Courtesy of Bouncing Light Photography www.bouncinglightphoto.com
FREQUENTLY ASKED QUESTIONS
Q: What is the VOL Clubhouse's max capacity?
A: The building is approximately 3800 square feet, with a seating capacity of 200. For receptions with a dance floor, seating of 160 is more comfortable. The building has a main room, bar area, porch, and prep-kitchen. Please see the layout page for room dimensions and layout, as well as table availability and setup ideas.
Q: What is included in the rental rate?
A: The rental rate includes the rental of the hall, as well as the use of available tables and chairs.
Q: Who performs set-up and tear-down of the tables?
A: Both. The renter does the setup of the hall, including tables, chairs, and decorations to their liking. (No staples, tacks, tape, or adhesives of any kind. Nothing can be attached to the Clubhouse.) View the layout page for a sample, dimensions, and table availability. We do the tear down of the tables and chairs.
Q: Can I add my own decorations to the clubhouse?
A: We invite all our couples to decorate and make the VOL space their own! Any decorations that you add to the space are your responsibility to remove, as anything left behind after the rental period will be discarded. Our ancient building can't tolerate the use of staples, tacks, nails, screws, adhesive or anything that will deface or damage the beams or walls. They are old and historic! All decorations must be free standing and all decorating accomplished from the floor level. There can be NO sparklers or smoke bombs anywhere on the property, inside or out. Please Note: Due to the age and beam construction, as well as local fire regulations, no open flames, sparklers, smoke, fog, haze, or vape are allowed in the building. They will set off the fire alarm and the Fire Department will respond. This includes vape and e-cigarettes.
Q: Does the VOL have a curfew?
A: Kind of. Our rentals are based on a 7 hour period and we will work with you on the timing when we discuss your event. However, we are located in a residential neighborhood, so DJs and Bands must end by 11pm and the building must be emptied by midnight.
Q: Do you provide catering or do we bring our own?
A: We do not have an onsite caterer available, so you are free to work with any catering company you wish. We are happy to make suggestions if you need one. Please note that our kitchen is a prep kitchen only. No cooking can occur in the kitchen. It's important to ensure that the caterer you choose has the ability to bring your menu fully cooked.
Q: Do you allow alcohol and can we bring our own?
A: Yes we do allow alcohol and you may bring your own. The clubhouse has a beautiful bar for your use. You can also provide your own bartender(s) and security if desired. The Vermilion Police can be contacted at 440-967-6116 for on-site security for a fee.
Q: What lighting is available?
A: We have dressed the clubhouse up with string lights, a disco ball, and exterior lighting as part of the permanent lighting. You are welcome to bring additional up-lighting or any other free standing lights. However, please remember that fog, haze, etc. is not permitted.
Q: Can we access the beach or Lake Erie?
A: No. Currently there is no beach or lake access. We are continuously working on lake front retention in order to maintain the beautiful views from the side yard.
Q: Can we use the Gazebo in the West yard?
A: The normal rental contract is for INSIDE only. The Gazebo/Side Yard is available as an add on to a 7 hr rental, by separate contract in 2hr concurrent time slots. We do the setup and takedown of benches for you based on the number of guests. For more information, see the Gazebo Addendum below.
Q: How far in advance can I book my event?
A: We begin accepting rentals in July for two seasons ahead. See our availability calendar for up to date availability.
Q: How old IS this VOL building?
A: The building was build in 1919 and is a rustic log cabin style with wood floors throughout. It was originally built with trees felled on the property and the history can be found here. The building is constantly cared for by the VOL Historic Trust board and volunteers to keep it an active part of the community. Contact us if you'd like to help.
Q: I'm in!! What are the rates for renting the property?
A: Rental rates vary based on the day of the week. All rates include a 7-hour rental of the building for your event, access to the building for set-up as early as 8:00am the morning of the rental, and building cleaning. The side yard and gazebo rental is NOT included but is available for an additional charge. If you book a 2-day rental, the cost for the second day is reduced by $250. Please see the rates below:
The Fine Print: An additional $500-$600 security deposit per day and a signed contract is required to reserve your date. The full balance for the rental is due 30 days prior to your rental date to avoid a $50 late fee. The security deposit will be returned within 12-21 days after your rental, providing no damage has occurred. We do understand that unforeseen issues occur, therefore, if you cancel at least 9 months in advance, we will return your security deposit to you, less a $100 fee. Cancellation within 9 months is subject to loss of security deposit. See the contract for cancellation details.
Q: How far in advance can I book my event?
A: We begin accepting rentals in July for two seasons ahead. For example, on July 1st, 2024 we will begin accepting reservations for 2026.
Q: I'm really in!! How do I know what dates are available?
A: We keep our availability calendar up to date with rentals and pending rentals. Take a look, find a date that's open, and contact us by email to book it! You can get a head start by filling out the rental agreement below.
That's it! Any additional questions, please call us at 440-967-4118, send us an email at volhcc@gmail.com, or fill out our contact form on our website. We look forward to helping you make your event memorable!