From club meetings to casual gatherings, discover spaces designed for connection and community.
BECOMING A RECOGNIZED CLUB OR ORGANIZATION
TYPE OF GROUPS
UNDERSTANDING CLUB & ORGANIZATION MEMBERSHIP
MEETING ROOM RESERVATIONS
MEETING ROOMS & POLICIES
CLUB & ORGANIZATION
From casual game nights and creative workshops to meaningful meetings and neighborhood gatherings, Big Canoe offers welcoming spaces for Property Owners designed for connection and community. Whether your group is large or small, prefer indoors or out, you’ll find the right setting to bring people together.
Inside this guide, you’ll discover:
• Available club and meeting spaces
• Room capacities and features
• Rental details where applicable and guidelines
• Ideas to help make the most of your gathering
We believe community is built in the everyday moments — sharing ideas, enjoying activities, and spending time with friends. We’re proud to provide the spaces that make those connections possible.
Property Owners enjoy a variety of comfortable spaces designed for club activities, meetings, and small gatherings. To ensure availability and a smooth experience for all, please review our usage guidelines and policies before submitting your room booking request.
Outside food and beverages are allowed. The Property Owner making the request is responsible for the clean-up and the removal of all trash accumulated during the event rental. A cleanup charge may apply if the area needs to be cleaned or reset by the POA.
The Canoe Lodge offers rustic elegance and unmatched versatility for weddings, celebrations, and special events. Indoors, hardwood floors and vaulted ceilings create a warm, inviting atmosphere. Outside, a spacious patio and tented area are perfect for dining and dancing, while the sandy beach along Lake Sconti provides a scenic backdrop for ceremonies, lawn games, or team-building activities.
• Capacity up to 44 guests inside
• Multiple seating arrangements available
• Kitchen features a full-size refrigerator, full-range electric stove, dishwasher, and sink. All food & beverages must be removed from the refrigerator once the event is finished.
Set along the peaceful shores of Lake Sconti, the Lodge Beach offers a one-ofa-kind setting for outdoor gatherings, club events, and casual celebrations. With its sandy shoreline, natural backdrop of forest and mountains, and plenty of open space, this venue is perfect for relaxed socials, team-building activities, or memorable lakeside ceremonies.
Our 40 x 60 ft. lighted event tent provides a versatile outdoor venue that can accommodate up to 150 guests. Ideal for weddings, receptions, and private celebrations, the tent offers ample space for dining, dancing, and entertainment. Soft lighting creates an inviting atmosphere, while the open design allows you to customize the layout to fit your vision.
• Capacity up to 150 guests inside the tent
• Multiple seating arrangements available
The Racquet Patio is a spacious outdoor venue overlooking Big Canoe’s tennis and pickleball courts. Surrounded by trees and fresh mountain air, it offers a relaxed yet vibrant setting for casual gatherings, club socials, and member events. It’s ample seating, shaded areas, and a convenient location next to the Racquet Pro Shop makes it a favorite spot for both members and guests to connect in a laid-back environment.
• Capacity up to 70 guests
• 11 square tables with four chairs each
• 6 rectangular tables with 6 chairs each
• 22 adirondack chairs
Outside food and beverages are allowed. The group is responsible for the clean-up and the removal of all trash accumulated during the event rental. A cleanup charge may apply if the area needs to be cleaned or reset by the POA.
The Wildcat Pavilion is a rustic open-air venue surrounded by natural beauty, perfect for casual gatherings, family celebrations, or club events. With its vaulted roof, large stone fireplace, and spacious covered layout, it offers both comfort and charm in an outdoor setting. The pavilion’s flexible design makes it ideal for picnics, reunions, community socials, and seasonal festivities, with plenty of room for dining and activities.
FEATURES:
• Capacity up to 80 guests
• 10 composite octagon picnic tables
• Close proximity to Bocce courts, game courts, playground, and seasonal pool
The Beach Club provides a bright, welcoming setting for club meetings, private events, and member celebrations. Filled with natural light by day and a cozy glow in the evening, it adapts easily for luncheons, dinners, showers, or milestone gatherings. Its open yet intimate layout makes it a favorite for both member and private functions.
• Capacity up to 106 guests
• 11 square tables with four chairs each
Village Station rooms must remain in the configuration it is found. If changes are needed please add those details in the notes section the request form. Outside food and beverages are allowed. The Property Owner making the request is responsible for cleaning up and removing all trash accumulated during the event rental. A cleanup charge may apply if the area needs to be cleaned or reset by the POA.
Featuring a vaulted ceiling, decorative chandeliers, and flexible seating, Village Station A is perfectly suited for small events, club meetings, and private gatherings. Its inviting design and natural light create a comfortable yet polished atmosphere, making it a versatile setting for both formal and casual occasions.
• Capacity up to 30 guests
• 6 small round tables (48”) and a rectangular table (6’)
• Kitchenette access not included
Village Station B is a versatile venue perfect for club meetings, workshops, and small private events. With its vaulted ceiling, stylish chandeliers, and elegant seating, the room provides a welcoming yet polished setting for gatherings of all kinds. A connected kitchenette makes hosting even easier. Available for catering support, refreshments, or casual meals.
• Capacity up to 12 guests
• 2 small round tables (48”) and a rectangular table (6’)
• Kitchenette features a full-size refrigerator, microwave, sink, & ice maker.
For Property Owners reserving venues for private events, pricing covers use of the space for a designated time period. Property Owners may independently arrange vendors for décor, catering, and additional services.
A rental reservation is considered confirmed and binding after the date, time, guest count and location are agreed upon and the following have been received by the Event Department:
• Signed rental agreement
• Non-refundable rental deposit
• Refundable security/damage deposit
Contracts are written for a set amount of time and exclusive use of specific spaces within Big Canoe. Big Canoe reserves the right to book multiple events simultaneously.
If your event is scheduled for an outdoor venue and there is a threat of inclement weather, the decision to move the function to the inclement weather venue must be made at least five hours prior to the event start time. If you are unable to be reached for that decision, Big Canoe will make the final event venue determination.
The Property Owner assumes all responsibility for the actions and behavior of all persons present at, attending, or in any other way related to the Function and agree to be personally responsible for causing all such persons to comply with the Association’s Declaration, By-Laws, and all Rules and Regulations related to the use of the Facility, parking lots and roads within the Big Canoe community.
Big Canoe’s logos and photos are for the sole and exclusive use of Big Canoe POA. Upon special permission the logo and/or photos may be used on brochures promoting events held at Big Canoe. All usage must be approved prior to printing by the Big Canoe Marketing Department. Under no circumstances are the logo and/or photos to be used as an implication of sponsorship or endorsement by Big Canoe. Usage of the logo and/or pictures without permission is subject to legal action.
Big Canoe assumes no responsibility for items brought into any Big Canoe Facility. Any Facility property damaged or removed from the building or surrounding areas becomes the responsibility of the event host. The Big Canoe Entrance Gates are staffed Monday through Sunday.
The Property Owner further understands that any guest or vendor not delineated on the aforementioned list may be substantially delayed in entering the premises or may be denied entry. The Property Owner assumes all responsibility for ensuring that, during the Function, the number of individuals does not exceed the listed capacity for the Facility.
If you have vendors or outside guests for your event you are responsible for submitting them to the Gate or entering them into dwellingLive.
Big Canoe Venues are nonsmoking and non-tobacco venue. Smoking and tobacco use (including vaping) is NOT permitted anywhere in the buildings. Smoking is permitted only in designated outdoor areas. This policy is strictly enforced and violation of this policy will result in the loss of Security/ Damage Deposit.
Point of Contact Responsibility: The Property Owner identified as the “Point of Contact” on the reservation form assumes full and sole responsibility for the conduct and actions of all individuals present in or around The Meeting Space during the event, including setup and breakdown.
Adherence to Governing Documents: The Point of Contact is responsible for ensuring that all attendees are aware of and comply with the Big Canoe Community Big Canoe Property Owners Declaration, By-Laws, and all other relevant Rules and Regulations.
Permitted Use: The Meeting Space shall be used only for the purpose stated in the approved reservation. Any deviation requires prior written approval from the Big Canoe Property Owners Association, Director of Events.
Prohibited Activities: The following activities are strictly prohibited within The Meeting Space and surrounding areas:
• Smoking (including electronic cigarettes).
• Open flames (unless specifically approved as part of a permitted activity with appropriate safety measures).
• Illegal drug use.
• Excessive consumption of alcohol leading to disruptive behavior.
• Vandalism or defacement of property.
• Any activity that violates local, state, or federal laws.
Noise Levels: Users shall maintain reasonable noise levels that do not disrupt other residents or activities within the community. The Big Canoe Property Owners Association reserves the right to request a reduction in noise levels if deemed excessive.
If you’re hosting an outdoor event with amplified sound or live music, you’ll need to provide performers with a copy of the sound rules, notify Big Canoe Public Safety of your event start time, and schedule a sound check before the event begins. Public Safety will check sound levels within 30 minutes of your start time, and if the volume exceeds the limit, a written warning will be issued, and you’ll be expected to turn it down.
Sound is limited to a maximum of 60 decibels at 50 feet from the source, measured on an A-weighted scale, and this applies to both steady sounds and sudden peaks. Public Safety enforces all sound violations: the first violation results in a written warning, the second carries a $250 fine, and a third violation is considered serious and may result in a fine of up to $5,000.
Trash Removal: The Point of Contact is responsible for the proper removal and disposal of all trash and debris generated during the event. All trash must be taken to the community’s designated disposal areas following the event. Leaving trash bags within The Meeting Space or outside the building is prohibited and will result in a clean up fee of $300.00.
Furniture and Equipment: Users are responsible for the proper use and care of all furniture, equipment, and fixtures within The Meeting Space. Any rearrangement of furniture must be returned to its original configuration prior to the end of the reservation period. Failure to return equipment to its original configuration will result in a set up fee of $300.00 and will be charged to the POC lot number.
Decorations: Decorations are permitted only with prior approval from the Big Canoe Event Department. The use of nails, tacks, staples, or any adhesive that may damage walls, ceilings, or floors is strictly prohibited. All decorations must be removed immediately following the event.
Food and Beverage: POC may bring in outside food and beverage.
Clean-as-You-Go Policy: Users are expected to maintain a clean and orderly environment throughout their event. Spills and messes must be cleaned up immediately.
Food and Beverage Trash: Users are responsible for providing their own trash receptacles with liners for food and beverage waste. All food and beverage items must be removed from The Meeting Space at the end of the reservation period. Failure to remove all food and beverage will result in a clean up fee of $300.00 and will be charged to the POC lot number.
Damage Reporting: The Point of Contact is responsible for immediately reporting any damage to The Meeting Space, its contents, or surrounding areas that occurs during the event to the Big Canoe Property Owners Association, Events Department.
Security of Personal Belongings: The Big Canoe Property Owners Association is not responsible for any loss or damage to personal belongings brought into The Meeting Space.
Damage to Property: The Point of Contact will be held financially responsible for any damage to The Meeting Space, its contents, or surrounding areas that occurs during the event, beyond normal wear and tear. The Big Canoe Property Owners Association reserves the right to assess repair or replacement costs as necessary.
Indemnification: The Point of Contact agrees to indemnify and hold harmless the Big Canoe Property Owners Association, its directors, officers, employees, and agents from any and all claims, liabilities, damages, losses, and expenses (including attorney’s fees) arising out of or relating to the use of The Meeting Space by the Point of Contact and their associated individuals, including but not limited to any injury to persons or damage to property.
Access: Access to The Meeting Space will be granted as specified in the reservation confirmation.
Hours of Operation: Events must adhere to the approved reservation times, including setup and breakdown. Overtime may be subject to additional charges and/or penalties.
Lock-Up Procedures: The Point of Contact is responsible for ensuring that all doors and windows are securely closed and locked, and any lights or equipment are turned off, upon completion of the event, unless otherwise instructed by the Big Canoe Property Owners Association, Director of Events.
Compliance: Failure to comply with these Rules and Regulations may result in the following:
• Verbal or written warning.
• Immediate termination of the event.
• Loss of future reservation privileges.
• Assessment of fines or charges for damages and/or cleaning costs.
• Legal action to recover damages or enforce these regulations.
Big Canoe POA Authority: The Big Canoe Property Owners Association reserves the right to interpret and enforce these Rules and Regulations at its sole discretion. Big Canoe Property Owners Association staff or authorized representatives may enter The Meeting Space at any reasonable time to ensure compliance.
Recognized Clubs & Organizations receive the benefit of room reserving at no additional cost if space is available. Current property owners may also use space for personal gatherings and celebrations at a discounted room rental rate (as listed in the chart below). Even better, there’s no food and beverage minimum required, giving you the flexibility to plan gatherings that reflect your personal style and vision.
Property owners are responsible for covering any costs associated with their meeting or event, which may include—but aren’t limited to—food and beverage, staffing fees, linen rentals, housekeeping, security, and IT or A/V support.
Copyright © 2025 Big Canoe Property Owners Association. All rights reserved. This publication is the property of the Big Canoe Property Owners Association (Big Canoe POA). All content—including articles, photographs, graphics, layout, and design—is protected under U.S. and international copyright laws. No part of this publication may be copied, reproduced, distributed, modified, stored in a retrieval system, or transmitted in any form or by any means—electronic, mechanical, photocopying, recording, or otherwise— without the express prior written consent of the Big Canoe POA. This content is intended for the personal, non-commercial use of Big Canoe residents and authorized recipients only. Unauthorized use is strictly prohibited and may result in legal action.