Retama Village Guide for Hosting an Activity
Plus a few tips and hints that have been helpful for others.
If you wish a hard copy of this guide, they are available in the clubhouse library or by contacting the Retama Activities Committee at activities@retamavillageac.com.
Questions
The Activities Committee is available to support your activity and can be contacted via email at activities@retamavillageac.com.
Planning
- Check the Retama Activities Calendar or contact Ginger at 317-471-7876 to confirm that no activities are scheduled for the day/time you want to schedule an activity.
- Preparation and clean up time should be checked to make sure the area is available.
- Complete Scheduling An Activity Form. Questions? Contact Ginger at activities@retamavillageac.com for help.
- Form a committee of volunteers for planning, executing, and cleaning for the activity.
- Plan the budget. The goal should be to make money or at the very least break even. All money from events will be deposited in the Retama General Fund. Contact Ginger at activities@retamavillageac.com for help establishing the budget.
- Store items needed for a maximum of 8 days prior to an activity (unless leftover items may be used for a future activity).
Cost & Sign Up for Activities
- Attendees will sign up and/or purchase tickets in the clubhouse library if the activity includes a meal, paid entertainment, trips where charges are incurred, or other types of advance payments.
- All ticket sale monies will be handled by a Retama Activities Committee member.
- Provide the cost of the ticket per person.
- If it is appropriate to make payment for the activity at the door, monies will be collected by a member of the Retama Activities Committee who will have change available.
Liquor
- According to the State of Texas Liquor Laws, we cannot charge for the serving of alcohol because a Texas Liquor License is required; therefore, Retama activity admission/ticket prices cannot include any liquor charges. BUT, a container may be made available for donations, but DO NOT request an amount for a donation or post an amount for a donation.
Expenses
- Provide ALL receipts from the activity to the Retama Activities Chairperson ASAP following the activity.
- It is necessary in almost all cases to purchase items needed with your own money and furnish the Activities Chairperson with an accounting of expenses and money collected for reimbursement. This includes 50/50 ticket sales.
- Questions about costs? Contact Ginger at activities@retamavillageac.com.
Facility Charges (Usage costs will be provided by the Retama Finance Committee.)
- For an activity being held for the benefit of more outsiders then Retama residents, a facility charge may be established by the Finance Committee.
- For a Retama resident who hosts an activity at the clubhouse, a facility charge may be imposed if Retama residents are not invited.
- For an entertainer coming for the sole purpose of entertaining Retama residents, the facility charge will not be required.
- Vendors and entertainers are to provide a written contract that is approved by the Retama Activities Committee.
- All monies collected above what is owed vendors and entertainers is to be deposited in the Retama General Fund.
- For a Retama resident who schedules a sales activity for a non-resident (such as a vendor party or other service for profit, i.e. Tupperware, Pampered Chef, books etc.), no charge is required if all residents are invited.
Decorations & Supplies
- Decorations are stored in tub(s) in upper level of the patio storage room, under the ladies room sink and in the pantry.
- Buying new decorations or supplies? Allow for purchases in the budget.
- Store them in an appropriately labeled container(s) in good and clean condition to be used again for other activities.
Offsite Activities
- Notify Ginger at activities@retamavillageac.com to offer offsite activities. Since the activity is of interest to residents, it must be placed on the Retama Activity Calendar.
Advertising
- You may create your own flyer and email a copy to Ginger at activities@retamavillageac.com. She will post them on the bulletin boards in the public areas.
- Outside advertising costs such as newspaper advertising are to be figured into the cost of the activity, unless otherwise approved.
- Remember to include what attendees are to bring for the activity: table service, drinks, food dish to share, etc.
- For assistance creating a flyer or for any other promotional assistance, please contact the Activities Committee at activities@retamavillageac.com.
Cleanup and Written Summary
- The activity coordinator and/or his/her committee are responsible for cleaning up the facilities used as well as table and chair storage.
- Brooms and mops are located in the storage room off the dining room. Cloths to clean tables and counters are in the kitchen closet. Dish towels are in the drawer at the sink. We suggest that kitchen counters be wiped with a cleaner before and after use.
- After emptying all trash bins inside and outside, replace with clean trash bags. Bags may be found in the storage are in the dining room.
- Dispose of leftover food or appropriately store and label; for example, “free food” or “do not eat."
- Launder and return, as soon as possible, cloth tablecloths, towels, dishcloths or any other community linens used.
- Make sure everything is done, including locking doors, before leaving at the end of an evening activity.
- Complete an Activity Final Summary form following the activity and submit it to activities@retamavillageac.com in order to help future coordinators who want to host a similar activity. Forms are available in the clubhouse library and the Activities section of this Retama website.