Providence Pointe Homeowner's Association
Clubhouse Rental Agreement
Homeowner Information
Event Details
NO OUTDOOR INFLATABLES PERMITTED!
Important Notice:
To rent the clubhouse, your account balance must be paid in full.
Your reservation is not confirmed until you receive email approval from FirstService Residential. A completed and signed agreement, along with all required fees, must be submitted.
Checks are not accepted.
Reservation Procedures
- Tentative Reservation
- Reservation Confirmation (please allow 7-10 days to receive your confirmation via email)
- You will receive an email from the Resident Portal indicating Pending, Approved, or Denied status.
- Once approved, a Brivo Mobile access pass will be issued, and amenity fobs will be activated the day before your event.
- Charges will be posted to your online ledger (Resident Portal).
- Payment must be made online within 48 hours of the charge being posted to confirm your rental.
Rental Fees & Payment
- Payments are ONLINE ONLY via ClickPay at https://www.clickpay.com.
- If payment is not received within 48 hours of approval, the reservation will be void.
- Damage fees will apply if the clubhouse is left unclean or damaged. Renters will be notified of any charges.
Reservation Agreement
By signing this agreement, the Lessee understands and agrees to the following:
- Pool use is NOT included unless arranged separately with the HOA and Pool Management.
- The clubhouse is for members only; renting for non-members is prohibited.
- The Lessee is responsible for all damage, cleaning, and trash removal. No decorations may be attached to the walls.
- The Lessee must be present during the entire event and is responsible for guest conduct.
- Events must adhere to the County Noise Ordinance. Repeated violations may result in the suspension of rental privileges.
- Lessee must be at least 21 years old. Events for minors require a chaperone over 21.
- Additional chairs, tables, or decorations are not provided. Lessee must supply them.
- A Brivo mobile pass will be granted for access prior to the event. Key fob will work during your event time.
- Clubhouse must be vacated by 11:00 PM (evening rentals) or 2:00 PM (morning rentals) unless prior approval is granted.
- Guests must park in designated spaces and avoid grass, walkways, or fire hydrants.
- Noise must be minimized after 9:00 PM. Music should be contained within the clubhouse.
- Pool rentals require advance approval. The pool remains open to other homeowners.
- Parties with over six (6) non-member guests require a Clubhouse rental and an additional lifeguard fee.
- Lessee must follow the setup and cleanup schedule provided.
- Smoking is prohibited inside the clubhouse and on the pool deck. A designated smoking area is available.
- All trash must be removed and placed in designated bins.
- The PPHOA Clubhouse President and/or Board Members reserves the right to cancel any function prior to commencement for reasonable cause.
- The Clubhouse can be reserved a maximum of six (6) months in advance.
- CANCELLATION POLICY: Reservations may be canceled up to seven (7) days prior to your event without penalty. Any cancellation of less than one (1) week of your event will result in a charge of 1/2 of the Rental Fee.
- Renting the clubhouse is for recreational use only such as birthday parties, anniversary celebrations, weddings, baby/wedding showers, etc.
- UNDER NO CIRCUMSTANCES ARE GLASS ITEMS TO BE ON THE POOL DECK OR COVERED PATIO AREAS. A $2000 fine will be issued to the party renting the clubhouse if any member of the event is responsible.
- Renting the clubhouse for use as a means for monetary profit is not permitted.
Event Checklist
We expect you to respect the property of all homeowners and help maintain the Clubhouse's appearance. If we can assist you in any way, please let us know.
- Clean the kitchen area: Ensure the refrigerator and all surfaces are properly cleaned.
- Return tables and chairs to their original positions.
- Sweep and mop the flooring: Make sure the floors are clean and dry, with no sticky or dirty areas.
- Vacuum the carpet: Ensure the carpet is fully vacuumed without any debris.
- Remove balloons: Do not leave any balloons hanging from the ceiling or tied to ceiling fans.
- Restore bathrooms to their original condition: Make sure all bathroom surfaces are cleaned and returned to their original state.
- Report any damage to furniture: If furniture is scratched or broken, repair or replacement costs will be applied.
- Remove and dispose of trash properly: All trash must be taken out and placed in the appropriate containers.
- Do not attach decorations to walls: Follow the policy and place decorations only on tables, the bar, etc. Do not use nails, tacks, sticky adhesives, or any materials that could damage the walls.
- Clean the kitchen area and appliances: Remove all food and personal items from the kitchen, including the refrigerator, stove, and countertops.
- Turn off all appliances: Ensure the oven and other appliances are turned off.
- Turn off lights, lock doors/windows, and adjust the thermostat: Make sure all lights are off, all doors and windows are locked, and the thermostat is returned to the appropriate setting.
- Return the key to the appropriate location: Ensure the key is placed back in the designated area.
Charges will be applied based on the vendor's current rate for cleaning, repairs, or replacements as needed.
Agreement
By signing below, I acknowledge that I have read, understood, and agreed to the terms of this agreement.
Date:
