Rental Information
Quail Point is part of the Horseshoe Bay Property Owners' Association (HSB POA). The venue is open to HSB POA members and their immediate family.
Non-members and non-profit organizations may rent the facilities with an HSB POA member sponsorship.
Some of the most frequently asked questions are covered below. For full details on the rental of Quail Point, please see the Quail Point Rental Agreement.
Fees
Rental fee may vary based on the day of the week of the event, the number of rooms needed, and whether a member is renting or a non-member and/or a non-profit. In addition to the rental fee, there is a setup/breakdown fee and a refundable damage deposit. Please see Attachment A in the Quail Point Rental Agreement. The rental fee must be paid in advance to confirm the reservation. If the event is canceled sixty (60) or more days prior to the event, 50% of the rental fee to include the setup/breakdown fee will be refunded; thirty (30) or more days prior to the event, 25% of the rental fee to include the setup/breakdown will be refunded; within 30 days, the entire amount will be forfeited.
Insurance
For all events Renter(s)/Property Owner must provide POA with a certificate of General Liability Insurance at least 7 days prior to the event naming the Horseshoe Bay POA as an additional insured. Your insurance agent may be able to provide this coverage or one source for event insurance online is https://www.theeventhelper.com#iDO86Y . A Commercial General Liability Policy, often called Spectator or Public Liability Insurance, must provide these limits:
· $2,000,000 - Aggregate (total limit for the duration of the event)
· $2,000,000 - Products/completed operations
· $1,000,000 - Personal & advertising injury
· $1,000,000 - Each occurrence
· $ 250,000 - Fire damage & property damage to leased premises
Host liquor liability (those not in the business of serving and selling)
Block out dates
Due to POA-sponsored events and so that all property owners may enjoy the grounds, Quail Point Lodge may not be rented on the following: New Year’s Eve and New Year’s Day, POA Annual Meeting weekend, Earth Day, Good Friday through Easter, Memorial Day, July 3rd, July 4th, or July 4th weekend, Labor Day, Veteran's Day, Thanksgiving through Thanksgiving weekend, Christmas Eve and Christmas Day, or the Christmas weekend.
Individual rooms are only rented on weekends if Quail Point Lodge is fully rented on a weekend day eight (8) weeks before the requested date. At that time, individual rooms may be available for rent.
Date Changes
One date change may be made after the agreement is executed, based on room availability, at the rates specified. Additional date changes will result in a new Agreement, based on room availability, at the then-current room rental, deposit, and cleaning rates. Date changes must be provided to the POA in writing at least 60 days before the event to avoid a cancellation fee.
Parking
The parking lots at Quail Point Lodge accommodate up to 125 vehicles. If your event requires parking to accommodate more than 125 vehicles, then overflow parking arrangements need to be made by the renter. Please discuss this when reserving the venue.
Kitchen Facilities
Kitchen facilities at Quail Point Lodge are limited and non-commercial. There are two refrigerators, two stoves with ovens, two warming units, two microwave ovens, and one commercial ice machine. Food preparation and clean-up must be done off-premises. Except for warming trays, no equipment or utensils are provided. Removal of warming oven trays from the facility is not permitted. The POA does not furnish linens, dishes, utensils, cooking equipment, decorations, cleaning supplies, or services.
Tables and Chairs
The approximate available tables and chairs at Quail Point Lodge are listed below.
36 round 5’ tables (seat 8) 252 folding chairs
30 rectangular 30”x5’ tables (seat 6) 108 padded folding chairs
7 rectangular 30”x6’ tables (seat 6) 18 card tables (seat 4)
Equipment that may be available subject to reservation and/or rental cost and deposit:
CD /iPod Player, PA System, and Microphones, Wi-Fi is available, Easels (3 available), Full-Length Mirrors (6), Portable Television for Video, DVD Player, Podium, Projector Screen, Projector