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Open Hour Pool Party Request Form Winchester Trails
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  • DIRECTIONS
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  • •Review and agree to all party guidelines. •Fill out all requested information. •When finished, click on the "Submit Pool Party Request Form" button. •If you are having difficulty, please contact our Pool Party Coordinator. Parties will not be scheduled without a party request form submission.
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  • 2015 GHPMI GUIDELINES ◦Open Hour Pool Party Request Forms must be completed and submitted to the GHPMI office. Any Security Deposits or Pool Usage Fees should be mailed after submitting your request form. GHPMI will email instructions for full payment after the above is complete and at least one week prior to the party. *You must also contact the Community Association and reserve the Clubhouse. The party may not be scheduled unless the clubhouse has been reserved. ◦Pool Parties must be scheduled a minimum of 2 weeks in advance for a minimum of two hours unless stated on the pool page. If you are trying to schedule a Pool Party within the 2 week requirement, please review our policy under Payment Guidelines below. ◦Pool parties may not take place on holiday weekends (May 23,24,25, July 3,4,5, September 5,6,7). If you have concerns that occur during the party (lighting, staff, etc.) that the Pool Manager cannot solve, please call 713-771-7665 (between 8:30-12:00 and 1:00pm-5:00pm) or 713-771-7665 ext 6 and a supervisor will get back with you. ◦POOL PARTY SPONSOR MUST BE A RESIDENT IN GOOD STANDING WITH THE ASSOCIATION PRIOR TO SCHEDULING A POOL PARTY. GHPMI is required to check party sponsor’s assessments. Please note: This can take 3-5 business days. ◦All parties are required to follow the pool rules posted at the facility. ◦Party sponsor is responsible for clean-up and party trash removal. ◦If you have concerns that occur during the party that the Pool Manager cannot solve (lighting, staff, etc.) please call 713-771-7665 (between 9:00am-5:00pm) or 713-771-7665 ext 6 and a supervisor will get back with you. ◦A pool party is not finalized until you receive an e-mail confirmation from the GHPMI office.
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  • STAFFING GUIDELINES ◦Lifeguards for all parties must be current GHPMI employees. ◦Staffing may be required for open hour pool parties. However, please remember that there is a group (residents, non-residents, swimmers and non-swimmers) limit. At the start of the event if the number of attendees extends beyond the group limit, GHPMI has the right to cancel party or deny admittance. Please review our policy under Payment Guidelines below. ◦Parties involving children will require the party sponsor to have one adult chaperone for every 10 children under the age of 18. ◦Any party sponsor not meeting the correct ratio of chaperones to children, will be required to pay $30.00/hour for each additional lifeguard. GHPMI has the right to deny admittance of the additional people if another lifeguard is not available. Payment must be submitted to the GHPMI office the next business day.
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  • PAYMENT GUIDELINES ◦A non-refundable administration fee of $30.00 will be charged for each scheduled party. ◦If a lifeguard is required, the rate is $20.00 per hour per additional lifeguard. Refer to the previous page of pool parties to see what your Association requires. ◦Based on availability, if party is scheduled less than 2 weeks in advance, GHPMI holds the right to either deny Pool Party request or charge a late non-refundable registration fee of $30.00. ◦If additional clean-up time is required by the lifeguards after the party time has ended, the party sponsor is responsible for paying for the additional clean-up time (example: 2 lifeguards for 30 minutes of clean-up time will cost $19.00). Please contact the office by the next business day to submit payment. ◦All returned checks will be charged a $30.00 service fee.
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  • CANCELATIONS ◦Administration Fees and Late Registration Fees are non-refundable. ◦There will be a 100% refund on all lifeguard costs for parties cancelled with more than 72 hours notice. ◦There will be a 50% refund on all lifeguard costs for parties cancelled the day of the party up to 72 hours notice. -All refunds must be in writing and submitted within 60 days of the event. -Inclement Weather Policy: When inclement weather occurs during the day of the scheduled party, parties must be cancelled three hours prior to the start time. The Pool Party Coordinator will assist the party sponsor in rescheduling the party at no charge. Lifeguard fees minus the administrative and Late registration fees will be refunded if the party cannot be rescheduled. ◦Parties cancelled with less than three hours notice, will not receive a refund. ◦If inclement weather occurs during your pool party, please follow the GHPMI Weather Policy. *TO CANCEL a party during office hours (8:30am-12 and 1:00-5:00pm) dial 713-771-7665 or outside of business hours please call 713-771-7665 ext 6 and the person on call will contact you shortly. Tell them your name, pool and start time of your party and that you would like to cancel.
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  • WEATHER POLICY ◦Hard Rain: When the lifeguards cannot see the bottom of the pool, the pool will be cleared until the bottom of the pool is visible. ◦Thunder: When the lifeguards hear thunder, the patrons/guests will be removed from the pool for 20 minutes. Every time thunder occurs, the time will start over again for 20 minutes. When 20 minutes has passed and there is no sound of thunder, the pool may be used again. ◦Lightning: When the lifeguards see lightning, the patrons/guests will be removed from the pool for 30 minutes. Every time lightning is seen, the time will start over again for 30 minutes. When 30 minutes has passed and no lightning has struck, the pool may be used again. Please note: If heavy lightning occurs, patrons/guests may be asked to leave the facility until it is safe to enter again. ◦If a party in progress should be stopped due to bad weather, you will be charged a minimum of 1 hour for each lifeguard or be charged for the time the lifeguards were at the pool. Which ever is more. ◦If you leave the facility early due to weather conditions be sure to notify the manager and write down the time on the Pool Party Use form. ◦If you decide to stay at the facility and wait out the weather, you will not receive a refund. ◦Please remember: The lifeguards on duty have full authority. It is their job to ensure the safety of all individuals at the swimming facility.
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  • PERSONAL INFORMATION
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  • Full Name*As it appears on your Social Security Card
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  • Home address*(homeowner's address)
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  • City*
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  • State*
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  • Zip Code*
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  • Home Ownership*needed for HOA verification
    Own our home
    Leasing Home
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  • Home Phone*(xxx-xxx-xxxx)
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  • Cell Phone*(xxx-xxx-xxxx)
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  • Email*(Please check email for accuracy)
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  • PARTY INFORMATION
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  • Name of Pool/Neighborhood*If neighborhood has more than one facility, please be specific
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  • Day of Party:*(ex: Saturday):
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  • Date of Party*
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  • Type of Party:*(Birthday, Reunion):
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  • Party Start Time*(ex: 8:00 PM)
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  • Party End Time*(ex: 11:00 PM)
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  • Age Group of Guests*(ex: 13-17 years)
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  • Total Number attending*Includes family members, guests, swimmers and those not swimming
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  • COMMENTS / SPECIAL REQUESTS
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  • Please list any comments or requests:*
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  • AGREEMENT
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  • Pool Party Guideline Agreement*As the party sponsor, I promise to adhere to all policies and party guidelines. There will be NO exceptions to the above policies. In addition, I agree I will be at the facility the entire time of the party helping ensure the guests are following all pool rules and the above policies and guidelines. (Note: Agreement is required by party sponsor)
    I Agree
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  • Security Validationtype in characters (case sensitive)
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