Ventura Homeowners' Association

FACILITY RENTAL FOR PRIVATE FUNCTIONS

WHO CAN RENT VHA FACILITIES

VHA facilities may be rented for private use by Ventura homeowners in good standing with the Association, or, if authorized, their tenants. THE MEMBER RENTING THE FACILITY MUST BE ON THE PREMISES AT ALL TIMES DURING A PRIVATE USE, INCLUDING SETUP AND CLEANUP. No one will be allowed into a facility without the member renting the facility or another authorized event host acceptable to the Association.


WHAT FACILITIES ARE AVAILABLE?


Two facilities are available to rent for private use: the Community Center and the swimming pool. The Community Center can accommodate events of 75 people. The Community Center has enough tables and chairs to serve its capacity. The pool can accommodate a private swim party and can only be held when the pool is closed to the community.


HOW FAR IN ADVANCE CAN I RENT A FACILITY?


Rental contracts can be written as far as 6 months before an event (provided the facility has not already been scheduled for another event).


HOW DO I ARRANGE FOR USE OF A FACILITY?


VHA facilities cannot be reserved. To schedule private use of the Community Center or pool, you must do so in person at the Association' s main office during regular business hours by signing the rental contract and paying all appropriate fees at the time the contract is signed.


HOW MUCH WILL IT COST?


The rental will incur a User Fee of $75.00 and a Reservation and Security Deposit of $150.00. This must be paid at the time of reservation. In addition, if alcohol will be served, there will be an additional $100.00 security deposit, for a total of $250.00. Use fees have been established to provide the facilities to members at the lowest possible cost. Some of these costs are mandatory if alcohol is to be served at a private function. In addition to use fees, a damage deposit is also required. Provided there is no damage, the deposit will be returned after your event. Deductions may be made from the damage deposit for the cost of repairing damage resulting from your use of the facilities or for cleaning which is required after a private use to bring a facility to an acceptable standard.


HOW CAN I PAY THE REQUIRED FEES?


The Association accepts cash, checks, and money orders. Checks will only be accepted from homeowners.


HOW LONG CAN I HAVE THE FACILITY?


Basic facilities rental fees include the following:


Setup and decorate your event
Take down and cleanup


All parties must end by 12:00 midnight as this is a residential area. Cleanup can be accomplished after this time, but must be completed before departure.


CAN I HAVE A CATERER?


Yes, caterers are welcome. However, you must include time for a caterer to setup in your rental contract and the person who signed tile contract must be present in the facility when the caterers arrive and remain during their setup and take down.


CAN WE SERVE ALCOHOLIC BEVERAGES?


Alcoholic beverages may be served. When alcoholic beverages are served, a security guard must be present during the event. You must make arrangements for this no less than 3 weeks in advance. Use of alcohol without security present will result in immediate termination of your function.


DECORATIONS


Decorations are limited to placing items on the tables and chairs and self-supporting decoration. NOTHING may be attached or taped to the walls, ceilings, or floors. Helium balloons may be secured to tables or chairs, but when these are used, all tape must be removed. USE OF CONFETTI, SMOKE MACHINE, OR OPEN FLAMES ARE PROHIBITED.


HOW DO I KNOW WHAT THE RULES ARE?


First, read the contract.
Second, read the facility use rules.


WHAT ABOUT CLEANUP?


Cleanup must be accomplished on the same day of the party. When cleaning the facility you will be required to clean tile entire facility as we often have rentals back to back on the weekends. The restrooms, hallway, kitchen, and all floors are just a few of the cleanup areas which require your attention after the event. The VHA provides all cleaning supplies.


IS THERE ANYTHING ELSE I SHOULD DO?


Contact the Association staff at least 3 weeks before your event to confirm times and arrangements. If contract is canceled within ten (10) days of scheduled lease date, the LESSEE will forfeit $25.00 of the security deposit as a nonuse fee for the facility.


Be prepared to do a walk through inspection of the facilities before and after your function. This must be done by the member signing the rental contract. The walk through must be done before the next setup begins to protect your damage deposit.

Feel free to ask Association staff about any question or concerns you might have.