EVENT DOCUMENTATION

(scroll down to view list of Annual Event Records by Year)

Blank Forms (* must be submitted)

VENUE INFORMATION

TRAILS CLUB EVENT COORDINATORS

Molly P Clopp - Systems Coordinator: calendar descriptions, email invites and reminders

Kathy Devine - Host Coordinator: lining up Event Host(s) and event planning.

ROOM RESERVATIONS

RoomReservations@rossmoor.com


**Only the President & Event Coordinators can make room reservations for the Club.





important information

  • Storage Lockers are located in the small building adjacent to Hillside main building (behind the bus shelter). Contact an Event Coordinator if you need access. The Club stores 20 round black table cloths and other various supplies for social events. Decorations useful for single events should not be left in the storage locker. Compostable materials or donation of unused materials to charitable organizations are encouraged.
  • Ticketed events require a liquor licence if alcohol is to be present (BYOB). Club policies do not allow the Club to purchase alcohol.
  • GRF no longer provides sound systems OR additional tables and chairs for Club outdoor events. 
    • The Club purchased a portable speaker with (2) Bluetooth mics in 2024. Contact Anne Squire to reserve.
  • Event hosts are responsible for adhering to Rossmoor recycling policies. Email roomreservations@rossmoor.com in at least (10) days advance of any event if you are unsure if appropriate containers/liners are available onsite.
    • Blue bins are for clean hard plastic, metal, glass, paper and flattened cardboard only.
    • Green bins are for organics only - food waste and compostable food soiled paper. No individual plastic bags. 
    • Everything else goes in plastic bag lined trash cans.
  • Room layout diagrams are available at the Front Desk in the Admin Bldg, Gateway. They must be provided to the Rec Dept minimum (21) days prior to any event for which room setup is needed.

ANNUAL EVENT RECORDS

CHILI FEST - January 1

Club subsidy ($0, self sustaining)


2025 Hosts - Gloria Reid & Marcy Weisshar



2024 Hosts - Anne Squire & Harriet Schwartz


2023 Hosts - Amy Daniels & Sally Allen


SPRING POTLUCK - March

  Club subsidy ($ 250 )


2025 Hosts - Idelle Lipman

  • Room
  • Timeline
  • Budget
  • Link to Event








SPRING POTLUCK - March

  Club subsidy ($ 600 )


2024 Host - Idelle Lipman & Molly Clopp



2023 Hosts - Idelle Lipman & Leslie Platto


PICNIC - June

Club subsidy ($ 100 )


2024 Hosts - 





2024 Hosts - Janet Maleski






PICNIC - June

Club subsidy ($ 100 )


2024 Hosts - Janet Maleski




2023 Host - Janet Maleski


SUMMER PARTY - July

Club Subsidy ($ update)

2024 Host - 






SUMMER PARTY - July

Club Subsidy ($ 1,000)

2025 Hosts

  • Room Contract
  • Caterer Agreement
  • Timeline
  • Budget
  • Link to Event

2024 Host - Rich Kinsey, Kris Carey & Katerina Avila

2023 Host - Molly Clopp

PICNIC & ICE CREAM SOCIAL - Aug

Club Subsidy ($ 100 )

2024 Hosts - Al Webster,

Annette Stiefbold & Ed Bell (ice cream)


2023 Hosts - Al Webster,Annette Stiefbold, Ed Bell

ANNUAL MEETING & PUMPKIN CONTEST - October

Club Subsidy ($ 500)


2024 Hosts - Jan Jones & Jacky Dunn

2023 Hosts - Jan Jones & Shirley Wiegand


HOLIDAY PARTY - December

Club Subsidy ($1,000)


2025 Hosts -




2024 Hosts - Kathy Devine, Jacky Poulsen, 

Anne Squire, Stanley Maleski

2023 Hosts - Lynne Forrette & Shirley Wiegand

  • Contract #
  • Club subsidy 
  • Contract
  • Timeline & Task list
  • Budget
  • Link to Event


Thank you brunch - November

Club Subsidy ($750  )


2025 Hosts - 



2024 Hosts - Anne Squire




Last Hike Party

Club Subsidy ($250)

2024 EVENT CANCELLED SINCE IT FALLS TWO DAYS AFTER MAJOR HOLIDAYS


2023 Hosts - Dave & Gloria Kern





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