LAKEWOOD PRAIRIE HOMEOWNERS ASSOCIATION
CLUBHOUSE RENTAL TERMS & CONDITIONS
AVAILABILITY: Rentals are available on a first come first serve basis (some Holidays listed on the Rules and Regulations documents may be available to rent for an additional fee). Homeowners will not be able to reserve or rent the Clubhouse if their assessment account is delinquent. Three rental times are available:
1:00 pm to 6:00 pm
6:00 pm to 11:00 pm
1:00 pm to 11:00 pm
GUARANTEES: It is essential the RENTER provide the LW Prairie Management Company (in writing) with the final arrangements no later than 12:00 noon, ten (10) business days prior to the reservation. The total invoice (Clubhouse rental fee plus any additional fees, as explained herein) is due ten (10) business days prior to the function.
LICENSE & INSURANCE: 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 Function.
MAXIMUM NUMBER OF PEOPLE: A maximum of 75 people are allowed in the Clubhouse.
FUNCTION LIABILITY: 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.
FUNCTION TIMING: Function must begin promptly and the premises vacated promptly at the times scheduled and agreed to in advance with the LW Prairie Management Company. A party attendant will unlock the doors, if the renter is not there at the scheduled time the room rental will be cancelled and the rental fee will not be refunded. Admission to the premises will not be allowed prior to the Function’s starting time for decorating purposes, unless otherwise approved by the LW Prairie Management Company in advance. NO guests will be admitted to the clubhouse until the Homeowner/Renter is present. The Renter shall be responsible for set-up of tables and chairs.
LATE FEE: Any rental that has not completed the rental checklist and/or vacated the property at the scheduled and agreed time will be charged a $50.00 late fee.
DECORATIONS: The affixing of anything to the walls, floors, 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 $150.00 will be charged to clean up any of the above.
PREMISE SECURITY: The Lakewood Prairie HOA will not assume responsibility for damage or loss of any merchandise or articles left on the premises.
POOL ACCESSIBILITY: The pool may be rented Monday to Thursday excluding public holidays. PRIOR ARRANGEMENTS MUST BE MADE. A pool rental fee of $50.00 will be charged and a rental form must be completed.
RENTAL FEE: One hundred dollars ($100) per rental, $200.00 for both rental slots ($75.00 room fee, $25.00 attendant fee per time slot or $5.00 per hour). Additional hours may be rented (if available) at a cost of twenty dollars ($20.00) per hour.
CHAIR RENTAL: Folding chairs are available for rent. 50 chairs maximum are available. Cost is .50 per chair. Please note the chair rental when completing this form.
CLEANING FEES: The LW Prairie cleaning service may be requested ten (10) business days in advance of the Function for a “Cleaning Fee” of one hundred fifty dollars ($150.00). If the LW Prairie cleaning service is not requested but is needed after the Function, the RENTER’S assessment account will be billed the cost. If the RENTER elects not to use the LW Prairie cleaning service and performs the clean up themselves, the following shall be completed to the LW Prairie Management Company’s satisfaction:
All tables and chairs must be clean and returned to original placement.
All carpeting must be vacuumed.
Restrooms must be clean (please do not flush coffee or any other objects in the toilet).
All decorations must be removed from the premises.
All garbage shall be put in dumpster.
Kitchen must be clean and void of all food and beverages.
Damage, if any, must be repaired.
Refrigerator/freezer must be emptied and wiped down
All windows closed and locked