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Your reservation time must include your set up and clean up time. All times are finalized no less than 60 days prior to your event. Any schedule changes within 60 days may result in a fee.
A member of the PRCA staff will meet you at the Barn at the start time listed on your contract. The staff member will unlock the facility, show you where everything is, turn on the AV system (if applicable) and review the check-out/cleaning requirements.
Staff will only open the facility for the person listed on the rental contract or the authorized person that has been provided in their place. If you will not be onsite for the check-in or check-out please notify the office no less than 1 week prior to your event. We will need the name and a cell phone number of the authorized person.
The contracted party is to provide a Certificate of Insurance for event liability insurance for no less than $1,000,000. The Certificate of Insurance must name Power Ranch Community Association as additionally insured exactly as noted below.
Power Ranch Community Association, 4546 E Haven Crest Dr., Gilbert, AZ 85297
Additionally, all vendors working with the contracted party that will be on property must provide a Certificate of Insurance naming Power Ranch Community Association as additionally insured. All documents are due to PRCA office no later than 30 days prior to the event date. Additional host liquor liability is required if your event will be hosting alcohol.
The PRCA office will provide a list of vendors that offer these services and more upon request. Please email or call the PRCA office to request this information.
No items may be delivered prior to the contracted start time and must be removed from the facility at the contracted end time. No items are to be kept overnight. Any items left will result in a storage fee deducted from the security deposit. Power Ranch will not accept any deliveries on behalf of the contracted party and no items may be dropped on property until the contracted start time. PRCA does not guarantee items from being lost, stolen or damaged.
Our tables may be used on the outdoor patio on the North side of the building, however no PRCA furniture may be placed on the event lawn. Placing PRCA tables and chairs in any landscape will result in a forfeit of your security deposit. We do allow tables and chairs on the lawn when provided by an outside vendor.
The Barn event lawn is over-seeded annually. Due to the process of scalping, overseeding and extreme watering the event lawn is unavailable to contracts September and October annually. Contracts during this time will only have access to the inside of the barn facility and the North patio only.
Any candles beside birthday cake candles must be enclosed in a casing or votive container.
If serving alcohol, host liquor liability insurance and a security guard are required. You may use either an insured bartending service or purchase a host liquor liability policy through your homeowners insurance or any private event insurance company. An insured Security Guard must be contracted for the time that alcohol is served. All insurance certificates and contracts must be provided to the PRCA office no less than 30 days in advance of the event. Alcohol cannot be sold.
Unfortunately we do not allow any inflatables on the event lawn, parking lot or landscape surrounding the Barn due to the temporary damage it leaves on the turf. Additionally, no equipment is allowed to be placed in the parking lot. Other PRCA amenities (pavilions, lake, walking paths and parking lot) and public space remain open to all residents during regular hours.
Yes, we do provide free Wi-Fi at the Barn. Staff will provide the password at check in.
There are three electrical outlets that are spaced down each side of the event lawn. There are no outlets on the north patio.
No, fire pits are not allowed, however we do allow the use of stand alone propane heaters.
The Barn event lawn is overseeded annually September thru October. PRCA will try to ensure the event lawn is in proper care throughout the year, however a green lawn is never guaranteed. There are critical windows of time throughout the months where the Barn event lawn may not be available for use due to the overseeding process. Please reach out to the PRCA office with any overseeding questions.
No lights or decorations may be affixed to any PRCA landscape. All décor must be attached to its own self-sustaining unit.
At the time, due to the layout, proximity and restroom access the Barn and event lawn are rented as one unit only.
The lake is approximately 200 yards from the Barn building/lawn. There are no safety rails or such along the outside of the lake, so please watch your children around water. Also, please note that the lake is open for use by residents and their guests every day from 6:00AM – 10:00PM.
Outside pool and recreational areas will remain open to other PRCA residents and their guests during any scheduled event. PRCA may not be held responsible for any noise that may be heard from public use areas surrounding the Barn.
Unfortunately, due to our fire alarms, security system as well as the cleaning crew we do not allow any overnight setup.
At this time our office is not conducting any tours of the facility. You can view Barn photos on our community website. You are welcome to walk the exterior of the facility during normal park hours (Mon – Fri. 6AM – 10PM) and view the property. We ask if there is an event in progress please do not disturb the group and come back at a later time.
The PRCA office does not currently offer any discounts for use of the Barn facility for non-profits, military or school functions, however we do value our important community partners. Please reach out to the office for further information.
The Barn offers an Audio Visual package at an additional charge. This package includes the use of two wireless microphones as well as various device ports and Bluetooth capabilities to connect your device. Additionally, there are two large flat screen TV's and a drop down projection screen. Speakers are located throughout the building, the north outdoor patio as well as the event lawn.
The Barn offers a newly renovated commercial grade, 450 sq. ft. kitchen that houses one oven, a four shelf warming oven, hand rinsing sink, large double door industrial size refrigerator and freezer. Additionally, you may purchase use of the commercial size ice machine for an additional charge. The ice machine holds up to 390 pounds of ice and replenishes at approximately 33 pounds per hour.
If it is an emergency please call 9-1-1. If there is an issue with the audio visual, room temperature or need of supplies in the restrooms please call our ground services team at 480-216-9141.
The overall capacity (per fire code) of the Barn is 202 people when hosting a standing, open house event. The maximum capacity (per fire code) of 150 people is enforced when utilizing tables and chairs inside the Barn.