Guidelines for Reserving Facilities

Transcription

1 Guidelines for Reserving Facilities The Village of WestClay has 4 clubrooms available to rent for private events: the Provost Clubroom, the Goldwater Clubroom, the Rose Room at the Meeting House, and the Green Room at the Meeting House. In addition, the banquet rooms on the second and third floors of the Meeting House, as well as University Green and Ronald Reagan Green are available for private events and public rental. For questions about amenities, or to check available dates and make a reservation, contact the Owners Association at (317) or at info@vwcoa.com. General Rules and Regulations: Information on event spaces and amenities, rental fees and deposit schedules, as well as reservations for neighborhood events and private parties can be obtained by contacting the Owners Association at Trustee s Hall, Monday through Friday, 9 am 5 pm, or at (317) Reservation forms can also be printed from the VWC Owners Association website at Reservations and rental agreements are required and will only be confirmed upon receipt of a completed reservation agreement, fee and damage deposit. Each reservation requires a user fee and a damage deposit in the form of two checks made payable to VWCOA. Return of the damage deposit is based on the condition of the space after the event and compliance with the Community rules. Once the facility is assessed following the event and all is satisfactory, the damage deposit check may be picked up at Trustee s Hall one week after the event. Members should inspect and report any damage to the facilities and furnishings prior to the event by calling Trustee s Hall at (317) Any unreported damage noted during the post-event inspection will be considered damage that occurred during the most recent event. Return of deposit is based on condition of the space; including trash removal, minor cleaning, compliance with community rules and where applicable, return of key. Keys must be returned the next business day following the reservation. Failure to meet all requirements will result in loss of your damage deposit. Some examples of damage that would require the Owners Association to retain the damage deposit include, but are not limited to, damage to carpet, such as stains, damage to walls, such as chipped paint or torn 13

2 wallpaper or damage to furniture, such as stains or tears in fabric. Only members of the Village of WestClay Owners Association may reserve Village clubrooms. However, public rental of the Rose Room and Green Room in the Meeting House is permitted when associated with a larger event including the rental of a banquet space and or University Green at the same time. For all member Clubroom events the member is responsible for the actions of any guest(s) and must be present throughout the entire event. Members scan cards will enable entry to the Meeting House front door, the Rose and Green room doors, and the Provost and Goldwater Clubhouse main doors. The Owners Association staff will automatically unlock and lock these doors 30 minutes prior to and after any scheduled event, for guest entry. Doors are not to be propped open to facilitate guest entry. Members will need to pick up keys to unlock the Provost and Goldwater Clubrooms at Trustees Hall prior to the scheduled event during regular business hours Monday through Friday, 9 am 5 pm, or at (317) Keys must be returned to Trustees Hall the next business day after the event. If it is determined that the intended use of a clubroom is for a business and or a profit-generating activity, an additional $ use fee will be charged in addition to the above stated fee and damage deposit. Decorations are not to be glued, nailed, tacked, or otherwise adhered to the walls or ceilings. No confetti, sparkles, birdseed, or rice is allowed. All rooms are subject to local, state, and federal guidelines that govern event space capacities. These guidelines are subject to review and changes from time to time, in general the following room capacities should apply: o o o All Clubrooms 35 people each Second Floor Banquet Hall people Third Floor Banquet Hall people No Smoking is allowed in the common areas. Windows are to remain closed at all times. 14

3 Clubhouse exercise rooms will remain open for other residents when the clubhouse is reserved. Reservations are for the space in the clubroom only. Guest parking is permitted in the surrounding Village parking areas and nearby on-street public parking, Lights need to be turned off and doors to clubrooms should be shut, and where appropriate, locked upon leaving the clubrooms. In consideration of residents, please limit noise to reasonable levels. Limit amplified music volumes. Also, remember all events must be concluded and all guests cleared by 1:00am. All resident-provided food and/or beverages must be removed from the refrigerator and/or cabinets after any member Clubroom event. Clubroom countertops are to be wiped clean. Clubroom event trash is to be removed from the facility. Further cleaning will be provided by a cleaning service as included with the reservation fee. Cleaning of the Meeting House Second and Third Floor Banquet Rooms is to be provided by and included in the approved catering service agreement Furniture should not be moved from one clubroom to another. Any furniture that was moved within a clubroom should be returned to its original location. The rental agreement holder is responsible for any and all security needs associated with the event. Catering Service: The Village of WestClay Owners Association has an exclusive catering service agreement which applies to the Second and Third Floor Banquet Rooms in the Meeting House, University Green and Ronald Reagan Green. Catering service agreement providers are listed near the conclusion of this section. All catering services including food and beverages preparation and service, event equipment rentals, event setup, and event operations shall be provided by one of the Associations exclusive catering service providers. Catering service provider representation must be present throughout the entire event. The Owners Association has provided contact information for the approved Catering Service Providers, but it will be the resident s sole responsibility to arrange for catering services and compensation of the approved catering service provider. The rental agreement holder is required to provide the Owners Association with an executed catering service agreement within 30 days of the initial reservation associated with the scheduled event. The 15

4 Owners Association has the right to cancel the event reservation, without return of rental fees, if a catering service agreement is not presented as described herein. The Owners Association reserves the right to change rental policies at any time. A thirty (30) day cancellation notice is required as a courtesy to other residents. The OA reserves the right to cancel a reservation up to 24 hours prior to the event if information becomes available that the intended use or number of guests does not comply with the rules stated above. Remedies Paragraph 21 (e) (iii) of the Declaration of Covenants and Restrictions for The Village of WestClay provides that the OA may suspend the right of any homeowner to use the Village Community Buildings (any and all Amenity Centers / Parks) in the event of a violation of the rules adopted by the association regulating the use of such facilities. In applying such sanctions, a parent may be deemed personally responsible for the impermissible conduct of a child. 16

5 Meeting House Clubroom Information Reservations for the Rose Room and Green Room Clubrooms will be confirmed upon receipt of a completed reservation agreement, fee and damage deposit. Clubrooms are for member rental only unless associated with a larger event including the rental of a banquet space and or University Green. Reservations for the second and third floor banquet spaces (including public rentals) will be confirmed upon receipt of a completed reservation agreement, rental fee, damage deposit and executed catering service agreement with one of the Owners Associations Exclusive Catering Service Providers Goldwater Park and Webster Park Clubhouse Pool Information Reservation of the clubhouse does not include reservation of the pool area. The pool cannot be closed during pool hours for private parties. Private pool parties must take place after pool hours. Lifeguards must be present and will be provided for an additional charge through the Village s approved pool management company. The Owners Association will provide contact information for the approved pool management company, but it will be the resident s sole responsibility to arrange for lifeguard service and compensation of the approved pool management company. The resident is required to provide the Owners Association proof of lifeguard service 7 days prior to the scheduled event. The Owners Association reserves the right to change pool rental policies at any time. Deerstyne Park Fire Pit Information Keys may be picked up at Trustee s Hall before the scheduled event and must be returned the next business day after the event. You will need the key for the locks on the fire pit cover. Please use the hose located in the ground vault at the fire pit as a means to douse the fire after use. It is recommended that the resident bring flashlights when using the fire pit after sunset. Note: Water is not drinkable. Only members of the Village of WestClay Owners Association may reserve the fire pit. 17

6 Members are responsible for the safe handling of the fire, and providing means of extinguishing at any time should the fire get out of control. Users need to properly maintain and extinguish fires when leaving the area. If possible, let the fire burn down to ashes. Pour water on the fire to drown all embers, not just the red ones. Once this is done, stir everything in the pit with a shovel and test for heat with the back of your hand. Guests should be limited to 15 people. Children are prohibited from the fire pit area while it is in use unless under constant supervision of an adult, 21 years or older. Only aged wood or kindling should be used for the fire. All burning materials must be brought by the user, do not collect branches or materials from the park areas. Papers of any type or trash are prohibited to start or maintain the fire. All fires must be fully extinguished with water at the end of the event. The fire pit must be re-covered and locked by the resident prior to leaving the park. University Green and Ronald Reagan Green Information This space is available for public rental. Reservations will be confirmed upon receipt of a completed reservation agreement, rental fee, damage deposit and executed catering service agreement with one of the Owners Associations Exclusive Catering Service Providers. The rental agreement holder is required to supply the Owners Association with an estimated attendance of the event at the time a rental agreement is complete. The outdoor space has no posted capacity. Capacity approval for any event will be at the discretion of the Owners Association. 18

7 Exclusive Catering Service Provider All catering and event services must be contracted with the following exclusive catering service provider. No other or outside services and/or providers are permitted on the venue premises. For more information on event spaces or to reserve a space, contact the Owners Association at (317) or stop by Trustee s Hall. Sahm s Shelby Sturtz, Director of Events and Catering (317) Shelby.sturtz@sahms.com 19