Pool Parties for Members

If you are interested in planning a pool party that will include you bringing more than 5 guests at one time, please check with the lifeguards at the lifeguard check in stand in at least 2 weeks advance of your party. The Trex Deck at the corner of the property near the pond is available to reserve at No Cost for private parties.(no other area of the pool is available to reserve for private parties not the covered patio area or any tables around the pool)  The lifeguards have the master schedule for the deck reservations. The lifeguards can also tell you at that time if you need to reserve an extra lifeguard for your party through the system below. The cost for additional lifeguards is $40 an hour per guard. If you do not get your party preapproved by the lifeguard staff you may be turned away at the check in stand on the day of your event. You must also pay the guest fee $5  for each nonmember that enters the gate the day of your event or in advance. We do have a QR code at the desk to pay with credit card but with processing fees(you may choose any total for example $25 or $76 if that is the amount you need to pay even if the description below does not fit we will realize it is for guest fees) All private parties must use the TREX deck in the left bottom corner of the pool property. Reserving tables/chairs poolside or under covered area near clubhouse is not allowed 

Pool Party Booking Procedure:

Please send requests at least 2 weeks in advance 

            SCHEDULING YOUR POOL PARTY

Please follow these steps and guidelines when scheduling a pool party Guidelin

• ·         Advance Notice

• • Parties must be scheduled at least 14 days in advance.
• Restricted Dates
• • No parties: May 23^rd - May 25^th   July 4^th &5^th    September 5^th – 7^th    
• Time Restrictions
• • No after-hours parties permitted.
  • Parties must:
  • • Begin no earlier than 30 minutes after the pool opens.
    • End at least 30 minutes before the pool closes.
  • Be at least 2 hours in duration (we can not accommodate 1 hour parties)
• August Scheduling
• • August parties are subject to lifeguard availability due to:
  • • Lifeguards returning to college
    • Conflicts with school-related activities 

For a party involving children, teenagers, or college-aged people, party sponsor must have one adult chaperone for every 10 people.

How to Schedule Your Party

1. Complete the Carolina Pool Management Pool Party Request Form. Found at the end of this document
2. Email a scanned copy to:
   denise.carlton@charlotte-pmg.com
3. You will receive an email to confirm date/time availability.
   Your party will then be added to our lifeguard schedule as a tentative event.
4. Mail a hard copy of the completed Request Form with a check to:
   Carolina Pool Management
         PO BOX 7488
        Charlotte, NC 28241                                                                                                                  Payment must be received at least 7 days prior to the event to confirm your party.

1. You will receive a confirmation email or phone call once payment is received.
   ✅ Your pool party is not confirmed until you receive this final confirmation.

Please direct all pool party questions to denise.carlton@charlotte-pmg.com

 

2026 POOL PARTY REQUEST FORM 

POOL:                       _________________________________________

DATE OF PARTY: __________________________________

START TIME & FINISH TIME:    _________ to _________

SPONSOR INFORMATION

• Sponsor Name:           __________________________________________
• Phone #:                     ___________________________________________
• Email:                         ___________________________________________
• Address:                     ___________________________________________

PARTY DETAILS

• Number of People Attending Party*     _____________________
• Age Group of Attendees:                         _____________________
  *(Total attendees includes non-swimmers)

WILL ALCOHOL BE ALLOWED?     ☐ YES    ☐ NO  (Please check one)

Cancellation Policy

• Canceling 24+ hours in advance:
  ➤ Email: denise.carlton@charlotte-pmg.com
• Canceling due to bad weather (same day):
  ➤ Notify on-duty pool staff at least 2 hours before party time.

Failure to follow cancellation policy = No refund

Children’s Parties (Age 12 and under)

• You’ll receive a "Pool Party Orientation" sheet
  ➤ Please review this before the party. The lifeguard will review at the start of your event.

Fees & Costs

• Lifeguard cost: $40.00 per hour per lifeguard
• Admin fee: $25.00 per party
• Extra cleanup: Party host pays if additional cleanup time is needed

Cleanup

• Party sponsor must assist with cleanup
• If extra time is required, HOA will be notified. Party host will be responsible for additional fees

‍♂️ Lifeguard Staffing Requirements

Total People Attending	Lifeguards Needed
1 – 25	1
26 – 50	2
51 – 100	3
101+	4 or more

Count includes everyone inside pool gates, not just swimmers.

Add 1 extra lifeguard if alcohol, teens, or college-age attendees are involved.

Example

• 40 guests from 4 PM – 6 PM
• • 2 lifeguards × 2 hours × $40 = $160
  • Plus $25 admin fee
  • Total: $185

Top of Form

Steps to Determine Pool Party Cost:

Number of Party Hours       ____

 Number of Lifeguards         ____                             

Number of hours multiplied by the number of guards  X  $40                               _________

$25.00 Administration fee (required for all parties)                                                           + 25.00

Total Due                                                                                                                  =            __________

Check Number (checks are to be made out to Carolina Pool Management):   ____________