Meeting Hall Scheduling
Ever Wonder About Using the Meeting Hall? The Meeting Hall is available for rent by individuals or organizations based on criteria designed to preserve the Meeting Hall and it’s surrounding grounds. The renter must be an Olivenhain resident and a member of the Olivenhain Town Council or sponsored by a member. The renter must agree to abide by the Meeting Hall rules and sign the Meeting Hall Rental Agreement.
No commercial use is permitted, and fund raising events are permitted only if they benefit the Olivenhain Town Council. All requests for use of the Grounds or Hall by more than 100 people must be approved by the OTC Board of Directors.
View the CALENDAR of regularly scheduled meetings, but call or email for availability anyway. Occasionally, a group will not need the Meeting Hall during a regularly scheduled time. To reserve a date and time or for further information, please contact Jim Lee, hallscheduling@colonyolivenhain.org, or 760-943-9255.
Users fall into four categories, and the cost of renting the Meeting Hall varies with the category. All users must sign the rental agreement and provide proof of insurance.
The rental fees and Meeting Hall rules are summarized below.
Meeting Hall and Grounds Rental Schedule Category I: Member use for social purposes – For this category of use, a refundable deposit of $100 is required, and rental fees range from $20 to $100 as follows: Category II: Weddings – Renters who qualify in Category I will receive Member rates for their weddings and receptions. The deposits will be $200 for wedding only, $350 for wedding and reception. If the wedding is for a non-member the following rates apply: Category III: Olivenhain-based, Non-profit Organizations – Olivenhain based, non-profit youth organizations may use the hall and grounds at no charge. However, they must reserve the date and time with the Hall scheduler. Permission to use and fees for other Olivenhain based community service organizations will be determined by the OTC board. Permission to use Hall and grounds by other Olivenhain-based service organizations will be at the discretion of the OTC board. Category IV: Other Organizations – Olivenhain residential homeowners’ groups may hold their annual meeting in the Hall if the development is within Olivenhain Valley and they pay the appropriate rental fee.
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Olivenhain Meeting Hall Rules Trash, including food items in kitchen and refrigerator, will be removed from the Hall and grounds at the end of the event No nails or staples will be put into the building, tables, benches or floor. No more than 100 people may occupy the Hall at any time. Any event scheduled for more than two (2 hours) and fifty (50) people must provide portable lavatories. No smoking or fire of any kind inside of or near the Hall. Outdoor Events on the grounds will terminate before sundown and must be vacated by one hour after sundown. Under all circumstances both the Hall and Grounds must be vacated by 10 pm. No fires allowed anywhere on the grounds without the prior approval of the Encinitas Fire Department and the Olivenhain Town Council Board. No noise allowed which may be reasonably objectionable to surrounding neighbors. The use of electronic sound amplifiers is strictly prohibited without prior written permission of Olivenhain Town Council Board. The storage area under the Hall may not at any time be used for social activities. No dancing is allowed inside the Meeting Hall.
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