EVENT DOCUMENTATION

Scroll down to view list of Annual Events

Blank Forms (* must be submitted)

VENUE INFORMATION

• Event venues are reserved annually by the President & VP for the upcoming year.
• Click on links below to view and print floor plans for submitting setup request to GRF.
• Event Center
• Fireside
• Hillside
• Meeting Rooms, Creekside
• Dollar House
• Dollar House Picnic Area
• Hillside - Sportsman's Park

NON-CATERED EVENTS

• 2025 Potluck Task List
• Event Evaluation*
• Food Assignment Rotation Schedule (2025 - 2027)
  
• 
  

• 2025 Catered Event Task List.pdf
• Kitchen Staff
• GRF approved caterers
• Catering Contract *
• Party Income & Expenses*
• Event Evaluation *

TRAILS CLUB EVENT COORDINATORS

Molly P Clopp - Event Website Coordinator: calendar descriptions, email invites and reminders.

mollypclopp@gmail.com

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

katalinasma@hotmail.com

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 round black table cloths and other various supplies for social events. Decorations useful for single events should not be left in the storage locker. Use of compostable materials or donation of unused materials to charitable organizations are encouraged.

• Ticketed or Paid events where alcohol will be present (including BYOB) require hiring a caterer with a liquor license.

• 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 (annedsquire@gmail.com) 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.

CHILI FEST - January 1

Club subsidy ($0, self sustaining)

2025 Hosts - Gloria Reid & Marcy Weisshar

• Room Contract
• Link to room setup diagram
• Host(s) Event Timeline
• Suggested Budget
• Link to Event
• Suggested Volunteer Task List
• Notes
• Event evaluation

2024 Hosts - Anne Squire, Harriet Schwartz

2023 Hosts - Amy Daniels, Sally Allen

SPRING POTLUCK - March 20

  Club subsidy ($ 250 )

2025 Hosts - Idelle Lipman

2024 Host - Idelle Lipman, Molly Clopp

2023 Hosts - Idelle Lipman, Leslie Platto

PICNIC - June 3

Club subsidy ($ 100 )

2025 Hosts - 

• Room Contract
• Timeline
• Budget
• Link to Event

2024 Hosts - Janet Maleski

2023 Host - Janet Maleski

SUMMER PARTY - July 17

Club Subsidy ($0)

2025 Hosts - 

2024 Hosts - Rich Kinsey, Kris Carey, Katerina Avila

2023 Hosts - Molly Clopp

PICNIC & ICE CREAM SOCIAL - Aug

Club Subsidy ($ 100 )

2025 Hosts - 

2024 Hosts - Al Webster

Annette Stiefbold & Ed Bell (ice cream)

2023 Hosts - Al Webster

Annette Stiefbold & Ed Bell (ice cream)

ANNUAL MEETING & PUMPKIN CONTEST - Oct

Club Subsidy ($ 500)

2025 Hosts - 

2024 Hosts - Jan Jones & Jacky Dunn

2023 Hosts - Jan Jones & Shirley Wiegand

HOLIDAY PARTY - Dec 11

Club Subsidy ($1,000)

2025 Hosts -

2024 Hosts - Kathy Devine, Jacky Poulsen, 

Anne Squire, Stanley Maleski

2023 Hosts - Lynne Forrette & Shirley Wiegand

Notable Volunteers Brunch - Nov 13

Club Subsidy ($750  )

2025 Hosts - 

2024 Hosts - Anne Squire

Last Hike Party - Dec 17

Club Subsidy ($250)

2025 Hosts - 

2024 - EVENT CANCELLED

2023 Hosts - Dave & Gloria Kern