Watershed Refuge Event Room Rental Form


Watershed Homeowners Association, Inc.
The Refuge’s Event Room Rental Agreement and Policies

 

Residents can rent The Refuge’s Event Room and deck (“Event Room”) for private events. The Event Room can be rented for up to five (5) hours between 10:00 am and 10:00 pm. In accordance with Fire and Life Safety codes, the maximum occupancy of the Event Room is 50 people; therefore, event attendance cannot exceed 50 people. The fee for renting the Event Room is $225 and must be paid by check. Homeowners who wish to rent The Refuge’s Event Room (“Renter”) can submit the application via email or USPS.

In the event of a cancellation by the Renter, only $75 will be refunded. The Renter must also be in good standing with Watershed Homeowners Association, Inc. (i.e. no outstanding delinquent assessments or charges due to the Association or other unresolved violations).

All reservations must be made at least 30 days in advance of the event and are scheduled on a first-come, first-served basis. A reservation will be placed as tentative upon receipt of the application and confirmed once the $225 Rental Fee is received. A confirmation email is sent to the Renter’s email address provided below. Events with alcohol require an Anne Arundel County one day liquor license, and all events require private event insurance. Events will be canceled if Renters fail to provide the necessary documentation prior to the event.

First Name: Last Name:
Address:
Telephone Number to reach you during the event:
Best Daytime telephone number during business hours:
Email Address for electronic confirmation:
Purpose of Event:
Date Requested: Start Time: End Time:
Attendance: (not to exceed 50 people)

Will alcohol be served? (proof of host liquor liability insurance and any licensing required by the local jurisdiction must be provided. Sale of alcohol is strictly prohibited. Consumption of alcohol by any person under the age of 21 is strictly prohibited. Anne Arundel County requires a one-day license for private events at HOA clubhouses; the application can be found at https://www.aacounty.org/board-of-license-commissioners/one-day-liquor-licenses

 

RENTAL POLICY TERMS & CONDITIONS

Event Room Rental Hours: Monday-Sunday: 10:00 am – 10:00 pm
Events have a five-hour time limit.
Maximum event attendance: 50 people

The Event Room Guidelines:

1. The Event Room may be rented by residents who are at least 21 years of age and in good standing with Watershed Homeowners Association, Inc. To be in good standing, a homeowner must not have any delinquent assessments or other charges due to the Association or any other unresolved violations.

2. The Renter agrees to be the sole responsible person for the event.

3. The Event Room Rental Fee is $225.

4. The five-hour event time limit includes time for setting up, breaking down, and cleaning after the event.

5. Vehicles may not drive over or be parked on sidewalks or common areas. All vehicular and cart traffic over the sculpture entrance lead walk (“The Sculpture”) to The Refuge, as shown on page 10, is strictly prohibited. The Sculpture may not be used as a loading/unloading
zone or parking area under any circumstances. Any vehicular traffic on The Sculpture will be the responsibility of The Renter. Vehicles parked in prohibited locations may be towed without warning.

6. The Renter shall clean the Event Room according to the post-event cleaning checklist provided nelow. Costs for cleaning above and beyond standard cleaning practices, if needed, will be assessed to the Renter.

7. The Renter is required to purchase a Special Event Insurance Policy. This can be purchased through their homeowner’s insurance provider. A policy certificate of insurance (COI) must be emailed to FirstService Residential at least 2 weeks before the reservation date.
Please include The Renter’s address and “Clubhouse Lease COI” in the subject line and email body. If a COI is not submitted at least two weeks in advance of the reservation date, the reservation is subject to cancellation with a refund of only $75.

8. Renting the Event Room includes exclusive use of the first floor, the first floor family restroom, and the first floor back deck; and non-exclusive use of the lower level family restroom and locker rooms. The back patio, pool, Fitness Center and Yoga Studio, and other all other areas within The Refuge are not available for rent or private events and will remain open and accessible to residents.

9. The Event Room is limited to one rental per day.

10. All events are at the approval of the Board of Directors. Residents abusing the rental policies or creating excessive rental requests may have their rental abilities limited or revoked at the sole and absolute discretion of the Board of Directors.

11. The sale of alcohol is strictly prohibited. If alcohol is to be served, the Renter must provide proof of adequate host liquor liability insurance and any licensing required by the local jurisdiction. Anne Arundel County requires a one-day liquor license at https://
www.aacounty.org/board-of-license-commissioners/one-day-liquor-licenses.

12. The Renter must be present for the entire event and is responsible for ensuring their guests, invitees and attendees comply with this Rental Policy and any rules or policies enacted by Watershed Homeowners Association, Inc.

13. Neither the Renter, their guests, invitees, nor attendees, shall cause any damage to the Event Room, The Refuge, or any Watershed Homeowners Association, Inc. common areas or facilities. The Renter will be responsible for remediating any damage to common areas as a result of their event. Appropriate action for any repairs will be taken at the sole and absolute discretion of Watershed Homeowners Association, Inc. and will be the Renter’s financial responsibility. 

14. If any furniture is moved, it must be placed back in its original location at the end of the event.

15. Watershed Homeowners Association, Inc. reserves the right to revoke access credentials from any resident and their household for not abiding by these policies.

16. These policies are subject to change without notice at the sole and absolute discretion of Watershed Homeowners Association Inc.

Additional Event Policies:

Event Parking: All vehicles shall be parked in the designated parking lot or where street parking is allowed along Reserve Boulevard. Vehicles shall not park on the grass or otherwise park illegally or in any manner that impedes traffic flow or ingress/egress by other vehicles. All event parking is subject to the community’s parking policies and posted parking signage. Vehicles parked in prohibited locations may be towed without warning.

Alcohol: If any alcohol is to be served at the event, the Renter must provide Watershed Homeowners Association, Inc. with proof of adequate host liquor liability insurance and any licensing required by the local jurisdiction. Liability insurance may be obtained through a general liability or excess liability (umbrella) rider to The Renter’s homeowner’s insurance policy, or through a separate policy that specifically covers host liquor liability. Proof of such insurance must be delivered at least one (1) week prior to the event or the Rental Agreement is subject to automatic termination. The consumption or distribution of alcohol by or to anyone under the age of 21 is strictly prohibited. The sale of alcohol is strictly prohibited. The Renter understands that they may be personally liable for any property damage, injury or loss of life resulting in whole or in part from the host’s negligence in allowing alcohol to be served to a minor. The Renter agrees to be fully responsible for all claims that may arise as a result of any accident, injury, damage to person or property resulting from consumption of alcohol during the event. Anne Arundel County requires a one-day liquor license. The application can be found https://www.aacounty.org/board-of-license-commissioners/one-day-liquor-licenses

Minors: Any event involving attendees under the age of 18 is required to have at least one adult in attendance for every ten (10) minors present.

Animals: Animals, except for service animals, are not permitted inside The Refuge without the prior written consent of Watershed Homeowners Association, Inc.

Caterers: Renters may choose to cater their event. Caterers are required to comply with this Rental Policy and all rules and policies enacted by Watershed Homeowners Association, Inc. All food and beverages must be removed from The Refuge at the end of the event. Leftover food, ice, and beverages may not be dumped onto community grounds. The Renter and their caterer are required to provide their own tableware, linens, and service items. No catering equipment or other items may be left in The Refuge after the event without the express written consent of Watershed Homeowners Association, Inc.

Caterers are required to present proof of the following:
•Certificate of Insurance with minimum coverage of $1,000,000 general liability insurance naming Watershed Homeowners Association, Inc. as the certificate holder and an additional insured,
•Proof of a valid business license,
•Proof of a Department of Health inspection report card.

Personal Property: All personal property shall be removed from The Refuge after the event. Watershed Homeowners Association, Inc. is not responsible for personal items left in The Refuge.

Decorations: No decorations may be affixed to the walls or any fixtures in The Refuge using tape, thumb tacks, nails, screws, staples, pins or any other application that will cause damage to walls or surfaces. No glitter, rice, bird seed or confetti shall be used in The Refuge. The use of candles or other open flames (except for candles on a birthday cake) are prohibited.

Smoking: Smoking and the use of vaping products inside The Refuge is prohibited.

Post-Event Clean: See Post-Event Clean Checklist below.

Noise/Music: Music and noise must be kept at a level that cannot be heard inside surrounding homes. The Renter will be responsible for ensuring that no loud noises from guests or loud music disturb residents in the community. All noise level and quiet-hour laws enacted by the local jurisdiction shall apply. DJs, amplifiers, bass, and sound emitting devices are not permitted.

Liability/Indemnification: The Renter, on behalf of himself/herself, his/her heirs, successors, and assigns, and on behalf of all guests, invitees, and attendees, and their heirs, successors, and assigns, hereby releases Watershed Homeowners Association, Inc., including their respective officers, directors, shareholders, members, agents, employees, successors and assigns, and Management, including their respective officers, directors, shareholders, members, agents, employees, successors and assigns, from any claims which The Renter, his or her guests, invitees, or attendees, now have or may hereafter have which are related in any way to any loss, damage, or injury sustained in connection with their use of The Refuge or any of its related improvements or as a result of any activity in connection with the use of The Refuge, including, but not limited to, consumption of alcohol or other intoxicating substances. The Renter, on behalf of himself/herself, his or her heirs, successors and assigns, and on behalf of his/her guests, invitees, and attendees, and their heirs, successors and assigns, agrees to indemnify, defend and hold harmless Watershed Homeowners Association, Inc., including their respective officers, directors, shareholders, members, agents, employees, successors and assigns, and Management, including their respective officers,directors, shareholders, members, agents, employees, successors and assigns, against any claims, demands, damages, costs, including reasonable attorney’s fees, arising from the use of The Refuge by The Renter, his or her guests, invitees, and attendees. The foregoing indemnification shall not be conditioned upon the availability of insurance coverage, and The Renter’s failure to obtain insurance coverage or the refusal of the insurer to pay any claim or otherwise assist The Renter in fulfilling such obligations shall not relieve The Renter of the indemnification obligations set forth herein.

Assignment: This Rental Agreement may not be assigned by The Renter without the express written consent of Watershed Homeowners Association, Inc.

Force majeure: In the event The Refuge is damaged or destroyed by fire or other casualty or unforeseen occurrence that shall render Watershed Homeowners Association, Inc.’s fulfillment of the Rental Agreement impossible, then the Rental Agreement shall terminate automatically, and any Rental Fee paid by The Renter shall be returned. In such event, Watershed Homeowners Association, Inc. shall incur no additional obligations and shall not be liable for any consequential damages associated with the termination of the Rental Agreement. The return of the Rental Fee shall be The Renter’s sole and exclusive remedy for the termination of this Agreement by Watershed Homeowners Association, Inc., and The Renter hereby expressly waives any claims for damages or compensation arising from or related to the termination of this Agreement under this paragraph.

Entire Understanding: The parties agree that the Rental Agreement and Policies and all attachments thereto contain the entire understanding between them, and there are no oral or written promises, inducements, representations, warranties, covenants, undertakings or agreements whatsoever, except as contained therein.

Maryland Law: The Rental Agreement shall be governed by Maryland law. In any litigation or other legal or administrative proceeding arising from the Rental Agreement, Watershed Homeowners Association, Inc., shall be entitled to recover its reasonable attorney’s fees and costs from the Renter if Watershed Homeowners Association, Inc., prevails

Inclement Weather Policy: Amenities are to be used at your own risk during inclement weather events.

Post-Event Cleaning Checklist:

Wiped clean all surfaces:
Sinks
Tables
Countertops
Refrigerator
Microwave
Drawers and cabinets used
Cleaned all smudges and fingerprints from:
Glazing (windows/glass)
Mirrors
Walls
Door knobs
TV

Floors are clean:
Swept
Any spills cleaned

Miscellaneous:
Reported all items of repair and maintenance to management at Alicia.Menefee@fsresidential.com or calling 443-371-9377 during normal business hours
Reported low supplies (i.e. toilet paper, paper towels, hand soap, etc.) to management at Alicia.Menefee@fsresidential.com or calling 443-371-9377 during normal business hours

Cleaned garbage disposal and freed of any debris
Emptied trash cans
Replaced trash bags
Removed trash from The Refuge and disposed of accordingly
Cleaned up all spills and crumbs
No tape was used on walls or fans
Tape was used on windows ONLY and has been removed.

ALL VEHICULAR AND/OR CART TRAFFIC ON THE ENTRANCE SCULPTURE TO THE REFUGE IS STRICTLY PROHIBITED. ANY VEHICULAR OR CART TRAFFIC OVER THE SCULPTURE WILL BE THE RENTER’S RESPONSIBILITY

Refuge Address: 3461 Heron Glen Way

Guest and Overflow Parking - Double arrow “no parking” signs mean no parking along the entire road that the sign fronts.

 

I understand all of the terms and conditions of the Rental Agreement and Policy as indicated by my signature below. 

Name:

Date:

 

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