Activity Room Rental
ACTIVITY ROOM RULES
3.1 Only WCA Residents who are 21 years old or older may reserve the activity room. To reserve the activity room, a resident must complete a reservation application form and sign a Waiver, Release of Liability, Covenant Not-To-Sue and Indemnity Agreement and submit the same to the WCA Programs and Facilities Manager at the Countryway Facilities office. By completing the foregoing application and agreement the Resident agrees that he/she will be responsible for any and all damages which may occur during his/her use of the facilities. The activity room is not reserved until confirmation is provided in writing by the WCA Programs and Facilities Manager. Events in the activity room shall not be advertised until the reservation is confirmed.
3.2 Approval of all events is subject to the discretion of the WCA Board of Directors.
3.3 Residents may only reserve the activity room once in a thirty (30) day period, unless express approval for additional use is given by the WCA Board of Directors.
3.4 Residents may reserve the activity room, in accordance with these Rules and Regulations, between the hours of 10:00 AM and 8:00 PM. No reservation will be permitted outside of these hours unless permission for extended use is granted by the WCA Board of Directors. No reservation will be permitted during the period the activity room is utilized for meetings of the WCA Board of Directors, Voting Members, or Committee Members or during the period the activity room is utilized for any other WCA business. Residents and their guests must vacate the premises no later than 8PM.
3.5 No event shall last for more than six (6) continuous hours, including set-up and clean-up, without prior approval of the WCA Board of directors.
3.6 Any resident who reserves the activity room must be present at all times and must check in and check out with staff member(s).
3.7 Reservations for use of the activity room can be made not more than 60 days in advance of the requested date unless express approval is given by the WCA Board of Directors.
3.8 When reserving the activity room, Residents must pay a refundable damage deposit of $250. The damage deposit must be paid by check, money order or credit card (WCA does not accept American Express). Checks and money orders shall be payable to Westchase Community Association, Inc. Cash will not be accepted under any circumstances. The deposit must be paid at the time the reservation application form is submitted. Reservations will not be confirmed before payment is received.
3.9 Permission for use of the activity room will not be granted to any person, company, non-profit organization or Westchase group unless 50% of its members or 50% of the anticipated attendees at the event are owners or residents within the Westchase Community. Non-profit organizations must provide proof of non-profit status. Those that cannot meet the 50% ratio will be charged a $40 per hour use fee plus the $250 damage deposit.
3.10 The WCA Board of Directors may waive the damage deposit for any company, non-profit organization, Westchase group or person to the extent the Board determines, in its sole discretion, that a damage deposit is not necessary due to a history of good stewardship of the Facilities or due to other adequate assurances that funds are available should cleaning or repairs be required after the event.
3.11 Community Association sponsored events are exempt from deposits and fees. WCA sponsored events will be given priority over events that are not sponsored by the WCA. WCA sponsored events may be exempt from other restrictions as determined by the Board of Directors. If there are no conflicting reservation requests for a WCA Sponsored event, applications for reservation of the activity room will be approved on a first come, first served basis.
3.12 Any application for a standing periodic reservation must be submitted to the WCA Programs & Facilities Manager and approved by the WCA Board of Directors. Priority for standing periodic reservations shall be given for meetings of the WCA Board of Directors, the WCA Voting Members, WCA Committees and finally to regular periodic meetings of the Westchase Community Development District. If an application for a standing periodic reservation is approved, the initial deposit will remain on account and will not be returned until the activity room is no longer being used.
3.13 The activity room shall not be used for commercial purposes or for any purpose involving profit making or solicitation unless done for on behalf of a charitable organization.
3.14 All activities and events must be contained within the activity room and adjacent covered deck areas. Use of the pool is not included in any rental of the activity room.
3.15 A maximum of 75 people may occupy the activity room at any one time.
3.16 Any company, non-profit organization, Westchase group or person granted permission to use the activity room must set-up and tear down/clean up after each use. At no time shall facility staff be used for setting up tables or chairs or be required to put away or clean up after the event or activity. An inspection of the premises will be performed following each event or activity. Fees for any additional cleaning or repairs deemed necessary by the WCA Programs and Facilities Manager or WCA staff will be deducted from the damage deposit on file. A letter of explanation concerning the withholding of any
monies shall be forwarded to the person who submitted the reservation application form within 7 days of the event.
3.17 If any person attending an event at the activity room fails to comply with these Rules and Regulations, WCA reserves the right to deny approval of any future application for use of the activity room submitted by the individual who engaged in such behavior, the Resident who submitted the reservation application form and the company, non- profit organization, Westchase group or individual that hosted the event. If any person attending an event at the activity room creates a disturbance, displays behavior that is considered to be a nuisance, causes damage to WCA property, or otherwise fails to comply with these Rules and Regulations, the entire damage deposit may be forfeited to cover damages related to the event. Additionally, the Board may levy a fine against the resident who submitted the reservation application for non-compliance with the Rules and Regulations.
3.18 No person may use the activity room in such a manner as to interfere with the rights, comforts, conveniences, or peaceful enjoyment of the adjoining areas within Westchase by other residents.
3.19 Sound amplification equipment must remain within the confines of the building and may only be used during normal operating hours, (i.e., from 10:00 AM to 8:00 PM), unless permission for extended use is granted by the WCA Board of Directors.
3.20 Exterior doors must be closed at all times.
3.21 Wet swimsuits are not allowed inside the activity room.
3.22 Parking vehicles on the grass should be avoided.
3.23 If a Resident is using a third-party vendor to provide food service, entertainment, or security such vendors must provide a copy of their liability insurance policy with an endorsement naming the WCA as an additional insured. These policies must include coverage limits of not less than $ 1 Million.
3.24 Any Resident who reserves the activity room is jointly responsible with the company, non- profit organization, Westchase group or person who is hosting the event for the cost of repairing any damage to the activity room or to the Facilities resulting from the event or activity.
7.5 ACTIVITY ROOM RENTAL REFUND POLICY: The following outlines the refund policy for a resident who has reserved the activity room for an event and needs to cancel their scheduled reservation.
7.5.1 If a Resident cancels their reservation, 30 days or more in advance of the scheduled event, WCA will issue a full refund of the rental user fee and damage deposit.
7.5.2 If a Resident cancels their reservation less than 30 days in advance of the event, WCA will issue a full refund of the rental user fee and damage deposit; however, a $25 administrative fee will be charged and deducted from the refund.
7.5.3 If a Resident cancels their reservation less than 7 days from the scheduled event, WCA will issue a full refund of the damage deposit and 50% of the rental user fee; however, a $25 administrative fee will be charged and deducted from the refund.