1. Purpose

The Alaska Airmen’s Association (AAA) encourages its members in good standing to utilize our facility as part of their membership benefits. During normal business hours (Monday–Friday, 9:00 AM–5:00 PM), members are welcome to use the building for aviation-related purposes including day visits, accessing bathrooms, enjoying a cup of coffee, resting or socializing in the common room, sheltering from weather, or meeting up with fellow aviators. Use of the courtesy car is a benefit included with membership.

This policy also outlines procedures and requirements for after-hours use, event rentals, and commercial activities at the facility, ensuring the space is used safely, continues to serve its individual members, and remains in alignment with AAA’s mission. It defines the conditions and appropriate use of the facility by current AAA members and aviation-related organizations. Reference the Slip Use Policy for slip rental and transient parking. 

Definitions

• Member: A person with current, active membership in the Alaska Airmen’s Association, in good standing and eligible for access and benefits outlined in this policy.
• Commercial: Any for-profit entity or activities including but not limited to instruction, product sales, or services, whether aviation-related or not.
• Event: A planned gathering or function that requires a reservation, setup, or involves a group exceeding standard day-use expectations (e.g., celebrations, fundraisers, public programs).
• Meeting: An informal or formal gathering of individuals, typically for discussion or collaboration on aviation-related matters. May or may not require a reservation depending on size and impact.
• After-Hours Use: Any facility access outside of normal business hours (Mon–Fri, 9:00 AM–5:00 PM) that must be pre-approved and reserved.

2. Eligibility for Use

• Facility use is available to active members of the Alaska Airmen’s Association and aviation-related nonprofit or mission-aligned organizations.
• Events must be aviation-related and directly support the promotion of general aviation in Alaska.

3. Permitted Uses

• Aviation educational workshops and seminars
• Aircraft owner group meetings
• Aviation advocacy or networking events
• Aviation-related board or organizational meetings
• AAA-approved member programs and nonprofit partner gatherings

4. Prohibited Uses

• Non-aviation-related events
• Political, religious, or unrelated private events
• Any use that endangers safety, security, or AAA’s reputation
• Conducting commercial business on property is prohibited unless it is a group event with a prior approved rental agreement that is open to the general public and AAA membership

5. Reservation Procedures

• Submit a Facility Use Request Form at least 14 days in advance
• Events are scheduled on a first-come, first-served basis
• AAA reserves the right to deny or cancel events at its discretion
• Facility rental is not permitted during normal business hours (Monday–Friday, 9:00 AM–5:00 PM)

6. Member Use During Business Hours

• Members may access the facility for appropriate, low-impact uses during business hours (Monday–Friday, 9:00 AM–5:00 PM)
• Approved uses include:
  • Bathroom access
  • Shelter from weather
  • Use of the courtesy car
  • Meeting or picking up friends at the building or dock
  • Enjoying light refreshments such as coffee, sodas, and snacks
  • Socializing in the common room that is not disruptive to business activities
• These uses do not require reservation or fees.

NOTE: Staff meetings may also be conducted in the common area during business hours as part of normal operational use.

7. Reservation Rates

Day	2-Hour Minimum @ $200/hr	Full Day (8 AM–9 PM)
Monday–Friday	5 PM–9 PM only (2-hour min)	Not available
Saturday & Sunday	Any block between 8 AM–9 PM (2-hour min required)	$1,800.00

 

• $250.00 refundable deposit due upon booking
• If AAA staff are required to be onsite for any portion of the event, additional fees will apply
• Event fee is due 30 days prior to the event
• Reservation rates are subject to change
• Commercial Use Fees: For-profit/commercial entities will be charged 2x the standard facility rental rate. AAA Corporate Members receive 10% off the commercial rate.

A mandatory $275 cleaning service fee will be added to all rentals where any food is served, including catered meals, potlucks, or refreshments beyond light snacks.

“Snacks” are defined as individually packaged or pre-prepared dry goods such as chips, granola bars, cookies, candy, or similar items that do not require utensils or warming equipment.

8. Discounts

• Corporate Members of AAA receive 10% off facility rental
• Lifetime Members of AAA receive 25% off facility rental
• Aviation-related nonprofit organizations may receive:
  • 50% discount on 2-hour rentals with the contribution of an approved article to upcoming Transponder
  • 100% discount on rental fees (excluding cleaning fee) for local chapters of aviation nonprofits without paid staff, upon submission and approval of an article to upcoming Transponder

All articles must be submitted and approved prior to event confirmation.
Discounts cannot be combined.

The $275 cleaning service fee still applies to all rentals where food is served, regardless of discount eligibility.

9. Hours of Use

• Weekday (Mon–Fri) use is limited to 5:00 PM–9:00 PM, including setup and cleanup
• Saturday and Sunday rentals may be scheduled for:
  • 2-hour minimum between 8:00 AM and 9:00 PM, or
  • Full day from 8:00 AM to 9:00 PM
• All cleanup and exit must occur by 9:00 PM

10. Facility Use Includes

• Main event space, bathrooms, and outside area
• Tables, chairs (in walk-in closet), fireplace
• Kitchen and appliances
• Indoor and outdoor stereo system
• 90” screen with projector
• Event insurance is recommended but not required

11. Facility Capacity & Access

• Maximum indoor capacity: 125 people
• Restricted areas include three staff offices and one locked closet
• No access to the lake is permitted for activities, including but not limited to wading, swimming, canoeing, kayaking, etc.
• Unauthorized access to facility systems is prohibited and penalized

12. Restrictions and Penalties

• Unauthorized tampering with HVAC, alarms, thermostats, A/V, electrical, etc.: $500.00 penalty
• Dismantling or modifying facility furniture, appliances, BBQ grill, or equipment: $500.00 penalty
• No pets allowed in the building
• Alcoholic beverages are prohibited.
• Video surveillance is in use inside and outside the building
• Items left outside may pose aviation hazards—penalty up to $500.00

13. Cleanup & Exit Requirements

• General cleanup
• Kitchen cleaning (if used)
• Removal of decorations and equipment
• AAA provides a limited supply of trash bags and cleaning tools
• An “exit checklist” must be completed and returned to AAA to receive deposit refund
• Failure to return checklist, leaving the facility unclean, or failing to ensure all doors and windows are locked will result in loss of deposit

14. Cancellations

• Cancellations received less than 30 days prior to the event will result in forfeiture of the entire rental fee

15. Acceptance

I/we, the renter(s), have read and agree to the Alaska Airmen’s Association Facility Use Policy and Rental Terms & Conditions. I/we accept financial responsibility for any damages, loss, or policy violations.

I/we understand:

• • Smoking is prohibited indoors; designated outdoor smoking areas must be used
  • The building is located near active aircraft operations; all guests must maintain safety awareness
  • No guest may touch or approach nearby aircraft
  • Setup and teardown are the renter’s responsibility unless arranged otherwise
  • Failure to meet exit or cleanliness requirements may result in financial penalties
  • Cancellations made within 30 days will result in forfeiture of fees

16. Indemnification

The renter agrees to indemnify, defend, and hold harmless the Alaska Airmen’s Association, its officers, board members, staff, volunteers, and affiliates from any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorney’s fees) arising out of or resulting from the renter’s use of the facility, including but not limited to personal injury, property damage, or violations of this policy, whether caused by the renter or any guests, vendors, or third parties associated with the event.