Frequently asked questions

DO I HAVE TO BE A MEMBER TO RENT THE LODGE FOR PRIVATE EVENTS? IS SUNSET BAY LODGE MANAGED BY THE ELKS?

The Ballard Elks are the owners of Sunset Bay Lodge, but you do not have to be a member to rent our facility. However, special rates and rental policies apply to members of any lodge, so if you are an Elk or have an Elk sponsor for your event, please let us know when inquiring. Venue management is provided by Westward Events.

WHAT TYPES OF EVENTS ARE HELD AT SUNSET BAY LODGE? DO YOU ONLY DO WEDDINGS?

Sunset Bay Lodge is a very popular wedding venue, but we also regularly host class reunions, birthday parties, proms, corporate meetings, workshops, auctions, fundraisers, memorials / celebrations of life and more. The Westward Events management team can show you how our unique waterfront event spaces can best be used for all types of events!

HOW DO I SCHEDULE A TOUR? CAN I JUST DROP BY TO SEE THE SPACE?

Venue tours are by appointment only — let us know your availability and we’ll schedule your tour, often for as early as the next day! If you are an Elks member or the guest of a member, you are free to look around during the hours that Social Quarters is open. Call us at 206-295-1385 or email sales@sunsetbaylodgeballard.com to schedule your visit.

 

WHAT IS THE MAXIMUM CAPACITY?

Sunset Bay Lodge can accommodate up to 600 for the entire downstairs facility and each room has its own capacity limit. Please see the Venue section for capacities and square footage for each of our spaces.

HOW MUCH IS THE VENUE RENTAL FEE? WHAT IS INCLUDED?

Our rate varies based on the space required, day of the week, and time of year. The fee can range from $2,000 up to $8,000 on peak season Saturdays. Send us more information about your event and your preferred date, and we will provide you with an accurate quote. We do offer discounts to non-profits, schools, and community groups.

Venue Rental includes:

  • 10 hours of venue access (includes set-up and clean-up)

  • Complimentary on-site parking for up to 200 vehicles

  • Bonus personal room

  • 60” round banquet tables and 150 banquet chairs

  • Cocktail tables

  • Buffet or display tables

  • Wireless internet access

PAYMENTS. WHAT IS THE DEPOSIT REQUIRED TO SECURE A BOOKING? WHEN IS THE BALANCE DUE AND IS THERE A DAMAGE DEPOSIT?

A 50% rental fee deposit and a signed contract is required to guarantee your date reservation. Payments can be made online via Stripe or by personal or company check. (However, the date is not guaranteed until the check clears).

The remaining 50% rental fee payment and a refundable $500 damage deposit is due 30 days before your event date. Again, payment can be made online via Stripe of by personal or company check. Damage deposits are refunded within 10 days of your event less any cost for damages incurred.

CAN I BRING IN MY OWN FOOD / DO YOUR PROVIDE CATERING?

We provide catering in the form of one of our four exclusive catering partners and do not allow clients to bring in their own food. Sunset Bay Lodge has partnered with amazing local catering vendors who provide fully customizable menu selections, event staffing and planning assistance, and procuring linens and dining ware. Under certain circumstances, we sometimes allow an alternate third-party caterer of your choice, or drop-off catering for smaller, casual events. Special rules and additional fees may apply. Please inquire with our Venue Sales Manager for more details.

CAN I PROVIDE MY OWN ALCOHOL?

Non-profits with 501c3 status can bring in alcohol as part of a fundraising effort by applying for a Special Occasion License with the WSLCB. For weddings and other social events, there are multiple options for affordable bar service. The Washington State Liquor Board rules for venues with a Private Club can be confusing, but we’re happy to guide you through the choices. In all cases, we require that alcohol be served by licensed and insured bartenders; no self-service is allowed.

DO YOU HAVE RECOMMENDATIONS FOR DJ’S, BANDS, PHOTOGRAPHERS, FLORISTS, and BAKERIES?

Yes! We are happy to provide a list of our preferred and trusted vendors who are familiar with our event space. You are also welcome to use your own third-party vendors for these services. The only areas that you must use one of our providers is for catering and bar staffing.

 

CAN WE USE CANDLES, BALLOONS, AND OTHER TYPES OF DECORATIONS AT OUR EVENT?

Candles are allowed provided they are in glass containers that extend at least 2” above the flame. Balloons and other decorations are allowed. Nails, staples, or screws are not allowed to hang decorations, and special tape must be used on all painted surfaces. If you must hang décor that requires a ladder, you must provide the ladder due to OSHA regulations.  

 

ARE LANTERNS, RICE, OR CONFETTI ALLOWED?

According to Seattle Municipal Fire Code, we cannot allow lanterns, and for the protection of our beaches and marine life we do not allow rice or confetti. However, we have some alternative fun ideas to celebrate your special event!

 

DOES SUNSET BAY LODGE HAVE PARKING AND/OR LODGING?

We have a large surface lot that can accommodate up to 200 vehicles on-site. We do not have overnight lodging on our property.

 

DO I HAVE TO HAVE EVENT INSURANCE, AND IF SO, HOW DO I GET IT?

We require event liability insurance naming The Ballard Elks as additional insured with a minimum coverage of $1 million. Our sales team handles the purchase of this policy for you at a low cost of $176 per event.