Monthly HOA Board Meeting (open to all homeowners): Monday, 1/13 at 7 PM
Great Room Reservations
Great Room Amenities
The Great Room includes the following amenities:
- Six (6) 6-foot white plastic tables
- Four (4) 90-inch round white plastic tables
- Fifty (50) sturdy white plastic folding chairs
- Kitchen with refrigerator, microwave, double sink, and large peninsula counter space
- Flat-screen TV (can be used with Roku and some other smart TV and streaming platforms, hooked to a computer via HDMI for slideshows, etc.)
- Gas fireplace with mantle
- Cleaning supplies and trash bags
- One (1) small buffet table
- Smooth, polished concrete flooring
- Access to men's and women's bathrooms (cannot be reserved exclusively during Great Room use)
WOII Great Room Reservations Guidelines
Updated 9/3/24
For purposes of this document, the following definitions will be used:
- Resident/Tenant: the lot owner or deed owner of the property within Whispering Oaks II subdivision or someone who leases a property within Whispering Oaks II subdivision.
- Clubhouse (AKA Recreation Center): the property owned and operated by Whispering Oaks II, including the Great Room, workout center, pool area, and all adjoining areas of the property.
- Great Room: the large event space within the Recreation Center available for resident use
- Security deposit: the $100 fee required to reserve the Great Room which is payable in advance and returned if no damage or fees are assessed.
Note: rules are effective May 1, 2017. Violation of these rules will also forfeit the entire deposit for Great Room rental.
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Resident/Tenant will be limited to two (2) weekend rental dates each year from July 1 to June 30.
Rentals for Monday through Thursday will not be limited. Resident/Tenant who reserves the Great Room must be present for the rental of the premises. The reservation only includes access to the Great Room. The side yard, use of outside water and/or outdoor electricity is prohibited.
Weekend rental (Friday through Sunday) of the Great Room does NOT include rental of the pool or pool deck. Usage of the pool by Resident/Tenant and event participants is prohibited during Friday through Sunday reservation dates/times. If Resident/Tenant requests rental of the Great Room Monday through Thursday, Resident/Tenant is permitted to also use the pool for their event, but this does not mean Resident/Tenant will have exclusive use of the pool.
Resident/Tenant is required to follow the Great Room cleaning checklist and if all items are not
completed, the entire deposit will be forfeited. If any damages or fees are assessed over and above the $100 deposit, the additional amount will be due and payable immediately or a lien will be placed on Resident/Tenant’s property.
We currently have the following available to use for your event:
- 6 – 6-ft tables
- 4 – 90-in round tables
- 50 white folding chairs
- Refrigerator/freezer, microwave and double sink
- Fireplace
- Flat-screen TV: can be used with Roku/streaming services or hooked to a computer for slideshows/electronic media
- Cleaning supplies, trash bags, paper towel (we recommend you bring dishrags and towels if you prefer over paper towel)
The Great Room event space can hold 35 comfortably if using the tables (i.e. 4 of either of the type tables), but you can fit more if you plan to use fewer or no tables. The maximum occupancy for the Great Room per the Jeffersonville Fire Department is 100 with chairs only and 56 with tables and chairs. Feel free to use the small front room across the hall for overflow or to store tables and chairs not being used during the event.
**ALL TABLES AND CHAIRS MUST BE RETURNED TO THE CHAIR CART OR CLOSETS AFTER YOU
HAVE CLEANED FROM YOUR EVENT. DO NOT PUSH THEM UP AGAINST THE WALLS**
How to Reserve the Great Room
1. Visit wo2clubhouse.com/great-room, scroll down to the section "How to Reserve the Great Room".
2. Check the Great Room calendar for availability of your desired date. If it appears to be available (i.e. is not marked "RESERVED" or with another event title), click the Reserve Your Date button to send an email including the date, your full name, home address, and phone number.
3. If the date is confirmed to be available and your weekend reservation limit has not been reached (if applicable), the Facilities Director will notify you and tentatively add your event to the reservation calendar. In order to finalize the date, a refundable security deposit of $100 is needed.
- Please make a check payable to Whispering Oaks II Clubhouse and place in an envelope labeled “Facilities Director” with your contact details and reservation date on the outside of the envelope within three (3) days. Please place it in the Clubhouse mailbox.
4. Within the week prior to the reservation date the Facilities Director will coordinate for either electronic access code or hard key pick up. Resident may request for either access method preferred. Please ensure to return the metal key to the master lock vault or Clubhouse mailbox after event ends.
5. The event room is typically reserved for a full day only so the Resident/Tenant will have access to the space all day of the reservation for setup/preparation and then clean-up afterwards; setup will not be available the day or evening before the reservation.
6. After the event, please follow the cleaning checklist provided in the event space to ensure everything is left clean and undamaged so that the $100 security deposit is not forfeited. All tables and chairs should be locked in the event space when finished. Please don’t push anything up against the walls.
7. Upon conclusion of the reservation day, please lock the room and replace the key.
8. The Facilities Director will walk through the event room to ensure cleanliness and that no damages occurred. The Resident/Tenant will be contacted by the Facilities Director if something needs to be cleaned or if any damages are assessed. Otherwise, thank you for following the cleaning checklist and taking care of the facilities.
9. If the Resident/Tenant wishes to receive their security deposit check back, it is their responsibility to contact the Facilities Director within two (2) days of their reservation date to coordinate getting the check. After this period, it will be assumed that the Resident/Tenant is okay with the Facilities Director properly shredding and disposing of the check.
How to Reserve the Great Room
Step 1: Check the calendar for your date
Step 1: Check the calendar for your date
Step 1: Check the calendar for your date
Check the Great Room Reservation Calendar below to see if your desired event date is available or already booked (note: bookings are for the entire day), then proceed to Step 2.
Step 2: Request to reserve your date
Step 1: Check the calendar for your date
Step 1: Check the calendar for your date
Click the button below to send a message to our Facilities Director with the date that you want to rent the Great Room. You'll receive an email confirming whether your date has been reserved within 3 business days. (Note: households with outstanding dues may be ineligible to reserve the Great Room.)
Step 3: Submit your damage deposit
Step 1: Check the calendar for your date
Step 3: Submit your damage deposit
Place your $100 check payable to Whispering Oaks II in the bottom of the Clubhouse mailbox at 6434 21st Century Drive using the front slot. (Note: your uncashed check will be held until your event ends and the Great Room is checked for cleanliness by a member of the Facilities Team. Then it will be either shredded or returned to you.)
Great Room Reservation Calendar
To access the Neighborhood Events Calendar, click the button below.
Frequently Asked Questions
Please contact us at wo2pool@gmail.com if you cannot find the answer to your question.
No, these activities are not allowed during private events.
Yes, as long as another reservation is not requested. Please notify the Facilities Director in your reservation request that you would like to set up the day prior, if available.
Effective Thursday, July 11, residents who have reserved the Great Room will be able to access the room by using your key card on your reservation date. (A swipe has been added to key card programming that eliminates the need for a hard key or master lock.) This update represents a massive process improvement to make our facilities management more efficient.
It is the reserving resident's responsibility to ensure in advance of your reservation date that your key card can access the Clubhouse front door since unused key cards often lose their programming after an undetermined period of inactivity.
To ensure that there are no issues on your date, please go to the Clubhouse before in advance to test that your key cards still allow entry into the front door. If your key cards are no longer working or if you have lost them, email wo2pool@gmail.com for repair/replacement.
IMPORTANT: The Facilities team cannot guarantee a same-day fix if your key card is not working or that someone will be available to meet you at the Clubhouse to let you in on your reservation date as no one is on call to handle such last-minute issues. An issue with accessing the Clubhouse front door could prevent you from using the Great Room, possibly forcing you to have to cancel your event on the day of. To avoid this, plan ahead and test your key cards early.
Great Room Usage and Cleaning Checklist
v3 (6/26/24)
Please read this checklist carefully before using the facility. After your private event and before leaving the Clubhouse, it is your responsibility to see that the following tasks have been completed. A $100 deposit is required to use the Clubhouse and will be refunded if all the following conditions are met. Should any damage exceed $100, the resident will be invoiced for the remaining balance. If you have any concerns on the day of your event, please refer to your reservation confirmation email for the facility team’s contact information.
- Use only tape to stick décor to the walls or trim; no nails or thumbtacks may be used. All tape and décor must be completely removed.
- Do not remove the tall wood table from the Fitness Center or the small wood table from the Great Room.
- Do not change the thermostat more than +/-2 degrees.
- Clean the kitchen sink and countertops. Cleaning supplies are under the kitchen sink, and extra paper towels are in the cabinet above the microwave.
- Clean the inside of the microwave and refrigerator.
- Remove all food or drinks from the refrigerator or freezer. Leave nothing behind, not even ice or unopened consumables.
- Wipe off tables and chairs, and return them to the storage room in their original places, i.e. chairs on carts and tables against the wall.
- Empty all trash cans into the large cans right outside the Great Room back door and replace new trash can liners stored under the sink.
- Sweep and mop the entire concrete floor and empty the dirty mop water. Use only Murphy’s Oil Soap on the floor (no other cleaners).
- Straighten furniture and return it to its original places if moved.
- Turn off all lights and fans, and lock all doors, including the Great Room entry door and all back doors into the pool area.
- Return the thermostat to 65° if changed.
- All events must be over and all guests out of the building by 11:00 pm when the Clubhouse closes.
Thank you for your assistance in maintaining our Clubhouse!
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