Alegría Events & Common Space Guidelines

Introduction

We aim to create a culture of care and consideration in our community that reflects our values. This document outlines how to host events in Alegría Village common areas and will evolve as our community grows, incorporating feedback from our recent events survey.

Key Definitions

• EVENT: Any gathering in a common space.
• EVENT CALENDAR: A shared calendar for managing events.
• CLASSES/WORKSHOPS: Programs facilitated by instructor/teacher
• HOST: Actual person who is holding the event.
• SPONSOR: Is responsible for overseeing the event, has to be an Alegrian owner, who is present at the event. If the HOST is an owner, no sponsor is needed. Sponsor is also responsible for collecting the percentage of gross income to Deana Lofstad within 48hrs.
• RESIDENT: Everyone who is currently living in Alegria.

Welcome Events

We support various events, including:

• Birthday parties
• Classes/workshops
• Small concerts
• Dances
• Community dinners
• Tours
• Educational workshops
• Children's activities
• Markets
• Ceremonies

Unwelcome Events

We do not allow:

• Illegal plant medicine workshops/retreats (e.g., Ayahuasca)

Event Criteria

• Must align with Community Agreements.
• Respect volume levels:
• No loud music before 9:00 AM or after:
• 8:00 PM (weeknights)
• 10:00 PM (weekends)
• Amplified Music Events: Community preference for these events is twice a month for May through November, and three a month December through April.
• Music to be kept at an acceptable level and to be turned down if neighbors ask
• Be respectful of people living here as well as the wildlife.
• Avoid amplified emotional sound expressions that could be disturbing to the neighborhood. Use an indoor voice.
• Paid/ Donation Events: Can be hosted by anyone, but if the host is not an Alegrian owner, they need a sponsor that is an owner which will be responsible for overseeing the event as well as collecting the fee which goes back to the HOA. Each lot can hold two paid events per month as of April 2025 and will be subject to review.
• Free Events: Only held by Alegria residents unless it is a Costa Rican native or if the event is for educational purposes that benefit Alegria.
• Exclusivity: Usually all events are open to the whole alegria community no matter if paid. There are possibilities to book space exclusively meaning not open to the whole community.
• Free Exclusive events: Only for neighbors and no fee needed. For example-celebration of life, birthday parties etc
• External Guests attending Free Events: In general free events are for Alegria residents only, with a few exceptions to be determined by the event circle.
• It depends on the event type and expected attendance.
• Residents will have priority,
• External guests will be by invite only by an Alegria owner.
• Any external participation should be monitored and purposeful.
• Pets: No outside pets at the event.
• Safety: Be mindful of space while dancing. Children should not be running around during event.

Fees for Event Rentals

For upkeep and maintenance we collect a fee which goes back to the HOA

• For paid events and events by donation for the host:
• Alegrían owners: 10%,
• Non owners: 20%
• To be paid within 48 hours to Deana Lofstad; if not paid on time no further event is possible until fee is paid
• Fee for exclusive events:
• Alegría owners and immediate family ₡380,000, it includes a deposit of ₡130,000 which will be refunded afterwards, if there is no damage
• Non owners ₡1,300,000
• For free events: donation box is encouraged and 100% will go back to the HOA
• Events for charity: If proceeds are to go to a charity, the percentage will still need to be paid to the HOA.
• Cleaning Fee: ₡20,000 fee for excessive uncleanliness, no matter if it was a paid or free event. Host is responsible unless the host is not an owner, then the sponsor will be responsible.

Equipment Rental

It is possible to rent the following equipment:

• 2x Electro Voice ELX20012PGL 12” Active Speakers 1200W
• Behringer X2222USB Audio Mixer (incl power & USB cables)
• Accessories Included: 2x StudioZ MS11 Speaker stands

1 Asia HT103 boom microphone stand

1 Sennheiser XS1 microphone (s/n 0034242660)

2x 10 meter XLR cables

6x 25” XLR cables

2x Power bars

3x Extension cords

• 4x Ustellar LED RGB Flood Lights 25W IP66

The contract for this rental is here.

Available Locations

• Hive / Pool: Can not be exclusively rented, will always be accessible to the community.
• Yoga Shala: Capacity of 100 (standing) or 60 (active).
• Garden / Farm
• Sports Fields
• Fire Pit: Has to follow the fire safety rules

Booking an Event

To book an event follow the Process of having an event book it through the form and wait approval from the Event Circle which will be within 48hrs. If it is a pop up event within 48hrs you can post in the events as urgent and it will be reviewed.

If these guidelines are not followed the host may no longer be able to hold events to be discussed within the events circle following a reminder of the guidelines.