Rental Procedure Edit page

Interested in renting the Clubhouse in the Villages at Baxter Ridge?  If you are a current homeowner in the Villages at Baxter Ridge and are in ‘Good Standing’ with the Homeowner’s Association (HOA), you are eligible to rent.

      DAY OF EVENT                                                      RENTAL RATE
    Monday -Thursday                                                        $125.00
    Friday-Saturday-Sunday                                                $175.00
    Holiday Rental Period*                                                  $175.00
*Holiday Rental period begins on the Wednesday before Thanksgiving and ends on January 1st.

Here’s a step-by-step process for renting the Clubhouse.

Step 1:  Review the "Village Calendar" to find out if the date of your event is available. (Please note that all rentals must be booked at least 14 calendar days in advance (except funeral receptions). If your date is available, please submit the "Request to Reserve Clubhouse" form to place a "Hold" on your requested date on the calendar while the paperwork is being processed.  You will be contacted via email with 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 Clubhouse Event Space Rental Agreement, along with the Addendum to the Clubhouse Rental Agreement. These documents can be found below.

Step 3:  Read, fill out, sign, date and return the entire (3-pages) Clubhouse Event Space Rental Agreement, along with the entire (2-pages) Addendum to the Clubhouse Rental Agreement and two (2) separate checks from the same checking account. Third-party checks and/or business checks are not accepted. Your paperwork must be received before the end of 7 calendar days. You will receive an email confirmation once your event is confirmed. Your event will be changed from "Hold" to "Confirmed" on the calendar. 

There are two methods available for submitting the required paperwork:

1. Dropoff the completed forms and checks in the clubhouse mailbox.
2. Mail the completed forms and checks to the address listed in the agreement.

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 and complete the pre-event inspection and receive your access code to the Clubhouse. You will be required to sign a release at the inspection.

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. Call the Facility Manager to complete the post-event inspection.

When planning your event, please coordinate your event start time within the rental period. The clubhouse 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 at us at [email protected].