Woodlake Pavilion Online Rental Agreement - Woodlake Community Association

Woodlake Community Pavilion Rental Agreement

Please Note:

• When considering the time you need for your rental, setup and breakdown fall within your rental period.

• Arriving before your scheduled time is not permitted without making arrangements ahead of time with the possibility of additional charges to do so.

• Similarly, the amount of "breakdown" time should be factored into your rental period.

• Cleaning up and/or breaking down past your scheduled time is not permitted without making arrangements ahead of time with the possibility of additional charges to do so.

THIS DOCUMENT IS A CONTRACT, FAILURE TO ABIDE BY ANY OF THE RULES STATED WITHIN MAY RESULT IN LOSS OF YOUR DEPOSIT.

In consideration of the privilege of using the Woodlake Community Association Pavilion and adjoining areas owned by the WCA, I hereby acknowledge that the WCA accepts no responsibility for the safety and welfare of myself or of any member of my Rental Party. I also acknowledge that the WCA makes no guarantee as to the condition of the property or as to the safety of the property and operation thereof. In further consideration of such privilege, I for myself, my heirs and personal representatives, and all members of my Rental Party, hereby assume all risks associated with such use, and release the WCA from all liability for any and all loss, injury, or damages to person or property. Furthermore, I have read, understand, and agree to abide by the WCA rules and regulations stated herein and release the WCA from any liability incurred from enforcing these rules and regulations.

Woodlake Resident/Non-Resident Status(Required)

I am Woodlake Resident

I do not live in Woodlake

Electronic Signature Acknowledgment(Required)
I agree and understand that by signing the Electronic Signature Acknowledgment that the electronic signature is the legal equivalent of my manual/handwritten signature.

Date(Required)
MM slash DD slash YYYY

Please Note:

In order for a portion or all of the security deposit to be returned, all terms and conditions must be followed by the Renting Party. The hours of rental expressly include all set up and break down time. In assessing how much of the security deposit will be returned, the Woodlake General Manager will determine if all conditions were met by the Renting Party in the exercise of their sole, absolute discretion.

NOTE: There are specific "Acknowledgment Check Boxes" in sections 20, 22, 31.

Name(Required)
First Last

Phone(Required)

Email(Required)
Enter Email Confirm Email

Date of Rental:(Required)

Time of Rental:(Required)

Anicipated Number of Attendees:(Required)

Will you be Serving Alcohol?(Required)

YES

NO

Brief Description of Your Event:(Required)

Recitals

The Woodlake Community Association desires to rent out the Facility, defined below, and the Renting Party desires to rent the Facility on the terms and conditions as set forth below.

Terms and Conditions

NOW THEREFORE, in consideration of the mutual promises and covenants contained herein, the Parties, each of them intending to be legally bound by this Agreement, agree expressly as follows:

1. Facilities

During the term of the Rental Period, defined below, the Renting Party may have use and enjoyment of the Woodlake Community Association Pavilion and immediately adjoining areas owned by the WCA (“Facility) for personal or group by invitation only. No function may be advertised to the public generally, and doing so will result in the immediate loss of the full deposit and the immediate termination of the Rental Period.

Parking will be made available for the Renting Party’s guests during the term of the Rental Period. The rental of the facility is hereunder restricted to the picnic shelter, the stage area and the grassy area in between. Congregating in the parking lot or in any other portions that are not rented is not allowed. Parking in the fire lanes is not allowed.

The pavilion rental fee must be paid by credit card, cash or check 30 days prior to the rental or at the time the contract is received if less than 30 days prior to the event.
The Renting Party may be a resident of the Woodlake Community Association, and if so, must be current in the payment of Association assessments and membership dues during the Rental Period (and must also otherwise be a member is good standing). However, the WCA may, in the exercise of its sole, absolute discretion, allow rental by non-residents of the Woodlake Community. The Facility may not be rented by the same Renting Party for more than two (2) separate, consecutive Rental Periods.

The Renting Party must be physically present at the Facility throughout the entire event and shall be responsible for any damage to the Facility that may occur during his or rental of the Facility. As stated, the Rental period includes any set up and clean up time for the Renting Party’s event so please include sufficient time for this in the Rental Period reserved.

Not withstanding the length of the Rental Period, any music (e.g., disc jockeys, live bands, etc.) must cease at or before 9:00 pm Sunday-Thursday and at or before 10:00 pm on Friday and Saturday. Excessive noise from the Renting Party’s event is not permitted, and the Renting Party shall abide by all applicable Chesterfield County Ordinances with respect to noise. It is the sole responsibility of the Rental Party to control the sound level of its event, including but not limited to, sound from music, audio/visual systems, and guests of the Renting Party. Failure to control the noise level may result in the immediate closing of the Renting Party’s event and immediate termination of the Rental Party.

2. Rental Charge

The minimum rental time is four (4) hours. The rental fee will be determined as follows:

Resident Rates:

• 4-hour minimum rental - $263.00

• Each additional hour - $53.00/hour

• Full day rental - $525.00

Non-Resident Rates:

• 4-hour minimum rental - $394.00

• Each additional hour - $79.00/hour

• Full day rental - $788.00

Additional Fees:

• Rental Excess Time Penalty - $55.00 deducted from the deposit for every 15 minutes of usage exceeding the rental agreement.

• Rental Hold/Security Deposit - $250.00

3. Rental Hold/ Security Deposit

In addition to the Rental Charge, the Renting Parting shall pay the Association an additional charge of Two Hundred and Fifty Dollars ($250.00) as a Rental Hold/Security Deposit. The Rental Hold/Security Deposit shall be paid immediately upon execution of this Agreement (i) to secure the Renting Party’s intent to rent the Facility, (ii) cover any damage or loss that may occur to the Facility (including its contents) and the grounds surrounding the Facility, and (iii) any additional cleaning that may be necessary following the Rental Period. Only after the Association has determined that the Facility (including its contents) and the grounds surrounding the Facility are free of damage and are in a clean condition arising from or related to the Renting Party’s rental of the Facility will this, or a portion of this Rental Hold/Security Deposit, be refunded. The Renting Party shall also be responsible for, and upon demand shall immediately pay, to the WCA the cost to repair any damage or to pay for any cleaning in excess of the amount of the retained Rental Hold/Security Deposit. In the event the WCA is required to commence litigation to recover any additional costs to repair damage caused by the Renting Party, the Renting Party shall also be responsible for the attorney’s fees incurred by the WCA in such litigation, and whether or not the WCA is the prevailing party in such litigation.

The Renting Party will be provided a key to access the lights for all rentals after dark. The key provided to the Renting Party must be returned following the rental to the WCA Office. If the office is closed, please place the key in the office door slot. The Renting Party will be charged a $50 replacement fee for any lost light keys.

The Renting Party will be provided "private event" signs by the WCA. These signs must be returned to the WCA office after the rental. The Renting Party will be charged a $50 replacement fee for any lost "private event" sign.

The rental times designated in the rental contract are strictly adhered to. The Facility must not be accessed prior to the contracted rental time and must be vacated within 15 minutes of the contracted rental time. Failure to comply with this will result in forfeiture of $55 of the deposit for every 15 minutes of excess usage and further legal action may be taken.

4. Decorations

Decorations may be hung by the Renting Party in the Pavilion and Amphitheater area with the use of Gorilla tape. No nails, staples or tacks may be used on sign posts, tables, or pavilion or stage structures. No tape shall be used on any painted structure. All decorations and anything used to hang decorations must be removed by the renter as part of the rental cleanup procedure. Failure to remove decorations or associated items may result in the loss of the Rental Hold/Security Deposit in the exercise of the Association’s sole, absolute discretion. The Renting Party shall NOT use rice, bird seed, glitter or confetti of any type in the Pavilion area or the Facility.

5. Rental Chairs, Tables and Other Equipment

Prior to the Rental Period, the WCA must approve the Renting Party’s use of any chairs, tables, or other equipment during the Rental Period. The Renting Party shall also return all furniture belonging to the WCA or located in the Facility at the beginning of the Rental Period to its original location at the end of the Rental Period.

6. Parking

Parking on the asphalt loop just above the Pavilion shall be limited to caterers or others servicing your event. The access road must be kept clear at all times, per Fire Department regulations. No vehicles are permitted beyond the loop above the Pavilion for any reason.

The Renting Party is responsible for communicating this rule to all those connected with the event, to include caterers, bands, etc. No vehicles may be parked on the grass at any time. Taking vehicles beyond the gate at any time or parking on the grass, for any reason will result in the loss of the Rental Hold/Security Deposit. The Renting Party is solely responsible for any additional costs in excess of the Rental Hold/Security Deposit that are necessary to repair damages from parking or driving in the grassy area.

7. Guest Parking

Guest parking is available near the entrance to Legacy Park in the loop past the Aquatic Fitness Center or in the lot across the street from the Aquatic Fitness Center. A special parking pass will be provided to the Renting Party for guests requiring additional accommodations at their request. The Shelter Cove parking lot is restricted to residents with current Woodlake parking stickers.

8. Rest Rooms

Restrooms are available at the Boathouse. A code for access to the restrooms will be provided for your rental.

9. Electricity and Lighting

Electrical outlets are located on the Amphitheater stage and in the Pavilion area. Lights are also located in the Pavilion area and it is the responsibility of the Renting Party to turn these off at the end of the event. The Renting Party will be provided a key to access the lights for all rentals after dark.

10. Cooking And Fires

All fires shall be limited to the fireplace and grill area under the picnic shelter. Personal, portable gas or charcoal grills are permitted in this area. No fires or cooking are allowed on the amphitheater stage. Charcoal shall be dumped in the metal receptacle located behind the fireplace immediately after use. The Renting Party is required to bring their own water for extinguishing any fires. All fires must be fully extinguished by the Renting Party before leaving the premises.

11. Swimming

Rental of the Pavilion does not automatically entitle the Renting Party to use of any of the WCA outdoor pool facilities. Swimming in the lake is prohibited from anywhere on WCA property. The WCA accepts no responsibility for the safety and welfare of persons with regard to the lake.

12. Boat Rentals

Rental of the facility does not automatically entitle the Renting Party to use of the pontoon boats. Pontoon boat cruises may be scheduled by the Renting Party by contacting the WCA office in advance and depending on availability.

13. Damage

The Renting Party is responsible, and upon demand shall immediately pay, the WCA for any damage to the Facility that arises from or is related to the Renting Party’s rental of the Facility. This includes, but is not limited to, restrooms, tables, lights, fire place or any other property or asset owned or leased by the WCA.

Upon demand from the WCA, the Renting Party shall immediately pay the WCA the cost to repair any damage or to pay for any cleaning in excess of the Rental Hold/Security Deposit. In the event WCA is required to commence litigation to recover any additional costs to repair damage caused by the Renting Party, the Renting Party shall also be responsible for the attorney’s fees incurred by WCA in such litigation, and whether or not WCA is the prevailing party in such litigation.

14. Set Up

Setup shall be completed within the Rental Period and no earlier. This includes any decorations, caterers, tables, moon bounces, etc. The Pavilion has 4 large picnic tables which are for your use or may be set aside. If picnic tables are moved, they must be returned to their original positions as part of the cleanup process. You may set up tables, chair and equipment within the Pavilion/Amphitheater area as long as the bike paths and access road are not blocked or restricted in any way. Tents and any other structures may be set up in the grassy area but must be secured with water barrels or sandbags only. No in-ground stakes are allowed at any time. The use of any stakes in the grassy area will result in the forfeiture of the Rental Hold/Security Deposit.

15. Clean up

The Renting Party is responsible for returning the Pavilion area to the condition as it existed prior to the Rental Period. Cleanup must be completed within the Rental Period so as not to interfere with any subsequent rentals. Before the end of the Rental Period the Renting Party shall:

• Remove all decorations, signs and anything used to hang decorations.

• Move all picnic tables back to their original location if they have been moved.

• Remove all equipment provided by the Renting Party for use at their event to include catering equipment, tables, chairs, tents, moon bounces, etc.

• Turn off any Pavilion or Amphitheater lights used during your event.

• Fully extinguish any fires used in the fireplace or grill area.

• Securely close the bathroom doors.

• Empty all garbage cans and replace with the trash bags provided. Trash must be loaded into the trailer parked behind the boathouse.

• Pick up any trash or litter on the grounds.

16. Acts Beyond the WCA’s Control

In the event the Facility or any part thereof is damaged or destroyed by fire or any other cause, or if any casualty or unforeseen occurrence shall render the WCA’s fulfillment of this Agreement impossible, then this Agreement shall terminate automatically, and the WCA shall return to the Renting Party any Rental Hold/Security Deposit and Rental Fee already paid by the Renting Party. In such event, WCA shall incur no additional obligations, and shall not be liable for any consequential damages associated with the automatic termination of this Agreement. The return of the Rental Charge and the Security Deposit shall be the Renting Party’s sole and exclusive remedy for the termination of this Agreement by WCA, and the Renting Party hereby expressly waives any claims for damages or compensation arising from or related to the termination of this Agreement under this paragraph.

17. Scheduling

The WCA retains the right to schedule other events in the Facility both before and after the Rental Period without notice to the Renting Party.

18. Access to Premises

The WCA reserves for its employees, representatives, and agents free, unfettered access to the Facility, and always enjoys the right to enter any portion of the Facility during the Rental Period.

19. Indemnity

The Renting Party shall indemnify, defend, and hold harmless the WCA and its officers, members, and employees against any and all demands, cause of action, or any other claim of by any third party arising out of or related to the Renting Party’s rental of the Facility, or arising out of the actions of the Renting Party, its agents, employees, guests, or invitees.

20. Cancellation

In addition to any other remedy available at law or equity, either Party may cancel this Agreement if the other Party fails to comply with a material term and condition of this Agreement following notice and an opportunity to cure. In the event that the Renting Party cancels the event, the Renting Party shall notify the WCA immediately in writing or by email. Once canceled, the Renting Party shall be responsible for agreed liquidated damages based on the date of the cancellation as set for the below. The parties agree that the following liquidated damages are reasonable where cancellation comes less than thirty (30) days prior to the event.

A. In the event the Renting Party cancels the event, more than thirty (30) days prior to the event, Renting Party shall receive a full refund.
B. In the event the Renting Party cancels the event less than thirty (30) days prior to the event but at least two (2) weeks prior to the event, Renting Party shall forfeit to the WCA as liquidated damages the entire Rental Hold/Security Deposit.

C. In the event the Renting Party cancels the event less than two (2) weeks prior to the event but more than one (1) week prior to the event, Renting Party shall forfeit to the WCA as liquidated damages the entire Rental Hold/Security Deposit in addition to fifty percent (50%) of the rental fee.

D. In the event the Renting Party cancels the event less than one (1) week prior to the event the Renting Party shall forfeit to the WCA as liquidated damages the entire Rental Hold/Security Deposit in addition to the entire rental fee.

E. In the event of a “No Show” by the Renting Party on the day of the rental, the Renting Party shall forfeit to the WCA as liquidated damages the entire Rental Hold/Security Deposit in addition to the entire rental fee.

This venue is an outside venue with no optional indoor facility. The weather is usually suitable for outside events and is rented as such at your discretion, but Renting Party alone assumes the risk of inclement weather during the Rental Period. Please be advised that the rental of the Facility will only be cancelled without penalty in the event of dangerous weather conditions at the sole, absolute discretion of the WCA General Manager twenty-four (24) hours or less prior to your event. Please be advised that your rental shall only be rescheduled in the event that the parties can reach agreement on a mutually acceptable date and time.

Upon demand from the WCA, the Renting Party shall immediately pay the WCA the cost to repair any damage or to pay for any cleaning in excess of the Rental Hold/Security Deposit. In the event WCA is required to commence litigation to recover any additional costs to repair damage caused by the Renting Party, the Renting Party shall also be responsible for the attorney’s fees incurred by WCA in such litigation, and whether or not WCA is the prevailing party in such litigation.

* Acknowledge that you have read and agree with the Cancellation Policy.(Required)

YES, I have read and agree with the Cancellation Policy.

21. Compliance with Laws, Noise and Behavior

The Renting Party shall comply with all applicable laws and regulations and shall not use or occupy the Facility for any unlawful purpose. Outdoor music is not allowed after 9:00 pm Sunday - Thursday or after 10:00 pm on Fridays and Saturdays. Foul language, excessive noise, excessive drinking, and disorderly conduct will not be tolerated at any time. Violators will be asked to leave the Facility, the Rental Hold/Security Deposit may be forfeited in the sole, absolute discretion of the WCA, and the Renting Party may lose further use of the WCA Facility at the discretion of WCA management and/or Board of Directors. No animals except for service animals are permitted at the Facility.

22. Alcoholic Beverages

If the Renting Party will serve alcohol at its event, it shall obtain any license or permits required under applicable laws and regulation to do so from the Virginia Department of Alcoholic Beverage Control (“ABC”) and provide the WCA with copies of any such licenses or permits at least ten (10) days prior to the Rental Period.

The Renting Party is solely responsible for ensuring that the correct types of licenses are obtained. The Renting Party agrees to follow all requirements for operating under the alcohol license issued to him/her through the ABC. No Alcoholic beverages are to be consumed outside the Facility. The WCA reserves the right to remove any person(s) from the Facility who does not follow the instructions for operating under the appropriate license of the Virginia ABC. No one under the age of twenty-one (21) may consume alcohol. If minors are found consuming alcohol or if all required ABC licenses and permits are not obtained, the event will be terminated immediately with forfeiture of the entire Rental Hold/Security Deposit.

If you are serving alcohol, you will need to obtain an ABC Banquet License for your event and the WCA will need a copy of that license prior to your event.

https://www.abc.virginia.gov/licenses/get-a-license/banquet-licenses Get a Virginia ABC Banquet License Visit Virginia ABC: www.abc.virginia.gov

* Acknowledge that you will be providing an ABC Banquet License if serving alcohol.(Required)

YES, I AM serving alcohol and will be providing an ABC Banquet License.

NO, I will NOT be serving alcohol.

23. Additional Licensing

Any corporate groups that rent the Pavilion shall provide a Certificate of Insurance which shows the WCA as an “additional insured” for the event.

24. Catering

The Renting Party may have present in the Facility a licensed food handler or caterer if the Renting Party provides to the WCA the name of the licensed food handler or caterer, a copy of the food handler’s or caterer’s license and proof of insurance at least ten (10) days prior to the Rental Period or upon execution of this Agreement if less than ten (10) days from the Rental Period.

25. Smoking/Tobacco Use

It is the Renting Party’s sole, exclusive responsibility to ensure that all guests properly dispose of smoking products and litter. Receptacles for smokeless tobaccos, or “spit-cups” found in the Facility after an event shall constitute grounds for immediate forfeiture of the entire Rental Hold/Security Deposit.

26. Directional Signage

Directional Signage may not be used except with the prior permission of the WCA. 1 or 2 directional signs may be placed to assist your guests in locating the Pavilion on the day of the rental only. Any signs must be removed immediately following the Rental Period.

27. Miscellaneous Guidelines

a) Petting zoos, pony parties and other events involving large animals are not permitted.

b) Feeding of wild birds and animals is strictly prohibited.

c) Woodlake prohibits the use of illegal/illicit substances as well as underage drinking.

d) No in-ground stakes are allowed at any time. Inflatable play structures, tents, etc. must be secured with sand bags or water barrels only.

28. Assignment/Modifications

This agreement may not be assigned or transferred without the express written consent of the WCA. This Agreement may not be modified or amended except through an express written agreement signed by the Parties.

29 Entire Understanding

The Parties agree that this Agreement contains the entire understanding between them and that there are no oral or written promises, inducements, representations, warranties, covenants, undertakings, or agreements whatsoever between them, except as contained herein. This Agreement cancels, annuls, and invalidates any and all prior agreements between Parties, whether verbal or written, regarding the rental of the Facility.

30. Governing Law, Venue and Attorney’s Fees

This Agreement shall be governed by the laws of the Commonwealth of Virginia. The Parties agree that, if any provision of this Agreement is held to be invalid or unenforceable, all of the other provisions shall, nevertheless, continue in full force and effect. In any litigation arising from this Agreement, WCA shall be entitled to recover its reasonable attorney’s fees and costs from the Renting Party – and shall be so entitled whether it prevails in the litigation or not.

31. Notices

All notices require to be given hereunder shall be deemed sent when delivered by hand, or on the third day following the date upon which the notice or communication shall have been deposited in the United States Mail, postage prepaid, registered, or certified mail, return receipt requested, and addressed as set forth underneath the respective party’s signature.

* I have read, understand, and agree to abide by the WCA rules and regulations stated herein and release the WCA from any liability incurred from enforcing these rules and regulations.(Required)

YES

Deposit Amount

Price:

Payment Method(Required)

Credit Card - Proceed with Payment Below

Cash/Check - Please Contact the WCA Office to Arrange Payment

WCA Office: 14900 Lake Bluff Parkway Midlothian, VA 23112 | | 804.739.4344 | email: dianal@woodlakeva.org

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Supported Credit Cards: MasterCard, Visa
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14900 Lake Bluff Parkway
Midlothian, VA 23112

frontdesk@woodlakeva.org

804.739.4344