Marsh Farm Estates Reservation Request Packet
The following are the guidelines for costs and responsibilities adopted by Marsh Farm Estates (MFE) associated with a resident reservation of the MFE Clubhouse facility. All event reservation requests must be submitted to the Clubhouse Committee via the attached Marsh Farm Estates Reservation Request Form.
If your event is deemed a Community Event (For example: A Fitness Class or An Art Class) there will be no rental fees or security deposit required. The event will be on the community calendar, listed in the MFE Quarterly Newsletter (if timing permits), and an email blast may be sent from the property manager.
If your event involves the use of a paid instructor (e.g. Fitness Class, Art Class) all fees owed to the instructor will be paid by the participants directly to the instructor. For all fitness-related classes, participants and instructors are required to bring their own equipment or mats.
All requests to reserve the MFE Clubhouse are reviewed within 48 hrs. Once your event is approved you will be instructed to mail any checks (if applicable) for Rental Fee and/or Security Deposit to the Property Management Office.
Generally Permitted Private Events* – (Event Examples)
- Baby Showers & Bridal Showers
- Weddings & Wedding Receptions
- Bar/Bat Mitzvah & Confirmation Parties
- Birthday & Anniversary Parties
- Holiday Parties
- Reunion Parties
*All event requests will be submitted to the HOA Board, who will review and approve or disapprove of the event.
Clubhouse Areas available for use during Private Events – Exclusive Use
- Community Room, including 3 TV’s, Sound System, Pool Table & Shuffle Board Table
- Gazebo & Grill (when reserving the Community Room)
Clubhouse Areas - NOT available for Reservation or Exclusive Use
- Gym
- Pool & Pool Deck
- Parking Lot
Note: All other Clubhouse Areas are available for use, however, they will not be exclusive and other residents will continue to have access.
Clubhouse Capacity
- The total number of attendees must conform to the limit of occupants established by the Fire Marshal.
- Please be aware that there are only 24 parking spaces available at the clubhouse. Be respectful and plan accordingly not to block the street and driveways.
Event Hours
- 8 A.M. – 11 P.M. (10 P.M. Outside)
- Events can be scheduled for up to six (6) hours, including setup and breakdown.
- Events must be scheduled to begin at least 1 hour after any previously scheduled event and end at least 1 hour before the next scheduled event, including setup and breakdown.
DATES WHEN THE MFE CLUBHOUSE IS NOT AVAILABLE FOR PRIVATE USE
- Easter – Saturday and Sunday
- Memorial Day Weekend – Saturday, Sunday and Monday
- Fourth of July - Depending on when the Social Committee hosts a celebration
- Labor Day Weekend – Saturday, Sunday and Monday
- Thanksgiving Day Weekend – Thursday, Friday, Saturday and Sunday
- Christmas Eve Day
- Christmas Day
- New Year’s Eve Day
- New Year’s Day
Special Notes:
- A member of the Clubhouse Committee will be assigned as a contact for one-time and recurring events, will handle all questions, and will also be responsible for both pre-event and post-event inspection.
- The clubhouse is available on a first come first serve basis so long as the date does not conflict with an event planned for the residents of the Community or a Community-related function.
- All event requests must be submitted at least two (2) weeks in advance.
- Event requests cannot be submitted more than four (4) months in advance
- HOA Board & MFE Committees & Clubs have priority usage of the Community Room.
- There is an understanding that the pool & gym will remain open to residents for regular usage.
- Pool parties are not permitted.
- If your event must be canceled before setup, a refund will be given on the Rental Fee.
Marsh Farm Estates Reservation Request Form
The MFE Community Room, Gazebo & Grill are available for events staged for the enjoyment of MFE residents and their guests. The following are not allowed in the MFE clubhouse: events based on partisan politics; religious or proselytizing events other than religious-based celebrations such as weddings, confirmations and the like.
Pursuant to the Marsh Farm Estates HOA Rules and Regulations, any MFE resident (18 years old or older) IN GOOD STANDING with the Association, interested in reserving the clubhouse may do so by completing the following Information.
Do you also want to reserve the Gazebo & Grill for your event?
Is this event open to all MFE Residents?
Will you be using a Caterer, Third Party Vendor, or a Paid Instructor?
Name of Caterer, Third Party Vendor, or Paid Instructor:
(Note: The Caterer or Paid Instructor must provide a Certificate of Insurance naming Marsh Farm Estates as an additional insured. The renter must obtain and provide this information to the Property Management Office at least three (3) business days prior to the event.)
Please attach a copy of your Caterer, Third-Party Vendor, or Paid Instructor's insurance certificate below (maximum file size: 100MB; allowed file extensions: jpg, jpeg, jpe, gif, png, pdf):
**If your file size is too large, please upload via the following link: https://eastsupport.fsresidential.com/
Clubhouse Reservation Agreement
The undersigned agrees to be present at all times during this event and understands that the above Security Deposit may be forfeited if all rules are not followed. The clubhouse will be inspected following the event and the deposit check refunded after a satisfactory inspection.
The undersigned acknowledges and agrees that neither the Marsh Farm Estates Association nor the Property Management Company shall be liable or responsible for injuries to persons or property occurring within the clubhouse facility, including any loss or damage to any personal property of the owner or any guests, family members or invitees using the clubhouse facility.
The undersigned has read, understood, and agrees to comply with the reservation policies and cleanup checklist provided.
Please enter your first and last name below as your acknowledgement of the above agreement.
