Amenity Center Rental Agreement

I. Reservations

1. Reservations are on a first-come, first-serve basis. Areas and times may not be shared if a prior, conflicting reservation has been made. The amenity is as-is, meaning we cannot make special allowances for any renter or guarantee that everything will be in working order. We cannot adjust the music and do not allow access to the TV.
2. Once the rental form is received and approved by the Bryson Community Association Team, an invoice will be sent via email from Square.com.
3. Effective May 22, 2024, there are no rental fees associated with the rental, but a refundable deposit is required for each rental: $300 for the Pavilion and Galley Bar or $150 for Dogwood Park.
4. Each resident renting the Bryson Backyard Amenity Center Pavilion and Galley Bar or Dogwood Park must sign and execute a Rental Agreement.
5. Upon receipt of a signed Rental Agreement, deposit payment, and any other required documentation, the Association will send an email confirmation of your approved event date and time.
6. Residents may not access a reserved space prior to their scheduled time, nor remain in the reserved space after their scheduled time.
7. Residents are responsible for the entire setup and breakdown of the event, including cleanup after the event.
8. A reservation is not guaranteed and may be refused at the sole discretion of the Board of Directors, for any or no reason.
9. A reserved event may be terminated during the event if, in the judgment of the Bryson Community Association Team, it poses a threat of harm or danger to property or persons, breaches the agreement, disturbs the peace, involves inappropriate behavior by residents or their guests, or causes a loss of quiet enjoyment by other Bryson residents.
10. The Pavilion, Galley Bar, and Dogwood Park may only be rented by residents who live within the Bryson community. Residents are responsible for all guests, and those sponsoring a non-resident event must attend the entire event.
11. Deposits for the use of the Pavilion, Galley Bar, or Dogwood Park must be submitted with a signed Rental Agreement to secure the rental time, location, date, and conditions.

II. Deposit Refund

1. To receive a full deposit refund within 14 days after the event, the renter must:
   • Remove all garbage, place it in the designated dumpsters in the parking lot corral, and replace garbage liners.
   • Take down all decorations or event displays, including the removal of any tape or adhesives.
   • Restore the Pavilion, Galley Bar, and Dogwood Park to their pre-rental condition to the satisfaction of the Bryson Community Association Team.

III. Cancellation

1. If the renter cancels the reservation:
   • 48 hours or more prior to the event: 100% of the refundable deposit will be returned.
   • 24 to 48 hours prior to the event: 50% of the refundable deposit will be returned.
   • Less than 24 hours prior to the event: The entire deposit will be forfeited.
2. If the Association terminates the rental due to threats to safety, breaches of the agreement, or disturbances, no refund of the deposit will be provided.

IV. Computation of Rental Time

1. Rentals are limited to the hours between 9 AM and 9 PM and must include time for setup and cleanup.
2. Each rental is limited to five (5) hours unless otherwise authorized by the Bryson Community Association Team.

V. Capacity

1. The capacity limit of the Bryson Backyard Amenity Center Pavilion and Galley Bar shall not exceed 75 people at any time, inclusive of Residents.
2. The capacity limit of Bryson Dogwood Park shall not exceed 30 people at any time, inclusive of Residents.

VI. Food and Beverage

1. Residents may bring their own food and beverages.
2. Alcohol may only be served with prior approval from the Bryson Community Association Team, along with proof of:
   • TABC-certified bartender hired to serve alcohol.
   • An off-duty police officer present during the event.
     • Note: Both the bartender fee and off-duty police officer fee are the responsibility of the Resident.
     • Catering or bartending vendors must be pre-approved by the Bryson Community Association Team, and proof of insurance must be provided prior to arriving on-site.
     • No glass bottles or containers of any kind are permitted at the Bryson Backyard Amenity Center Pavilion and Galley Bar under any circumstances, including but not limited to: soda, water, beer bottles, drinking glasses, or vases.

 VII. Vendors

1. Additional liability insurance coverage is required for events using professional services, including catering, bartending, entertainment, or delivery services.
2. The Bryson Community Association, Inc., must be named as an additional insured party on all vendor insurance policies.
3. Residents are prohibited from allowing unapproved vendors to conduct business or perform services on Bryson property.

VIII. Music

1. Music volume must comply with city and county noise ordinances and must not disturb other residents.
2. Any musician, band, or DJ performing on-site must ensure music is family-friendly and appropriate for the venue.
3. The Bryson Community Association Team reserves the right to deny the use or performance of any music deemed inappropriate.

IX. Television

1. The television is not available for private rental use.

X. BBQ Grills

1. BBQ grills are permitted at the Bryson Backyard Amenity Center Pavilion and Galley Bar with prior approval.
2. Grills may only be used in designated areas.
3. Used charcoal must not be disposed of in garbage receptacles or dumped anywhere on Bryson property.
4. If a BBQ grill is used, a representative of the Bryson Community Association Team must review the location of fire extinguishers and emergency call procedures prior to the event.

XI. Additional

1. Smoking is prohibited at all Bryson amenities, including the Pavilion and Dogwood Park.
2. Prohibited items include confetti, glitter, paint, sidewalk chalk, piñatas, balloons (including biodegradable balloons), and water balloons.
3. Open flames are prohibited except for grills while cooking.
4. Rentals do not include access to the Splash Pad, Pool, or Event Lawn.
5. Parking Requirements:
   • Guests must park only in designated areas as shown on the Event Parking Map (Exhibit A).
   • Vehicles parked outside designated areas may be towed at the owner’s expense, and deposits may be forfeited.
   • Residents are responsible for informing their guests of parking requirements.
6. Residents are responsible for providing their own cleaning materials, including dish soap, cleaning towels, sanitary wipes, brooms, and dustpans.

XII. Pool and Splash Pad Use

1. Use of the pool or Splash Pad is not permitted during private rentals.

XIII. Inclement Weather

1. Events may be rescheduled due to inclement weather if the Bryson Community Association Team receives advanced notice. Rescheduling must occur at least 48 hours prior to the scheduled event start time.
2. If inclement weather occurs during your scheduled event, no refund will be issued for the rental fee. However, the security deposit will be refunded in full.

XIV. Rental Eligibility

1. Rentals are only available to residents in "good standing," defined as:
   • Current on assessments and fees.
   • No unpaid fines or property violations.
   • No pending litigation with the Association.

If you are hiring vendors (i.e. catering, equipment rental, DJ, bartender, etc, please include their contact information on this form. If necessary, use an additional sheet.

The Resident agrees to the above-stated terms and rules, and that by submission of the Rental Application, he / she will be held liable for any and all damages, losses, and expenses incurred by the Bryson Community Association Team caused by the acts and / or omissions of the Resident or any of his or her guests, agents, officers, directors, employees, consultants, or similar persons. Further, the Resident agrees to indemnify, defend, and hold Bryson harmless of any and all claims, suits, judgments, damages, losses, and expenses, including but not limited to court costs, expert witnesses, consultation services and attomey fees, arising from any and all acts and / or omissions of the Resident, or any of his / her guests, agents, officers, directors, employees, consultants, or similar persons. Nothing contained in this rental policy or rental application shall constitute or be construed as a waiver of Bryson's limitation or liability.