. If the actual number of people attending exceeds the targeted number of people for the party, the rental fee will adjusted accordingly.
Deposits will be returned by mail to members once the party has been reviewed by the Manager.
RENTAL FEES
Note: the fire code limit on number of people for using the inside room is 137 people.Parties during winter months must be limited to 125 people and inside use only.Groups over 125 people need to obtain permission from the Board of Directors
1.Note: There is no facilities charge for small birthday parties for children (age 10 and under) who are members, held between 9:00 AM and 4:00 PM.The facilities must be reserved and are subject to a security deposit of $100.00 and a four-hour maximum usage.This is limited to 15 people, including parents.
2.You will be charged the hourly rate from when the first person arrives for the event and until the last person leaves.This includes time for dropping-off, setting-up, cleaning-up, time caterers and entertainment personnel are working.Charges will continue to accrue if you set-up, leave, and then come back.
Member Rates
Sponsored
Business
Book up to year out
Book 60 days out
Book 60 days out
Patio/BBQ
1 to 30 people
Free
$ 15.00/hour
Not available
31-50 people
$ 15.00/hour
$ 30.00/hour
Not available
Kitchen
$10.00/hour when renting BBQ
Entire Facility
1-30 people
$18.00/hour
$30.00/hour
$50.00/hour
31-50 people
$30.00/hour
$50.00/hour
$75.00/hour
51-75 people
$50.00 /hour
$75.00/hour
$100.00/hour
76-125 people
$75.00/hour
$100.00/hour
$150.00/ hour
More than 125
Board approval needed
Board approval needed
Board approval needed
There is a four hour minimum to rent the Club on Friday, Saturday or Sunday
___ Do not drag tables across the carpet. Fold the tables in half, then they will roll without damaging the carpet. You will be charged if you damage the carpet in this manner. Ask the staff person for assistance to move tables. The tables role however, if you roll them into the transition strip (between the carpet and laminate floor) the trim piece will crack.
___Bag garbage and leave outside kitchen door. Ask the staff person for extra garbage bags if needed.
___The Blue recycle cans are for aluminum cans and bottles. Do not take the rolling blue cans inside as they leak. The green garbage cans are for all other waste.
___All tables need to be wiped off.Use a damp sponge and “Stinger” solution provided.
___Floors should be swept, mopped and vacuumed. See staff person for vacuum.
___Use the “Bone” Hardwood laminate cleaner and a dry mop to clean laminate floor.Water should NOT be used on this floor.
___Kitchen should be left clean –including coffee pots-- with refrigerator and freezer empty, counters wiped, and floors swept and mopped.
___Restrooms should be left clean.
___Decorations should be completely removed; see contract for decorating rules.
___Please inform staff person if anything broken or if there is a spill.
___ Stonegate will charge a fee of $25.00 per man-hour to clean-up.
