Facility Rental Guidelines

Transcription

1 Facility Rental Guidelines The Board has authorized certain Brambleton facilities to be available for exclusive use by Brambleton owners and authorized tenants. All owners must be in good standing with the association in order to use association facilities. Association business, events and programming take priority over private rentals. The Brambleton Community Center, Beacon Crest Community Pool & Club Room, and Brambleton Corner Pool and Banquet Hall are available for exclusive use as part of this program. The Brambleton Community Center Pool is not available for exclusive after-hour use by owners or tenants due to the daytime use only permit. Brambleton owners and authorized renters desiring to make exclusive use of the Brambleton Community Center, Beacon Crest Pools, or Brambleton Corner can do so by completing the reservation request thru the BCA website ( Upon receipt of the reservation request BCA staff will approve or deny the exclusive use of the facility and notify the applicant within 3 business days. The applicant will need to pay in full for the rental within 5 business days of receiving the invoice. The invoice can be paid via credit card online, or by check made payable to BCA. The facility will be made available to other owners if payment is not received within the stated time frame. If the rental is cancelled by applicant inside 30 days of rental there will be a $25 cancellation assessed. If cancellation is within 14 days of event applicant will forfeit 50% of the rental s. Appeals to this forfeiture can be submitted to the BCA office and will be decided upon by committee and/or staff. Brambleton Community Center The main level of the Brambleton Community Center is available for rental Friday nights 6:00pm-12:00am; Saturdays 10:00am-12:00am and Sundays 10:00am-8:00pm. Rental agreements must be submitted at least ten (10) business days in advance of the requested date of use, and are accepted for events within 12 months of the requested date of use. Association business, events and programming take priority over private rentals. Only one rental per day is permitted. The lower level meeting room is reserved for community groups and programs, however staff will consider other uses on a case by case basis. It will be available upon request in conjunction with the main level for an additional. The Community Center can hold 60 people seated and 80 people standing room. Included in the rental is the use of the media room, kitchenette, 6-60 inch round tables, 4-6 foot long tables and 60 folding chairs. The other side room is no longer available due to that space being occupied and utilized as a Loudoun County Sherriff s Office Community Policing Office. Set up of tables and chairs are the responsibility of the renter, and these items must be returned to storage position before the end of the rental period.

2 Beacon Crest Community Pool & Club Room The Beacon Crest Community Pool facility consists of a main pool with water fall, spa, wading pool, club room, outdoor fireplace, patio, grill, music zones throughout and wireless. The pool facilities are available for owners/tenants to rent during the pool season on Fridays and Saturdays nights from 8:00pm to 11:00pm. Up to 125 guests are allowed for a private pool rental. Rental applications must be submitted at least ten (10) business days in advance of the requested date of use and are accepted for events within 6 months of the requested date of use. The Club Room can be rented for exclusive use during open pool hours for children s birthday parties or other gatherings during the swim season only. The Club Room will hold up to 15 people. This does not include the use of the grill or patio area. If you would like to reserve the grill you will need to contact the Beacon Crest Pool at no more than 7 days prior to reserve the grill. Please note that the grill reservations are on a first come first serve basis unless reserve d through a patio/grill rental (see below). All reservations during regular pool hours are restricted to 15 non-resident guests. 5 Guest Passes are in your rental, and up to 10 additional can be purchased for $5 each. All non-brambleton guests will need to wear a guest wristband. These will be provided with your rental packet on the day of your event. Patio/Grill area can be in your Club Room Rental and will hold up to 30 people. This will allow you and your guest s exclusive use of the club room, patio and grill during your rental time. Events applications must be submitted at least ten (10) business days in advance of the requested date of use and are accepted for events within 6 months of the requested date of use. Owners using the pool facilities after normal hours will need to pay for guard/pool operator staff in addition to the facility rental s and deposits. There is a 2 guard minimum for all rentals up to the first 50 people, 1 additional guard is required per 25 additional guests, regardless of how many are swimming. *Glass containers are not permitted in the club room or pool decks. Alcohol is not permitted on deck during normal pool hours. Brambleton Corner Clubhouse & Pool The Brambleton Corner Clubhouse can hold 125 people seated at tables and up to 150 people standing room only. Included in the rental is the use of the foyer, meeting room, caterer s kitchen and servery, inch round tables, 8 6 foot long tables and 160 banquet chairs. Set up of tables and chairs are the responsibility of the renter, and these items must be returned to storage position before the end of the rental period. For safety and liability reasons, private rentals and their guests, are not permitted on the pool deck or in the pool unless you have written permission from BCA staff, and a certified Crystal Aquatics lifeguard is present. Cameras are present and on at all times. Violations of this policy will result in immediate and nonrefundable termination of rental/use agreement, and additional cleaning and security charges may be applied. Brambleton Corner Clubhouse and Pool are available for an exclusive use rental after normal hours on Friday and Saturday Nights. Renters will need to pay for guard/pool operator staff in addition to the facility rental s and deposits. There is a 2 guard minimum for all rentals up to the first 50 people 1 additional guard is required per 25 additional guests, regardless of how many are swimming. Please note, regular pool use will continue during normal pool hours *Glass containers are not permitted on pool decks. Alcohol is not permitted on deck during normal pool hours.

3 Rental Fee Structure for Brambleton Residents All rentals in are block timing. You may rent for several blocks if necessary. Facility Hours Available Rental Rate Brambleton Community Center Main Level Brambleton Community Center Lower Level Room * Room and Patio/Grill area * Room, Patio/Grill area, and Pool. (After Hours Use Only) * Brambleton Corner Clubhouse Brambleton Corner Clubhouse and Pool (After Hours Use Only) * Friday - 6:00pm-12:00am Sat. - 10:00am 12:00am Sunday- 10:00am- 8:00pm Inquire for availability Monday Sunday 10:00am-8:00pm **holiday hours may differ Monday Sunday 10:00am-8:00pm **holiday hours may differ Friday and Saturday 8:00pm 11:00pm Friday 6:00am -12:00pm Saturday 10:00am 12:00am Sunday 10:00am 10:00pm Friday and Saturday 8:00pm 11:00pm Cleaning Fee $300 / 4hr block $400/6hr. block $600/12hr. block $75 Max Occupancy 70 seated 100 standing Reserved for Community Groups & Programs. Inquire for pricing $25 20 people $75/2hr. block, $125/4 hr. block **$5/guest passes $150/2hr. block, $250/4hr. Block, $400/6hr. block $300/8pm-11pm, plus $120 for lifeguards (for up to 50 people) ($20/hr. per additional guard needed, 1 guard per 25 people) 15 people 30 people 125 people $750/6hr Block, $1000/12 hr Block $ seated 200 standing $600/8pm -11pm plus $120 for lifeguards ($20/hr. per additional guard needed, 1 guard per 25 people) $ people Facility Use Agreement An agreement must be completed, executed and payment made in order for the facility to be booked by an owner or organization. Payment of the deposit, rental and all other s must be made at the time of the reservation or one month prior to the date of the rental.

4 Reservations Owner reservations for the facilities are taken up to 12 months in advance; 3 months in advance for nonprofit, charitable and for-profit organizations. Payment of deposit must be made to secure reservation. Reservations must be finalized by the execution of a facility use agreement and payment of all s and deposits. Reservations not finalized (executed agreement and full payment) 30-days prior to the rental date will be lost. A $50 administrative will be assessed in such case. Commercial or For-Profit Organizations There is a $100 charge assessed to all commercial or for-profit organizations that wish to rent a Brambleton facility. Rentals are only available on a Block rental basis. Non-Profit and Charitable Organizations Association Staff has the ability to waive the rental and deposit s for non-profit and charitable organizations wishing to use a facility on a one-time or non-recurring basis. Recurring use of the facility by a non- profit or charitable organization requires Board approval. Fees for Guards and cleaning may be necessary for these groups. Exclusive Private Use of Facility by a Committee Member Association Staff has the ability to waive the rental for active committee members that have served on a committee for a minimum of 6- months. Only one waiver period is permitted. Deposits, s for guards and cleaning services cannot be waived. Security Deposit waiver Agreement Security deposits are now waived through the use of the online reservation request system. However you are required to the security deposit waiver agreement. I agree and understand that if there is any damage to the facility caused by myself, any of my guests, or vendors, I will be invoiced for such damages, and will be required to pay within 14 business days. If the invoice is not paid within 14 business days, the damages will be added to my HOA account, and will remain on the account until paid. Late s, legal s, and administrative s may be applied for not paying within the allotted time Cleaning Fee The cleaning covers the association s cost to hire a service provider for the general cleaning of the facility after a party. Owners/Lessees are responsible for picking up and removing all major trash and debris from t h e facilities; and returning t h e facility to t h e pre-rental condition. Setup and Breakdown Setup and breakdown must occur during the rental period. Great attention to setup and break down must occur to eliminate any deterioration, destruction or damage to the facility. Decorations Decorations shall in no way be attached, adhered, stuck, pinned, or taped (including painters tape) to the facilities walls, ceilings or fixtures. Damage to the facility or removal of tape, glue, staples, pins or other devices will result in a minimum of $100. Piñatas are not allowed. Pets Pets are not permitted in the facilities.

5 Access To The Facility Facility Lessees only have access to the facility during the time period and date stated within the executed agreement. All setup/breakdown must occur during this time. Storage of supplies, equipment or other personal belongings outside of this time is prohibited. Access to the facility outside of the agreement is not permitted. *For questions and to check availability, please contact the Brambleton Management Office at