EventRegistrationForm – Shelter Valley Pines Golf Club

Event Registration

Thank you for choosing the Shelter Valley Pines as the host for your 2023 Event! All organizer’s are required to fill out the contract below. If you have any questions regarding this contract, please do not hesitate to contact us. Thanks again and we can’t wait to work with you and your friends this summer!

Event Contract 2023

1) Organizer's Name *

2) Organizer's Email *

3) Address (#, Street, City, Postal Code) *

4) Phone # *

5) Name of Event *

6) Date of Event *

7) Time of Event *

8) Approximate # of Golfers *

9) Will this event be 18 or 9 holes? *

10) Type of Event *

Corporate
Charity
Family
Other

12) Would you like food served at your event? *

13A) If you would like food served, when would you like your food served?

13B) Which entree item would you like served?

Vegetarian options also available

14) Add-On's: Would you like to add any of the following add-on's for your event? Select all that appy

15) Power Cart Rental: The Shelter Valley Pines Golf Club has 54 power carts on hand (enough for 108 participants). The price per cart is posted on the website or in your event package. If you have more than 108 participants, additional carts may be ordered at a cost of $80 per cart + tax. The minimum order for additional carts is 14 power carts. All participants renting power carts must be older than the age of 18, be required to sign a lease agreement and provide a credit card. No power carts will be allowed in the parking before the event. Patrons are advised to use the turnabout to drop off their clubs before parking their vehicles. If you have chosen a package that does not include power carts, we advise that participants call the club to reserve carts. *

Will you require additional carts (more than 54)? *

16) Corporate Cart Responsibility: If your company has reserved power carts for all participants and would like to take full responsibility for the actions of the drivers and any damages caused by those drivers, a credit card can be provided the day of the event. Individuals will still be required to sign for their individual carts.

Yes, we will take responsibility for our employees power carts and provide a credit card day of
No, golfers will be required to provide a credit card for their cart

17) Alcohol Policy: Servers must check the I.D. of anyone who appears under the age of 25 years. The legal drinking age is 19 years. Any individual with I.D. that appears to be altered or falsified will be denied service and asked to leave the premises. All falsified I.D. will be confiscated and handed to the police. Servers will monitor the consumption of individuals served and using "smart serve” techniques take steps to prevent an individual from becoming intoxicated. All servers are smart serve qualified. Under no circumstances may personal alcohol be brought onto the licensed areas of the club. By bringing alcohol onto a licensed premise the patron is not only breaking our policy but breaking the law. These areas include the parking lot, clubhouse, patio, deck and golf course. Any alcohol that is not purchased at the club and brought onto the licensed area will be confiscated and disposed of at the patrons expense. Patrons may be asked to leave immediately if caught in violation of this policy. If a patron is suspect in concealing personal alcohol in their golf bag or golf cart, all employees may ask that individual to reveal the contents of their bag or cart. If the patron refuses to reveal the items in his bag or cart, the patron will be asked to leave the premises immediately and no refunds will be given. Absolutely no personal coolers are permitted on the golf course ----------Compliance with Laws:--------- Organizer shall cause all members of his/her tournament to comply with the liquor laws of the Province of Ontario, and will not allow golfers to consume on the premises any alcohol which was not purchased from the Shelter Valley Pines G.C.. Offenders will be asked to leave the premises immediately. The staff is also authorized to check golf bags if they suspect illicit alcohol. property. *

Yes, I agree to comply with the laws set forth by the Province of Ontario and policies set by the Shelter Valley Pines Golf Club in accordance with the AGCO

18) Deposit, Fees & Payment Terms: In order to ensure that your group receives your preferred date and time, a $500 deposit is required. Deposit may be paid by Check or E-Transfer. E'transfers are to be sent to sheltervalleypines@gmail.com with your security answer provided below or Check mailed to the golf club. The club will not book your event until this deposit is received. The total cost per person for golf, cart and food will be emailed to you once this form is received. The remaining fees due are to be paid on the day of the event. Late payment will be subject to the terms 2% net 30. *

Yes, I agree to the terms of payment set by the Shelter Valley Pines Golf Club

18A) We will be sending our deposit by... *

E'transfer
Check (Mail To: Shelter Valley Pines Golf Club, 1806 Shelter Valley Rd Grafton ON K0K 2G0

If sending an E'transfer, please provide Security Answer below (must be longer than 6 characters)

19) Conduct: Organizer shall cause all golfers in the tournament to cooperate with the Shelter Valley Pines G. C. managers and staff with regard to the pace of play, conduct on the golf course, and any related activities. The Shelter Valley Pines G.C. reserves the right to remove from the course any golfer who does not comply with the directives of the Shelter Valley Pines G.C. Manager’s. Slow Play: Each group in your outing must play 18 holes in 4 hours and 30 minutes or less. *

Yes, I agree to comply with the terms of conduct set by the Shelter Valley Pines Golf Club

20) Damages and Liability Policy: Organizer shall pay to the Shelter Valley Pines G.C. at replacement value, any property (premises, golf course, carts, building or restaurant equipment) owned by the Shelter Valley Pines G.C. which is damaged by any of the golfers in the Organizers tournament. The Shelter Valley Pines G.C., its managers and owners assume no responsibility for injury, loss to persons or property of those using the golf facility *

Yes, I agree to the terms of damages and liability set by the Shelter Valley Pines Golf Club

21) Confirmation of Numbers Policy: Thirty days prior to your event you will be expected to give an estimated count for golf, food and beverage requirements. Two weeks prior to your event you will be asked for an exact count of participants. The two week count will be considered your final count and is not subject to reduction. If the guarantee is not communicated within the aforementioned time frame, the number of expected attendees as stated on this contract as the estimate will be considered the guarantee. We will charge for the minimum number of guests guaranteed or the actual number of guests in attendance, whichever is greater. A full list of participants and groupings are required 10 days before the event. *

Yes, I agree to the confirmation of numbers policy set by the Shelter Valley Pines Golf Club

22) Cancellation Policy: In the event your tournament is cancelled within two weeks of your tournament date, the organizer is responsible for the full amount due as agreed upon in the estimate received from this registration. If the event is cancelled before the two week date, the organizer will not be refunded their deposit of $500. *

Yes, I agree to the cancellation policy set by the Shelter Valley Pines Golf Club

23) Rain Check Policy: If the course is deemed playable by the staff at the Shelter Valley Pines Golf Club, the tournament will play. If the greens keeper deems the course unplayable, you will not be required to pay for green fees. If your group is booked for 18 holes and can only complete 9 holes, we will give your guests a 9-hole rain check that expires one year from the tournament date. Rain checks allow your guests to return at their own convenience. However, your group will receive there meals to go before they leave the rained out event. *

Yes, I agree to the rain policy set by the Shelter Valley Pines Golf Club

24) Number of Participants: The Shelter Valley Pines G.C. shall make provision for counting the number of individuals participating in the food and beverage portion of the tournament. Organizer may have one of his/her representatives accompany the Shelter Valley Pines G.C. who makes the physical count. Such determination by the Shelter Valley Pines G.C. of the number of participants shall be binding on the Organizer. *

Yes, I agree to the # of participants count set by the Shelter Valley Pines Golf Club

25) Assignment: This form serves as an agreement and is personal to the parties hereto. It is understood that the person who submits this form and agreement, whether individually or on behalf of an organization, is responsible for payment to the Shelter Valley Pines G.C. of all charges and amounts provided in this agreement. It is further agreed that full payment shall be made no later than the day of the event. *

Yes, I agree to this agreement and understand I am responsible for the payment and conduct of my event at the Shelter Valley Pines Golf Club

Date This Contract Is Completed *

Electronic Signature *

If you have any comments or special requests, please ask below, thank you!

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Love this place – staff are great and the course is gorgeous and exceptionally well maintained… ~ Facebook Reviewer