White Hall Clubhouse Rental Agreement


White Hall Foundation
Clubhouse Rental Agreement

 

LICENSE AGREEMENT- CLUB HOUSE

THIS AGREEMENT is made by and between The White Hall Foundation, Inc. a Virginia non-stock corporation (the “Foundation”) and (member’s first and last name) , a Member of the White Hall Foundation, Inc. (the “Member”).

Recitals
Foundation is the managing agent of the White Hall Club House located at 8420 Taverns Lane Toano, VA, owned by T.L. Hunt, LLC, in the planned community known as “White Hall” in James City County, Virginia. Member desires to rent the Club House (the “Property”) for six hours from the Foundation upon the terms and conditions set forth herein.

Agreement
1. LICENSE. For and in consideration of $150.00 (“Rental Fees”) paid by Member to Foundation in advance, Foundation hereby grants to Member a six hour license for the use of the property (additional hours of use available for $20.00 per hour) upon the terms and conditions set forth herein. Two separate checks from the Member made payable to The White Hall Foundation, Inc., one for the Rental Fees and one for the Deposit (as defined in Paragraph 2 below, the “Deposit”) should be returned to The White Hall Foundation, Inc. (the “Foundation”) along with this signed License Agreement by (four weeks from today’s date) , 20 . If full payment and a signed License Agreement have not been returned by this date, the rental date noted in Paragraph 3 below will become available to other members of the Foundation for rental.
2. DEPOSIT. Foundation acknowledges the receipt of the sum of $250.00 as a deposit to be held by Foundation, without liability for interest to secure Member’s faithful performance under this Agreement. Foundation shall promptly refund the deposit to Member upon the Foundation’s determining to Foundation’s sole satisfaction that Member has fulfilled all of its obligations set forth in this Agreement. However, if this Agreement is not faithfully performed by Member, the deposit shall be retained by the Foundation as partial liquidated damages in addition to any other remedies and relief to which it shall be entitled hereunder or under the laws of the Commonwealth of Virginia.
3. TERM. Foundation shall make the Property available for Member’s use on beginning at and ending at (the “Term”). Upon the expiration of the Term, Member shall surrender to Foundation’s designated agent any key furnished to Member.
4. USE OF PROPERTY. Member shall use the Property for the purposes detailed as Exhibit “A” (attached), and none other. For the purposes of this License Agreement, the Property is defined as the Community Rooms, Kitchen Area, and Restrooms only. For restrictions on use of the Property, see Exhibit “B” attached.
5. INSURANCE AND INDEMNIFICATION. (a) Foundation shall maintain public liability coverage in the amount of $1,000,000/$3,000,000 during the Term (the “Insurance Policy”). (b) Member hereby agrees to indemnify Foundation, its agents and employees, from and against any and all claims, actions, damages, loss, liability and expense, including, without limitation, reasonable attorney’s fees (Collectively, the “Claims”), in connection with loss of life, personal injury and/or damage to property arising from or out of the use by Member of the Property or any part thereof of any other part of contractors, guests, invitees or permittees and to the extent the Claims are not covered by the Insurance Policy, including any applicable deductible.
6. NO WARRANTY. Foundation makes no representations or warranties as to the condition of the Property. Member agrees to use the Property AS IS.
7. CONDITION OF PROPERTY.
(a) Cleaning of Property. Upon the expiration of the Term, Member shall (i) return all furnishings in the Property to the same location such furnishings were in at the commencement for the Term; (ii) surrender the Property in a reasonably neat and orderly condition; (iii) surrender all kitchen appliances and ware, including, without limitation, any microwave, refrigerator, oven, stove, or dishwasher, in as clean a condition as when received; and (iv) remove any property brought into the Property for Member’s use. Foundation is not responsible for any property left on the Property by Member, its agents, employees, invitees, or permittees. Trash should be disposed of in the trash receptacles/dumpster outside.
(b) Damage to Property. Member shall keep the Property, together with all glass furnishings, electrical, plumbing and other mechanical installations therein, in good order and repair, at its own expense, and will surrender the Property at the expiration of the Term in as good a condition as when received. Foundation shall repair promptly at Member’s expense any damage to the Property caused by Member’s use of the Property regardless of fault or by whom such damages shall be caused, unless caused by the negligence of Foundation, its agents or employees. Member shall remit payment to the Foundation within ten (10) days of receipt of any invoice from the Foundation for repairs. If payment has not been received by the Foundation within ten (10) days of receipt by Member of invoice, the amount due as detailed in the invoice will be considered an assessment against the Member’s property. Member shall not alter or paint any part of the Property. All decorations must be pre-approved by Foundation or designee. Furnishing may not be removed from the Property or placed outside of the Building. (see Exhibit “B”)
c) The clubhouse must be locked at the conclusion of event. If the clubhouse doors or windows are left unlocked, the member remains liable for any damage or destruction done to this area until they are locked next. Failure to lock doors or windows at the conclusion of the event may result in the loss of all or partial deposit.
8. NO ASSIGNMENT. Member shall not assign this Agreement in whole or in part without the prior written consent of Foundation. Member must remain on site for duration of the function.
9. INSPECTION BY FOUNDATION. Member shall permit Foundation, its agents, and employees to enter the Property and all parts thereof at any time and from time to time during the Term to inspect the Property or to carry out any provision of this Agreement.
10. APPROVALS AND LICENSES. Member shall obtain all necessary state and local governmental approvals, licenses or permits required for Member’s use of the Property, including, without limitation, any license or permit which may be required in connection with the offering or serving of alcoholic beverages. Member acknowledges that Foundation is not responsible for obtaining any such approvals, licenses or permits. Member hereby indemnifies Foundation, its agent and employees and agrees to defend and save them harmless from and against any claim, action, damages, loss, liability and expense, including reasonable attorney’s fees, in connection with Member’s failure to obtain all such approvals, licenses and permits.
11. PARKING. Member, its agents, employees, invitees and permittees, shall park cars and other vehicles only in those parking areas designated by Foundation for use by Member for such purposes.
12. PROHIBITION AGAINST SMOKING AND NUISANCES. Smoking is not permitted inside the building. No obnoxious or offensive activity shall be carried on upon the Property nor shall anything be done which shall be or become an annoyance or nuisance to anyone in Charter Colony.

 

Exhibit “A”: USE OF PROPERTY Please complete the following information.

Member’s Name: White Hall Address:
Email Address: Member’s Work Phone:
Member’s Home Phone: Member’s Cell Phone:

Event Date: Event Time Start: Event Time End:

Type of Event: How many guests are you inviting?

Is this a surprise party? Select one: If yes, who is the surprise for?

Is the event sponsored by a White Hall Member for a Non-White Hall Member? Select one:
If yes, who is/are the sponsored individual (s)?
If yes, what is the address of sponsored individual (s)?
If yes, what is the phone number of sponsored individual (s)?
If yes, what is the email address of sponsored individual (s)?

Are you using a catering service?  If yes, please complete the information below.
Name of Company: Phone Number:
Address: Contact Person:
Arrival Time: Departure Time:
Notes:

Are you renting equipment? If yes, please complete the information below.
Name of Company: Phone Number:
Address: Contact Person:
Arrival Time: Departure Time:
Notes:

Are you hiring or renting any type of entertainment? If yes, please complete the information below.
Name of Company: Phone Number:
Address: Contact Person:
Arrival Time: Departure Time:
Notes:

Exhibit “B”: RESTRICTIONS ON USE OF PROPERTY
1. The Club House rentals must be scheduled through the White Hall Foundation management company no less than ten business days prior to desired date. Dates available on a first come, first served basis with Foundation meetings and events having scheduling priority. Holidays may not be available. Only one rental will be booked per day.
2. The Club House is available for rent Monday - Sunday until 11 PM.
3. Member is renting the Club House for six hours which includes the set up, event and clean up.
4. Member may not enter the Property prior to the time set forth in the Term.
5. The Club House occupancy is approximately 75 people.
6. Member shall use the Property for the purposes detailed as Exhibit “A” and none other.
7. The Property is defined as the Community Rooms, Kitchen Area, and Restrooms only.
8. The “Rental Fee” is $150.00. The “Deposit” is $250.00. Please note that your checks will be held until AFTER your rental date. The Foundation shreds deposit checks in lieu of postal mailing returns.
9. Additional hours of use are available for $20.00 per hour and must be included in the Agreement.
10. To rent the facility, the Member must fill out and sign the lease agreement, write the first check for $150.00 (the “Rental and Cleaning Fee”) and the second check for $250.00 (the “Deposit”).
11. Checks are to be made payable to the White Hall Foundation, Inc. Cash, debit and credit cards are not accepted.
12. The Deposit will be refunded if there is no damage to the facility and the Member fulfills all obligations in Agreement including the White Hall Member Rental Clean Up Check List see Exhibit “C”.
13. The clubhouse must be locked at the conclusion of event. If the clubhouse doors or windows are left unlocked, the member remains liable for any damage or destruction done to this area until they are locked next. Failure to lock doors or windows at the conclusion of the event may result in the loss of all or partial deposit.
14. Foundation makes no representations or warranties as to condition of the Property. Member agrees to use the Property AS IS.
15. The fireplaces are for decorative purposes only and are not operational. Do not use the fireplaces. Use of the fireplace(s) will result in the loss of full deposit.
16. White Hall Members are able to utilize the adjacent amenities, playground and swimming pool during your rental.
17. Member shall not remove any items currently at the Club House. Return furniture to its original place.
18. Member must leave the Property in a reasonably neat and orderly condition.
19. Remove any belongings or decorations brought into the Property.
20. Foundation is not responsible for any property left on the Property by Member, its agents, employees, invitees, or permittees.
21. All trash is to be disposed of in the trash receptacles/dumpster outside.
22. Member shall not alter any part of the Property. No decorations shall be attached to the Property.
23. If the Member is using the kitchen, you MAY NOT FRY items.
24. The television does not have cable or any special/upgraded services.
25. Member shall not assign this Agreement in whole or in part without the written consent of the Foundation. Member must remain on site for duration of the function.
26. The Foundation, its agents, and employees are permitted to enter the Property at any time and from time to time during the rental.
27. Member shall obtain all necessary state and local governmental approvals, licenses or permits required for Member’s use of the Property, including, without limitation, any license or permit which may be required in connection with the offering or serving of alcoholic beverages.
28. Member, its agents, employees, invitees and permittees, shall park cars and other vehicles only in those parking areas designated by Foundation for use by Member for such purposes.
29. Smoking is not permitted inside the Club House. If smoking outside, cigarette butts must be disposed of properly.
30. No obnoxious, offensive or illegal activity shall be carried on upon the Property nor shall anything be done which shall be or become an annoyance or nuisance to adjacent residences or members of the community. Member shall obey all local county governmental ordinances and laws as well as all state and federal laws.
31. The clubhouse may have additional tables and/or chairs for your rental, but these are not guaranteed at the time of your event. Please verify the availability of these items with the Foundation staff prior to your rental.

Exhibit “C”: WHITE HALL MEMBER RENTAL CLEAN UP CHECK LIST
This check list must be completed at the end of the rental.
 Removed trash, food and beverages and all decorations, supplies and all rental equipment from facility.
 Wiped down kitchen countertops, sink, table & furniture tops and washed and put away used Foundation dishes.
 Mopped and/or vacuumed spills on facility floors, including bathrooms.
 Closed and locked all facility windows and doors and turned off interior lights.
 Reset thermostat to 70 degrees in November-April and 76 degrees in May-October.

WITNESS the following signatures:
FOUNDATION: THE WHITE HALL FOUNDATION, INC., a Virginia non-stock corporation
Printed Name: _________________________________________  CCF Title: _______________________________
Signature: _____________________________________________Date: ___________________________________

THE WHITE HALL FOUNDATION, INC., MEMBER:
Printed Name:
Date:

Leave this empty:

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Document name: White Hall Clubhouse Rental Agreement
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December 11, 2024 12:13 pm ESTWhite Hall Clubhouse Rental Agreement Uploaded by Haley Overton - [email protected] IP 2600:1700:9220:1f30:45d5:e3c9:61c2:7d15
December 11, 2024 1:23 pm ESTCSS East - [email protected] added by Haley Overton - [email protected] as a CC'd Recipient Ip: 2600:1700:9220:1f30:45d5:e3c9:61c2:7d15
December 11, 2024 1:28 pm ESTCSS East - [email protected] added by Haley Overton - [email protected] as a CC'd Recipient Ip: 2600:1700:9220:1f30:45d5:e3c9:61c2:7d15
December 11, 2024 1:40 pm ESTCSS East - [email protected] added by Haley Overton - [email protected] as a CC'd Recipient Ip: 2600:1700:9220:1f30:45d5:e3c9:61c2:7d15
December 11, 2024 1:43 pm ESTCSS East - [email protected] added by Haley Overton - [email protected] as a CC'd Recipient Ip: 2600:1700:9220:1f30:45d5:e3c9:61c2:7d15
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