Reservation Procedure Edit page

Interested in reserving the Community Room in the Villages at Baxter Ridge Clubhouse? If you are a current home or condo owner in the Villages at Baxter Ridge and in ‘Good Standing’ with the Homeowner’s Association (HOA), you are eligible to reserve the Community Room.

There is no fee for using the Community Room however, a deposit of $100.00 is required.

Here’s a step-by-step procedure for reserving the Community Room.

Step 1:  Review the "Village Calendar" to find out if the date and time for your event is available. (Please note that all reservations must be booked at least 14 working days in advance). If your date and time are available, please submit the "Request to Reserve Community Room" form to place a “Hold” on your requested date and time on the calendar while the paperwork is being processed.  You will be contacted via email within 48 hours of your submission advising you if your request has been approved.

Step 2:   AFTER YOU RECEIVE THE APPROVAL EMAIL, download and print the Community Room Event Space Rental Agreement, along with the Community Room Event Space Rental Addendum. These documents can be found below.

Step 3:  Read, fill out, sign, date and return both documents and deposit check. Third-party checks and/or business checks are not accepted. Your paperwork must be received before the end of 7 calendar days. Failure to return all pages of both documents will render your request incomplete and may result in the loss of your requested date. You will receive an email confirmation once your paperwork is received. Your event will be changed from "Hold" to “Reserved” on the Village Calendar. 

There are two methods available for submitting the required paperwork:

1. Dropoff the completed documents and check in the clubhouse mailbox.
2. Mail the completed documents and check to the address listed in the agreement.  If you choose to mail your paperwork, please check with the Facilities Manager to be sure your paperwork and check were received on time.  We are not responsible if the mail is late or your paperwork is lost in the mail system.

Step 4: Three to five days prior to your event, contact the Facility Manager, Kathleen Dostal, at (314) 960-6603 to schedule your pre- and post-event inspection times on the day of your event.  

Step 5:  On the day of your event, meet the Facility Manager at the agreed upon time to complete and sign the pre-event inspection and receive your access code to the Clubhouse and Community Room.  You will only have access to the entry foyer, hallway, bathrooms and Community Room. You will NOT have access to the main portion of the clubhouse. 

Step 6:  Have your event!

Step 7:  When your event is over and the cleaning has been completed, please place everything back in its original place. Contact the Facility Manager to complete the post-event inspection.

When planning your event, please coordinate your event start time within the rental period. The Community Room rental period begins at 8:00 am CT the day of your event and ends at 12:00 am CT (midnight). The Clubhouse must be vacated by 1:00 am CT- NO EXCEPTIONS! Please allow for set-up and clean-up time when you plan your event.

Please know that we would like you to treat this space as well or better than you treat your own home. It is an extended space for you and your neighbors to use for events. If you have any mishaps, please report them at the post-inspection. Remember that you are in a private residential community, so please be mindful of noise levels after 10:30 pm. Your neighbors will thank you for it.

Any questions, concerns, suggestions or requests?  Please contact us at [email protected].