This form is for internal use by the Social Committee and Club Manager when planning a special event that requires rental of space within the club property (during season and off-season). Once a request for space is received, a BSTC representative is to follow the steps below.

How to Use:

  1. Once a request for event space rental is received, a BSTC representative will confirm that the date/space are available on the Special Events/Social Calendar. The event will be tentatively added to the calendar.
  2. A BSTC rep will contact the member requesting event space to confirm their reservation. During that call, the BSTC rep will use this form to collect relevant information that will populate pricing for the event
  3. Once the form is completed, the BSTC rep will submit the form, which sends confirmation to socialevents@brentwoodswimandtennis.com.
  4. From the email confirmation a BSTC rep will have the member and event details to enter directly into the Calendar event.
  5. Any changes or updates to the event can be made on this form (no later than 24hours before the event) by going to the form and click on “Entries”. Using the “Edit” feature you can make changes to the form, save and re-upload the final form into the calendar booking (replace the old).
  6. 1 day before the event, a final invoice (Form to be created-will upload event planning file so host can see all charges) is sent to the party host for their signature and agreement to the Waiver & Liability and upload into the calendar booking
  7. On the day of the event, the manager will print out the Event Planning Form for all staff members to review