LAKEWOOD PRAIRIE CLUBHOUSE RENTAL TERMS & CONDITIONS

I. Reservation Procedures and Schedule:

  • Rentals are available on a first come first serve basis. No dates will be saved without payment in full. A choice of two rental times are available: 8:00 AM to 6:00 PM or 12:00 PM to 10:00 PM.

  • Homeowners will not be able to reserve or rent the Clubhouse if their assessment account is delinquent. The entire rental fee will be forfeited if the homeowners assessment account is delinquent at the time of event. 

  • Rental functions and festivities must be closed down by the scheduled time. Any rental that has not completed the rental checklist and/or vacated the property at the scheduled and agreed time will be charged a $100.00 late fee.

  • Due to attendant scheduling, early entry is not permitted. Rental times include the set-up and clean-up of your event. A party attendant will begin the checkout process fifteen (15) minutes prior to the rental period ending.

  • All Clubhouse reservations and additional amenities must be made at least two (2) weeks in advance of the requested date. Reservations may be made twelve (12) months in advance.

  • A party attendant will unlock the doors, if the renter is not present within thirty (30) minutes of the scheduled or agreed start time, the room rental will be cancelled and the rental fee will not be refunded. 

  • No guests will be admitted to the Clubhouse until the Renter is present. Renter must be present at the Clubhouse for the duration of the event.

 

II. Payments and Fees: 

  • The total rental fee of two hundred fifty dollars ($250) for homeowners and five hundred dollars ($500) for non-homeowners per rental is required at the time of booking. 

  • A security deposit of two hundred fifty dollars ($250 “Deposit”) is required for non-homeowners. A check or money order is required at the time of event. If a security deposit is not provided the event will be cancelled and the rental fee will not be refunded.

  • Cost for damage to the premises caused by any guests, invitees or other persons attending the function will be charged to Renter at actual repair or replacement cost plus a 15% administrative fee. All cost and fees will be billed directly to the homeowners assessment account or taken out of the non-homeowner security deposit.

  • Folding chairs are available for rent. 50 chairs maximum are available. Cost is .50 per chair. Please contact us at info@lakewoodprairiehoa.com two (2) weeks prior to the event to rent additional chairs. 

  • Failure to clean any part of the Clubhouse will result in an automatic $162.00 cleaning fee.

 

III. Alcohol 

  • Alcohol must be kept in the building; no alcohol is allowed in the park or parking lot. Any violations will result in a suspension of rental privileges. 

  • Rental applicant is responsible for ensuring no underage patrons consume alcoholic beverages during the entire duration of the rental.

 

IV. Cancellations and Refunds:

  • Cancellation of a rental request must be made electronically through an email to info@lakewoodprairiehoa.com at least 14 days in advance of event date to receive a refund. All cancellations will be charged a non refundable service fee of $7.55 per booking. The applicant will forfeit the entire rental fee if cancellation is made less than 14 days from the rental date.

  • Change of date request must be made electronically through an email to info@lakewoodprairiehoa.com at least 14 days in advance of event date. The new date cannot be more than twelve (12) months from date of request.

 

V. Building Usage

  • A maximum of 75 people are allowed in the Clubhouse.

  • The affixing of anything to the walls, floors, windows, doors or ceiling using nails, staples, tape, tacks or other substances is prohibited. Glitter, confetti, bird seed, rice and other such materials are not permitted on the premises. A cleaning fee of $162.00 will be charged to clean up any of the above.

  • If you will be using a catering or entertainment company for your function the company must be fully insured. An executed copy of the Caterer and/or Entertainment Agreements shall be required no later than seven (7) days prior to the rental.

  • All equipment and belongings of the renter must be removed upon completion of rental. 

  • The Lakewood Prairie HOA will not assume responsibility for damage or loss of any merchandise or articles left on the premises.

  • Renters and their guests do not have access to the swimming pool or pool deck during the Clubhouse Rental. 

  • A facility inspection sheet must be signed and completed before and after event by applicant. 

Revised: 7/15/21