Facilities

Note:

Setup Fees
1. Standard setup - included in rental fee.
- Standard set up of 24 round tables and 4 long tables, seating up to 192.
- No round tables will be moved. Members may move and replace long tables only
2. $100.00 setup
- Add or remove up to 8 round tables; add up to 2 long tables. Does not include moving tables in standard set up.
3. $200.00 up to $400.00 setup
- Resetting tables and/or chairs and modifying facility layout to user's specification.
4. $400.00 setup theater style
Tables and Chairs
1. Tables may not be removed or taken down by Members.
2. Members may request to have stacks of extra chairs set out for their use at no additional charge. Member will be provided a chair dolly and the chairs will be made available in a designated area. The chairs must be stacked and returned after use. Members will also be responsible for any damage to the carpet or flooring caused by dragging chairs across the floor.
3. Additional tables and chairs will not be provided or made available to the Member on the day of the event. All setup arrangements must be confirmed during the walkthrough, and any changes to the confirmed setup must be approved in writing no less than 3 business days prior to the event.
4. Members are not permitted to place tables, chairs or other items on the dance floor without the prior written approval of the Facilities Manager.

Access to building
1. The Member must participate in a facility walkthrough to be scheduled with LVPOA personnel no later than 10 business days prior to the event. The reservation will be cancelled if the walkthrough is not completed by this time. Final arrangements for setup, linen rental, arrival and departure times, and equipment needs, including sound and lighting, will be made during the walkthrough.
2. The Member must contact the LVPOA Ranger at (512) 921-8552 a minimum of 30 minutes prior to their actual arrival time and 45 minutes prior to their actual departure time to allow the Ranger enough time to reach the facility. The Member reserving the facility must meet the Ranger to open and close the building. A photo ID will be required. The facility will not be opened unless the reserving LVPOA Member is present.
Use of audio/video equipment
1. The Member must make arrangements for use of audio and/or video equipment during the walkthrough.
Outside activities
1. The use of the K-Oaks grounds is prohibited without the prior written approval
2. Tables and chairs from facility may not be taken outside.

Decorating
1. Tape may not be used anywhere in the facility, including the outside surfaces of windows and doors.
2. Decorations or other items may not be attached to any surface of the building (doors, windows, floors, walls, etc.) or to any curtains or shades, including the stage curtain, using any substance that penetrates, sticks or adheres to the surface. Decoration may be hung using strings or similar methods.
3. No glitter, confetti, piñatas or helium balloons are allowed in the facility.
Kitchen and food service
Cooking is not allowed inside the facility. All food must be cooked and brought in at serving temperature. Warmers are available, however they are not sufficient to heat food to serving temperature.
Smoking and vaping
1. No Smoking or vaping is allowed anywhere inside the building and disposed of when outside.
Animals
1. Animals other than service animals are not permitted in the facility.
Cleaning
1. The Member must ensure that the event is ended early enough to complete cleaning by the expiration time of the reservation.
2. The LVPOA supplies trash bags, a vacuum cleaner, a carpet cleaner, brooms and mops for cleaning purposes.
3. Trash cans must be emptied from kitchen, bar and ballroom and all trash disposed of in the dumpster outside the kitchen. Bags do not need to be replaced, but extra trash bags are available if needed.
4. Member must mop the bar and kitchen areas and any spills on the hard floors. If liquids or food are spilled on the carpet, member must clean the area as much as possible and notify the Ranger during the check-out process.
5. The carpet and dance floor area must be vacuum ready. Dropped food, napkins, paper, and other debris must be picked up so they will not clog the vacuum.
6. The Member must pick up and dispose of any trash outside the building resulting from their event.
7. There will be a $250 fine for any cleaning necessary as a result of the Member not performing the required cleaning.
Damages and penalties
1. The Member assumes full responsibility for the facility