Our Usage Policy.

All renters are expected to abide by the rules and regulations set forth in this Usage Policy and to assume responsibility for the appearance and condition of The Lodge.

1. Reservations- Reservations must be made through The Lodge at VOA by calling (513) 594-1871, Monday-Friday 9am-3pm. A reservation is considered binding when Licensee(s) has paid a 50% deposit for the Fireside Lounge or a 33% deposit for the Lakeside Ballroom. The Lodge will then issue a license agreement. The balance of the facility rental fee is due no later than 30 days in advance of the event. If complete rental fee is not made by the agreed date, the reservation will be released, and the rental deposit will be forfeited.

2. Payment Policy- The Lodge accepts cash, checks, and most major credit cards. There will be a 3.5% processing fee for all credit cards. Manually entered credit cards forego the requirement of a signature upon receipt. Personal checks can be accepted up to two weeks (14) days prior to the final payment due date. The Lodge charges a $75 service fee for any returned checks. Your final payment will be adjusted according to final head count, any changes made to package, and addition of service fee.

3. Service Fee- There is a 15% service fee applied to the total price of your package.

4. Event Hours- Use of the facility is only for the date and time stated on the License Agreement. Events must be kept to contracted times unless pre-authorized by The Lodge management. A fee of $1100 per hour for events running longer than the SCHEDULED time will be incurred without notice.

5. Photography- The Lodge requires a permit for any professional photography or video taken within the parks (including wedding, family, engagement, senior pictures, and corporate groups). If you are reserving a rental space for your event the permit is included with this License Agreement for the purpose of personal use and shall not include photography/video/audio recording for the purpose of commercial reproduction, distribution, or resale. The Lodge at VOA reserves the right to have access to final images to use for proprietary purposes. Professional Photography is permitted at the facility and surrounding grounds during the time frame stated in the License Agreement. All photographers must adhere to park rules and regulations and avoid any damage to the parks and disruption of other visitors or park activities.

6. Holidays- There is a 20% increase on all Federal Holidays and/or MetroParks observed Holidays.

7. Smoking- All facilities are SMOKE FREE.

8. Food Service- Licensee(s) may bring in their own food for the event. They are responsible for set up, clean up, and providing all serving utensils. If the area is not left in original condition, there will be a $750 cleaning fee. If they would like our staff to serve and clean up, there will be a fee of $18 per person. Outside drinks are not permitted unless pre-authorized by The Lodge management.

9. Alcoholic Beverages- Possession and consumption of alcoholic beverages is prohibited outside The Lodge gates per MetroParks Rules and Regulations. Only alcohol purchased at The Lodge is permitted within the designated areas.

10. Kitchen- We have a full-service kitchen to be used by The Lodge staff only. If you are bringing your own food, all preparations must be completed before arrival. Please ensure the facility is in the same condition when you leave as it was when you arrived. Please do not leave any items in the area that you brought with you. If additional clean up is needed, there will be a $750 charge.

11. Minimum Age- The individual signing the license agreement must be 21 years of age or older and is responsible for organizations/groups conduct, and respect for the facility.

12. Decorations- Licensee(s) may not attach any fixtures, change, alter, or make additions to the walls, doors, windows, floors, or ceilings of the rented facility. Decorations are limited to tables only in order to protect walls and other surfaces. No confetti, rice, glitter, punch-outs, sparklers, etc. are permitted. Candles may be used if they are enclosed within a holder made of non-flammable materials. No explosives or pyrotechnics are allowed in the facility.

13. Personal Property- The Lodge personnel and volunteers are not responsible for any materials, equipment, and/or personal property brought for the Licensee’s function. All such items must be removed immediately following the renter’s event.

14. Facility Access- The Lodge staff will have access to any rented space during the rental period provided the activities of The Lodge personnel do not unreasonably interfere with the authorized activities of the renters. A Lodge employee or representative will unlock/lock the facility at the time requested by the person responsible for the use of the facility. The person responsible for the use of the facility must be present at all times; the facility will not be unlocked until that person arrives.

15. Safety, Security, and Law Enforcement- The MetroParks Division of Public Safety has primary law enforcement jurisdiction within the park and in park facilities. Park Law Enforcement Officers patrol park sites regularly. Those licensees with special safety or security concerns must coordinate with the MetroParks in advance. Additional Park Officers may be available to increase private event safety and security for a standard rate per hour.

16. Firearms- No firearms are permitted on the premises or in any building in the park unless carried by a law enforcement officer.

17. Branding-The Licensee(s) will not use The Lodge or MetroParks of Butler County name and/or logo on any materials in a manner that infers the Lodge or Park District is a sponsor/co-sponsor or in any way affiliated with the renter’s group without written permission. The Lodge/ MetroParks of Butler County facility names and/or logos may be used only for reference of event location unless a sponsorship or co-sponsorship agreement has been authorized in writing by the MetroParks Executive Director and The Lodge Director of Services.

18. Parking- Parking is free, however, there may be other events scheduled at the same time as your event, consequently parking may be limited at times. The VOA Lodge is handicap accessible.

19. Miscellaneous- Rentals include tables, chairs, and free parking. Wi-Fi is available. When the facility is rented, customers are permitted to bring outdoor activities (corn-hole, volleyball, etc.) as space allows and previous arrangements are made with The Lodge staff.

20. Cancellations- If Licensee desires to cancel this Agreement, and if notification is given in writing to The Lodge at least 90 days prior to the date reserved, The Lodge will refund any previous payments made by the License for this rental less the initial, non-refundable payment. If the Licensee cancels the reservation less than 90 days prior to the event, the user will be offered a credit minus the initial, non-refundable payment, to use for a future date within one year of the cancelled date. Cancellation received less than 30 days prior to the scheduled event will not be eligible for a refund of the deposit or any other payments made. Rescheduling a rental is based on availability.

21. Terminations- The Lodge at VOA reserves the right to grant or refuse rental to anyone or to terminate rentals at its discretion. The Lodge may terminate Facility License Agreements if Licensee fails to perform any of its obligations hereinafter set forth or, if in The Lodge’s opinion appears to be financially insecure, in violation of the law, or about to default under the terms of the Agreement or Usage Policy. Upon termination of the Agreement, for whatever reason, Licensee agrees to immediately remove, at Licensee's expense, all its property from the premises and to forfeit all advance payments made to The Lodge. The Lodge will not be liable to the Licensee's suppliers or vendors for any of the charges generated by, or any deposits made to, providers of services for the event.

22. Damage Deposit- The individual signing the license agreement agrees to be fully responsible for all damages, expenses, and losses, including theft and property loss caused by any person who attends, participates in, or provides goods and services connected with the use of the facility and all tangible property. Any such costs will be assessed and charged to the Licensee(s). A valid credit card must be provided 14 days in advance of event to cover any additional fees incurred due to clean-up or repair of facility beyond normal janitorial service at the rate of $750 per event. Licensee(s) must leave facility clean and free of trash and hazardous materials. Any area not left in proper order and repair will be cleaned and repaired by the park district as necessary and the Licensee agrees to be billed and shall be liable for any and all costs. It is the responsibility of the Licensee(s) to inform their guests of these rules and regulations.