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
• Club room floor plan
• Fairway room A,B
• Dollar House
• Floor plan
• Dollar House Picnic Area
• Hillside - Sportsman's Park
• Audio Visual Equipment and Tech Standby

NON-CATERED EVENTS

• 2025 Potluck Task List

• Memo - Important Information for Club Events Involving Alcohol.pdf

• Event Evaluation*

• Food Assignment Rotation Schedule (2025 - 2027)
  
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• 2025 Catered Event Task List

• Memo - Important Information for Club Events Involving Alcohol.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 require hiring a caterer with a liquor license, or obtaining a one day ABC license. Proof of license must be provided to the event coordiantors prior to the event

• RWC 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 linked above. Paper copies are also 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. Be sure to include any technical requirements.

CHILI FEST - January 20

Club subsidy ($0, self sustaining)

2026 Hosts - 

• Room Contract
• Notes
• Event evaluation

2025 Hosts - Gloria Reid & Marcy Weisshar

2024 Hosts - Anne Squire, Harriet Schwartz

2023 Hosts - Amy Daniels, Sally Allen

SPRING POTLUCK - March 19

Club subsidy ($ TBD )

2026 Hosts - 

2025 Hosts - Idelle Lipman & Molly P Clopp

2024 Hosts - Idelle Lipman & Molly P Clopp

2023 Hosts - Idelle Lipman & Leslie Platto

PICNIC - June 2

Club subsidy ($ TBD )

2026 Hosts - 

• Room Contract
• Notes
• Event Evaluation

2025 Hosts - Kickan Wilson & Marsha Thrall

2024 Hosts - Janet Maleski

2023 Host - Janet Maleski

PICNIC & ICE CREAM SOCIAL- AUG 20

Club Subsidy (TBD)

2026 Hosts - 

2025 Hosts - Joan Boyle & Pat Kramm

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 27

Club Subsidy (TBD)

2026 Hosts

 2025 Hosts - Kathy Devine

 2024 Hosts - Jan Jones & Jacky Dunn

 2023 Hosts - Jan Jones & Shirley Wiegand

Notable Volunteers Brunch - Nov 12

Club Subsidy (TBD )

2026 Hosts - 

2025 Hosts - Mary Smith

2024 Hosts - Anne Squire

HOLIDAY PARTY - Dec 10

Club Subsidy (TBD)

2026 Hosts - 

2025 Hosts - Janet Jolley & Shirley Wiegand

2024 Hosts - Kathy Devine, Jacky Poulsen, 

Anne Squire, Stanley Maleski

2023 Hosts - Lynne Forrette & Shirley Wiegand

Last Hike Party - Dec 19

Club Subsidy (TBD)

2025 Hosts - Dave & Gloria Kern

• Room Contract
• Notes
• Event Evaluation

2025 Hosts - Dave & Gloria Kern

2024 - EVENT CANCELLED

2023 Hosts - Dave & Gloria Kern