A jewel among community centers, from its open, airy interior design to its inviting décor, The Oaks looks and feels like a second home within AIP. Explore the features and amenities of The Oaks, as well as the regulations we have in place to keep it a thriving hub for all residents.
Need to Knows
Location & Hours
The Oaks is located at 203 Sea Marsh Road, between Ron Kolar Way and the Cooper Bridge. The Oaks is open and available to community members from 8 am to 10 pm. Event and community rooms are available starting at 9 am.
Parking
Traffic flow in the parking lot at The Oaks is one-way, entering at the southern entrance and exiting at the northern exit. Parking is for The Oaks only. If you are going to the Omni’s Pro Shop or Marsh View Bar & Grill, please park in the Omni lot. There is overflow parking for The Oaks located immediately north and south of Ron Kolar Way.
No pets or smoking
Pets are prohibited inside The Oaks. Service animals are welcome. Smoking is prohibited in the facility and surrounding exteriors, including the screened porch and patio.
Ensure space is clean and tidy after use
Do your part to keep The Oaks looking its best! To ensure all areas are clean and orderly for the next user, return all furniture to their original locations; remove all personal items, food, and beverages; and dispose of all trash appropriately..
Be mindful when using electronics
Be considerate of others when using cell phones and other electronic devices. Set phones to silent or vibrate. Keep a respectful distance from those around you when speaking on your phone and use a low tone of voice. Consider texting instead of talking. Do not use phones on speaker. Use headphones when playing media on any electronic device.
Complimentary services
No password is needed to access the complimentary Wi-Fi in The Oaks. Coffee/tea stations and water bottle filling stations are available on both floors of The Oaks.
Monthly community events
Community Life hosts activities every month at The Oaks. Regular events include Live at The Oaks featuring food trucks and live music, bingo, trivia, and Thoughtful Thursday presentations. Check the Calendar from the member dashboard for the latest, and read the “AIP Life” email every month for a preview of upcoming Community Life events.
Living Room | Clapper Rail | Screened Porch | Patio | Canopy Commons | Library
These common areas are available for unscheduled community use. The Living Room, Clapper Rail, porch and patio are not available when the first floor of The Oaks is rented for exclusive use. The main and side entrances to The Oaks are always available for use by community members to access the second floor. Notice of first-floor closures are posted in the online Calendar and announced in the Weekly News email.
Private event rentals
Private use by residential property owners is by online reservation and payment of usage fee. Reservations for exclusive use of the Sunset Room or the first floor may be made up to 18 months in advance.
To request a reservation, log into the member dashboard at aipca.net, check the Calendar to see if the Sunset Room or first floor is available on the desired date. If available, go to eForms and complete The Oaks Reservation Request.
Private events are scheduled on a first-come, first-served basis. You will be notified within two business days via email from reservations@aipca.net if your reservation request has been accepted or declined
Community and Conference Rooms
Residential property owners may use these rooms on a complimentary basis with the existing set. Reservations may be made up to 30 days in advance by contacting Community Life staff. Walk-ins are welcome if the rooms are not in use.
Community Clubs & Groups
AIPCA provides complimentary use of the Community and Conference Rooms to registered Community Clubs and Groups. Community Clubs and Groups must be open to all community members. Contact Community Life staff for information about joining an existing club or starting a new one.
Library
Our free exchange library on the second floor is a comfortable place to find and enjoy a good book. Use the book cart in the main entrance hall or the return shelves in the library to return or donate books and games in good condition.
Alta Open
Alta Open is the electronic entry system that ensures only AIPCA residential property owners have access to The Oaks. Your smartphone is your key to electronically unlock the entry doors at The Oaks during operating hours using the Alta Open app.
Owners should contact AIPCA at (904) 491-9850 or email info@aipca.net to get started with Alta Open.
Renting The Oaks
Per the community’s Covenants, The Oaks is a restricted common property and is available exclusively for use by Amelia Island Plantation residential property owners and the Association. The facility is not available for rental by general public.
AIPCA does not provide event services. Users who rent any part of The Oaks are responsible for managing their private events including (but not limited to) event setup, decor, entertainment, catering, drink service, and post-event breakdown and cleaning. All such services and associated costs are the sole responsibility of the User.
Community members reserving any part of The Oaks must be the host, not a sponsor, of the event, and must be in attendance for the entire event. Community members reserving any part of The Oaks assume full responsibility for the event, including the obligation to make restitution for any damages or losses.
Individual room reservations do not grant exclusive use of The Oaks. Unless the first floor is rented, the community living room, Clapper Rail, Canopy Commons, library and other individual rooms, the porch, patio and all entrances may be in use at the same time.
Sunset Room/Exclusive Use
The Sunset Room may be rented by residential property owners for their private events from 9 am to 10 pm. Rental includes use of the catering kitchen with access to the loading dock. Reservation requests for the Sunset Room may be made up to 18 months in advance.
The first floor of the facility, including the porch and patio, may be rented by residential property owners for exclusive use for their private events from 4-10 pm. Rental of the first floor requires written AIPCA approval and is limited to no more than twice in one calendar month. First floor exclusive use does not include the main and side entrances to The Oaks which are always available for community members to access the second floor during regular facility hours.
Your reservation start and end times must include all time needed for setup and breakdown of the event.
Maximum Capacities
- Sunset Room: 104
- First Floor Exclusive Use: 104 Seated Dinner | 120 Standing Reception
Usage Fees
Personal checks for Usage Fees will be accepted from AIPCA community members only.
Request a reservation
You must be logged into the member dashboard from a browser on a desktop, laptop or a tablet to request a reservation. The reservation request e-forms are not available on smartphones or in the Frontsteps app.
In the dashboard’s left-hand menu, click on Quick Actions, and then Calendar. Go to the desired date on the Calendar to see if there is either a confirmed or pending private event booking for the Sunset Room or First Floor Exclusive Use.
If there is no confirmed or pending booking on the desired date, click on eForms under Quick Actions and click View on The Oaks Reservation Request. In the form, use the Space Requested* drop-down menu to select Sunset Room or First Floor Exclusive Use. Fill out the rest of the form completely. Hit Submit Response
Events are scheduled on a first-come, first-served basis. You will be notified if your reservation request has been approved or declined via email within two business days. Do not send payments prior to receipt of the confirmation email. No further paperwork is required.
Community and Conference Rooms
The Community Room (first floor) and Conference Room (second floor) is for use by the Association, AIPCA clubs and groups, sub-associations, and residential property owners.
Maximum Capacity
- Community Room: 68
- Community Room: 68
Usage fees
Complimentary with existing set.
Request a reservation
Reservations may be made up to 30 days in advance. From the member dashboard, check the Calendar to see if desired date is available. If it is, contact Community Life to request reservation.