Clubhouse Rental Terms and Conditions

Rules

1. Rental agreement terms bind the Renter and not the Association. The Association reserves the right to change the terms and conditions, change rental fees, or cancel any reservation at any time without compensation to the Renter. Rental fees will be refunded in full  if the Association cancels in advance of event start, and homeowners may reject other changes by canceling prior to event start.

2. Homeowners in good standing may rent the clubhouse and its facilities, including the two outdoor decks, 12 tables and 75 folding chairs, for exclusive use for up to 75 people (30  on periods around Memorial Day weekend, Fourth of July, and Labor Day weekend - refer to limitations here). Guests must remain in the clubhouse and attached wooden deck areas; no pool access is permitted.

3. Homeowners may also rent on behalf of friends and outside organizations as long as homeowners accompany their guests at all times and take full responsibility for any fees or damages.

4. Homeowners may not rent the clubhouse and gazebo concurrently.

5. Renters are responsible for all activities in the clubhouse during the rental period and must be present throughout and be reachable by the mobile phone number they provide in this application. When minors are present, at least one adult per twenty (20) minors must be present to supervise.

6. Renters must hold the Association harmless for any damages, loss of property, or bodily injury resulting from the rental.

7. Smoking, including e-cigarettes and vaping, is not allowed anywhere on the property, including the parking lot.

8. Reservations must be made through the Rental Facilitator by submitting an online form (preferred) or mailing a filled-out copy of the agreement, and are considered binding once the Rental Facilitator confirms the date is available.

9. Renters must clean up the premises per the checkout policy prior to the end of their rental period or incur additional fees.

10. If serving alcohol, liquor liability insurance must be obtained and provided to clubhouse facilitator prior to the event. Renters can obtain insurance here: https://www.theeventhelper.com/

11. Renters must monitor alcohol consumption and prevent serving or consumption of alcohol to those under 21 on association property. 

12. If alcoholic beverages are available for sale at the event, renters must obtain a liquor license and provide a copy to the Rental Facilitator prior to the event.

13. No fires, sparklers, fireworks, or any other incendiary devices are allowed indoors or outdoors, except for using candles (and no other combustibles of any kind) in the fireplace in proper candleholders. Violations will result in a fine determined by the Association.

14. Renters are permitted to use 3M™-brand blue painters tape or equivalent low-tack tape to attach decorations to surfaces such as walls, ceilings, beams, doors, or windows. No other methods of attachment are permitted.

15. Renters providing entertainment must keep the noise level at an appropriate level and not disturb recreation center neighbors. Music played on the deck or patio must end or be moved inside by 10 p.m., and the renter and all attendees must vacate the premises by midnight.

16. The outdoor grill/barbecue pit is available for use year-round, but cannot be reserved exclusively for renters (must remain available to all homeowners).

17. No event signage allowed on the streets except for free-standing sign boards within the Jackson Oaks neighborhood, which must be removed by the end of the rental period. The Association will remove any remaining signage or balloons on street signs at the renter's expense.

18. Propping open the front gate is prohibited. All guests must be let in by the renter. Do not allow residents in without using their key card. Do not allow non-residents who are not attending your event to enter the property.

ANY VIOLATION OF CLUBHOUSE RULES MAY RESULT ADDITIONAL FEES OR FINES AND/OR SUSPENSION OF RECREATION FACILITY PRIVILEGES AS DETERMINED BY THE JACKSON OAKS ASSOCIATION BOARD.