LMOA Booking Form 2024

I would like to book the following type of event:*

Small Group Event: free and open to LMOA Members (8-24 participants)Large Group Event: free and open to LMOA Members (25+ and may not exceed space capacity)Private Event: open only to invitees or paying guests and may not exceed space capacitySpecial Event: occurs on common or private property and affects the ordinary use of amenities and/or roadsLMOA Staff or Committee Meeting

GROUP EVENTS

You would like to reserve a space for a Group Event as described below. The reservation process is initiated by the submission of this application. A booking requires approval and is not complete until all deposits are paid in full and you have received official confirmation from the LMOA Member Service Team. Submission of this form does not equate to approval. Please do not advertise your event until confirmation is received. If you do not hear back from LMOA Staff within 2 workdays, please feel free to reach out to us at 434-589-8263 ext. 4100. or memberservices@lmoa.org.

Groups of 8-24

If you are an LMOA Member or an event coordinator approved by LMOA Staff, you may schedule and reserve space for a one-time occasion or on a regular, scheduled, and recurring basis free of charge. To be eligible, the group needs to consist of no less than 8 participants and the gathering must be open free of charge to any participant. Only LMOA Staff and Committees may meet in groups less than 8.

Groups of 25+

For your safety and enjoyment, any event with more than 25 participants must have approval from the General Manager and deposits and fees may apply. All fees must be paid 2 weeks prior to the event. To be eligible, the gathering must be open free of charge to any participant.

Please note that if a paying group needs the room to meet, it will pre-empt your group’s usage of the space; LMOA will give 24 hours’ notice to provide the group leader enough time to notify the group of the cancellation and revised location.
Coordinator's Name*

First NameLast Name
18 Yrs of Age or Older?*

YesNo
Business, Nonprofit, or Committee Name:
Liability Insurance?

YesNo
Phone Number*
Please enter daytime contact phone number
Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Email*
example@example.com
Name of Event/Group*
Date of the Event*

MonthDayYear
Date
Start Time (including setup)*

Hour Minutes

AM/PM Option
End Time (including breakdown)*

Hour Minutes

AM/PM Option
This event will be reoccuring on same day of the week and time*

yesno
This event will reoccur for:
Indicate the number of consecutive weeks
Number of Attendees*
How will new people join your group/activity*
Please include other logistical or helpful information here:
Including space setup (tables, chairs, AV etc.)
USAGE AGREEMENT

GENERAL TERMS & CONDITIONS

1. A cleaning deposit of $200.00 is required by any Group whose attendees will consume food during the Group’s event. The deposit will be held for recurring events until the series ends. Brown bag lunches do not require a cleaning deposit.

2. Crockpots, hotplates, or other electrical appliances are prohibited.

3. NO ALCOHOL is permitted.

4. NO SMOKING/VAPING is allowed in any LMOA facility.

5. Under NO circumstances shall the conduct of an employee be the subject of personal reprimand by a member or their guest. Any instance of perceived misconduct on the part of an employee should be reported to a supervisor or the General Manager as soon as possible.

6. Rooms must be returned to their original condition and set-up. LMOA may charge a set-up fee for special room set-up requests, which will be communicated in advance.

7. Usage period includes set-up/clean-up.

8. Storage space is not provided during or after usage periods.

9. NO ANIMALS are allowed in or at LMOA Amenities unless special approval has been given in advance.

LOSS OF SPACE

If a paying group needs the room to meet, it will pre-empt your group’s usage of the space; LMOA will give 24 hours’ notice to the Group leader, to provide time for them to notify each member of the cancellation or location revision.

SUSPENSION

The following shall cause a suspension of the Group’s usage:

1. If the Group participation falls to less than 8 people (LMOA Staff and Committees are exempt).

2. If the space was not cleaned up and returned to its original condition after use.

3. If the Group is causing disruptions.

4. The event is not genuinely open to the general membership

5. If the event is found to be in violation of LMOA policies or parking restrictions.

SAFEGUARDING OF PROPERTY

If the facilities or any portion of the premises are damaged by the act, default, or negligence of any members of the group, the member responsible for the damage shall pay to LMOA such sum as shall be necessary to restore said premises to its original condition. The deposit, if any, may be applied to any damages, and the responsible member is billed for any remaining balance owed.

The group is responsible for securing the space when the usage is completed if the event occurs on the weekend or after office hours. Contact the Main Gate (434) 589-3215 to have an officer meet you to secure the building.

CANCELLATION POLICY

If your group needs to cancel, contact the calendar and events coordinator to be removed from the calendar.

HOLD HARMLESS CLAUSE

The responsible party agrees to hold harmless the Lake Monticello Owners' Association and its officials and staff from and against any and all claims, suits, actions, damages and/or causes of action during the term of this agreement, for any personal injury, loss of life, property and/or damage to property sustained in or about the said premises, and from and against all costs, expenses and liability incurred in and about any such claims the investigation thereof or the defense of any action process brought thereon, and from and against any orders and/or judgments that may be entered therein including court costs and attorney's fees, arising out of or resulting, directly or indirectly, from the Service Provider's (or Service Provider's subcontractor's) performance or breach of the contract.
Will you need to use any of our technical equipment during this event?*

YesNo
If yes, what equipment do you plan to use for the event?
Examples: Screen projector, TV, microphones, etc.
For our Safety and Security Team to let guests into Lake Monticello, each guest must know your First and Last name as well as your Lake Monticello property address. They must be able to provide this at the gate.*

Yes, I will inform my guests.
As the Group Leader, I affirm that I have read and agree to abide by the terms above. Please sign below: *

Clear

PRIVATE EVENTS

You would like to reserve a space for a Private Event. The reservation process is initiated by the submission of this application. A booking requires approval and is not complete until all deposits are paid in full. All fees must be paid 2 weeks prior to the event. Please do not advertise your event until official confirmation is received from LMOA Member Services. If you do not hear back from someone within 2 workdays, please feel free to reach out to us at 434-589-8263 ext. 4100. or memberservices@lmoa.org. To guarantee the space for your event, we will require a refundable deposit of half the rental fee and a $200 cleaning deposit. The total rental fee is due within two weeks of booking.
Coordinator's Name*

First NameLast Name
18 Yrs of Age or Older?*

YesNo
Business, Nonprofit, or Committee Name:
Liability Insurance?

YesNo
Phone Number*
Please enter daytime contact phone number
Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Email*
example@example.com
Type of event:*
birthday, reveal, reunion, anniversary, etc.
Date: 1st Choice*

MonthDayYear
Date
Date: 2nd Choice*

MonthDayYear
Date
Start time (including setup)*

Minutes

AM/PM Option
End time (including breakdown)*

Minutes

AM/PM Option
Number of Attendees*
Indicate any elements anticipated (such as banners/signs, tents, arches, canopies, cordons, swags*
Please include other logistical or helpful information here:*
Including space setup (tables, chairs, AV etc)
RENTAL AGREEMENT

GENERAL TERMS & CONDITIONS

1. A cleaning deposit of $200.00 is required.

2. Crockpots, hotplates, or other electrical appliances are prohibited.

3. NO ALCOHOL is permitted unless you have secured a liquor license or contracted a caterer with a liquor license. Note: RocDun Hospitality (Bunker Bistro: 434-591-0106) is a caterer with a liquor license.

4. NO SMOKING/VAPING is allowed in any LMOA facility.

5. Under NO circumstances shall the conduct of an employee be the subject of personal reprimand by a member or their guest. Any instance of perceived misconduct on the part of an employee should be reported to a supervisor or the General Manager as soon as possible.

6. Rooms must be returned to their original condition and set-up.

7. The Applicant is responsible for food and decorations and shall only use the premises in a manner consistent with the LMOA Policy. The facility may be decorated if desired, with the following restrictions:
- No decorations, banners, or streamers may be affixed to the walls, floors, ceilings, furniture, fixtures, furnishings, or other property belonging to LMOA unless authorized in writing by LMOA prior to the event.
- The use of tacks, nails, staples, and glue is not permitted. Free-standing decorations, table-top decorations, and balloons are all acceptable.
- Piñatas, cascarones, confetti, rice, and birdseed are prohibited.
- All signage for the Event must be professionally printed and approved by LMOA prior to the display or usage.
8. The rental period includes set-up/clean-up.

9. Storage space is not provided during or after rental periods.

10. NO ANIMALS are allowed in or at LMOA Amenities unless special approval has been given in advance.

INSURANCE

Businesses and Nonprofits or Applicants who do not have necessary coverage with their homeowner/tenant policy are to submit a Certificate of Liability Insurance (CLI) naming Lake Monticello Owner’s Association as additionally insured for no less than $1 million dollars on the date of the event.

EVICTION

LMOA, through its authorized representatives, reserves the right to refuse the use of the facilities to any person, organization, or others requesting the use of such facilities, or to evict any person or organization for misconduct, or when deemed to be in the best interest of LMOA. In the event of eviction for reasonable cause, the Applicant shall forfeit any and all sums prepaid for the occupancy under this rental agreement, and will be responsible for the cost incurred to evict and prior to eviction.

SAFEGUARDING OF PROPERTY

If the facilities or any portion of the premises are damaged by the act, default, or negligence of any members of the group, the member responsible for the damage shall pay to LMOA such sum as shall be necessary to restore said premises to its original condition. The deposit, if any, may be applied to any damages, and the Applicant is billed for any remaining balance owed.

The group is responsible for securing the space when the usage is completed if the event occurs on the weekend or after office hours. Contact the Main Gate (434) 589-3215 to have an officer meet you to secure the building.

CANCELLATION POLICY

The Applicant must provide written notice to LMOA to cancel an event. If the Applicant canceles within 48 hours of the event or without timely written notice, they and LMOA agree that all monies paid to LMOA before the time of cancellation may be retained by LMOA as liquidated damages. If the Applicant cancels the Event, all monies paid to LMOA can be forfeited and may not be credited to future events.

HOLD HARMLESS CLAUSE

The responsible party agrees to hold harmless the Lake Monticello Owners' Association and its officials and staff from and against any and all claims, suits, actions, damages and/or causes of action during the term of this agreement, for any personal injury, loss of life, property and/or damage to property sustained in or about the said premises, and from and against all costs, expenses and liability incurred in and about any such claims the investigation thereof or the defense of any action process brought thereon, and from and against any orders and/or judgments that may be entered therein including court costs and attorney's fees, arising out of or resulting, directly or indirectly, from the Service Provider's (or Service Provider's subcontractor's) performance or breach of the contract.
Will you need to use any of our technical equipment during this event?*

YesNo
If yes, what equipment do you plan to use for the event?
Examples: Screen projector, TV, microphones, etc.
For our Safety and Security Team to let guests into Lake Monticello, each guest must know your First and Last name as well as your Lake Monticello property address. They must be able to provide this at the gate.*

Yes, I will inform my guests.
By signing below, I agree to be personally liable for any breaches hereof or claims arising from this Rental Agreement to the extent I am executing this Rental Agreement on behalf of a group, company, or organization, I have been duly authorized to do so. I affirm that I have read the agreement and General Facility Rules and that I agree to abide by the terms of this Rental Agreement, and the General Facility Rules. Please sign below: *

Clear

These spaces are currently leased to RocDun Hospitality. You do not need to fill out this form. Instead, please contact the Bunker Bistro Team directly for booking inquiries at 434-591-0106 or 51bunkerbistro@gmail.com. If the desired space is not available through RocDun Hospitatlity, please feel free to request alternative space through LMOA by filling out our Booking Application Form. Thank you!*

I understand and I will get in touch with RocDun.I need further assistance and will contact Member Services by calling 434-589-8263 or emailing memberservices@lmoa.org.

Ashlawn Clubhouse

41 Ashlawn Boulevard Palmyra, VA 22963

The clubhouse offers an elevator and ADA-compliant doors and restrooms providing an inclusive experience for all.
Which room would you like to book (see descriptions below)?

Terrace Room ATerrace Room BBoth Terrace Room A & BThe Lake Room with "Cove"

The Lake Room and Cove: 2,073 sq. ft. on the main level of the Ashlawn Clubhouse overlooking our beautiful, recently replaced pool (2019) and views of Main Beach. Great for weddings, retirement parties, and larger group gatherings. Maximum capacity is 156. Spaces are available for full or half-day rentals. Full-day rentals are considered 8 AM – 10 PM. Half-day rentals are considered 8 AM – 2 PM or 3 PM to 10 PM. The Lake Room is equipped with a sound system and a "Cove" with projector, and automatic screen. A 50% deposit is required for all events.

LMOA Member Rates	Non-member Rates
Full Day: $700	Full Day: $1000
Half Day: $420	Half Day: $600

Terrace Room A: 675 sq. ft. of bright, clean space on the ground level of the Ashlawn Clubhouse – directly below the lake room. Overlooks the recently renovated pool. Maximum capacity is 45.
Terrace Room B: 652 sq. ft. of bright, clean space on the ground level of the Ashlawn Clubhouse – directly below the lake room. Overlooks the recently renovated pool. Maximum capacity is 45.

Note: Both spaces may be combined for a total of 1,327 sq. ft. Maximum capacity is 90. Due to the high usage of these spaces, they are available combined for full-day rentals or for 2-hour increments (with a minimum of 2 hours). Full-day rentals are considered 8 AM – 10 PM. Single room-rental is not available for full days.

Rates Terrace Rooms Combined (2024):

LMOA Member Rates:	Non-Member Rates:
Full Day: $350	Full Day: $500
2 hours minimum: $140	2 hours minimum: $200
Additional hour: $70	Additional hour: $100

Rates Terrace Room A or B (2024):

LMOA Member Rates:	Non-Member Rates:
Full Day: N/A	Full Day: N/A
2 hours minimum: $70	2 hours minimum: $100
Additional hour: $35	Additional hour: $50

Except for Beach 3 and Tufton Pond, it is also possible to reserve a beach, park, or another common area. A reservation is not necessary if the gathering is less than 25 people as long as the event cannot be considered a Special Event. If in doubt, please call or email our Member Services Team at at 434-589-8263 or memberservices@lmoa.org.
My event requires a reservation, and I would like to continue filling out the form.

Yes, please.No, thank you, I am done.

POOL PARTY

You would like to request permission to hold a pool party. The reservation process is initiated by the submission of this application. A booking requires approval from our General Manager and LMOA's Golf and Pool Partner, TROON. Approval is partially dependent on lifeguard availability. The booking is not complete until all deposits are paid in full. Please do not advertise your event until confirmation is received from the LMOA Member Service. All fees must be paid 2 weeks prior to the event. If you do not hear back from someone within 7 workdays, please feel free to reach out to us at 434-589-8263 or memberservices@lmoa.org.
Coordinator's Name*

First NameLast Name
18 Yrs of Age or Older?*

YesNo
Business, Nonprofit, or Committee Name:
Liability Insurance?

YesNo
Phone Number*
Please enter daytime contact phone number
Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Email*
example@example.com
Type of event:*
birthday, reveal, reunion, anniversary, etc.
Date: 1st Choice*

MonthDayYear
Date
Date: 2nd Choice*

MonthDayYear
Date
Start time*

3 hours are reserved in total for the event beginning at the above time Minutes

AM/PM Option
Number of Attendees Swimming*
Number of Attendees Not Swimming*
Indicate any elements anticipated (such as banners/signs, tents, arches, canopies, cordons, swags*
Please include other logistical or helpful information here:*
Including space setup (tables, chairs, AV etc)
LEASE AGREEMENT

GENERAL TERMS & CONDITIONS

1. A cleaning deposit of $200.00 is required.

2. Crockpots, hotplates, or other electrical appliances are prohibited.

3. NO ALCOHOL is permitted unless you have secured a liquor license or contracted a caterer with a liquor license. Note: RocDun Hospitality (Bunker Bistro: 434-591-0106) is a caterer with a liquor license.

4. NO SMOKING/VAPING is allowed in any LMOA facility.

5. Under NO circumstances shall the conduct of an employee be the subject of personal reprimand by a member or their guest. Any instance of perceived misconduct on the part of an employee should be reported to a supervisor or the General Manager as soon as possible.

6. Deck and bathrooms must be returned to their original condition and set up. LMOA may charge a set-up fee for special set-up requests.

7. The Lessee is responsible for food and decorations and shall only use the premises in a manner consistent with the LMOA Policy. The facility may be decorated if desired, with the following restrictions:
- No decorations, banners, or streamers may be affixed to the walls, floors, ceilings, furniture, fixtures, furnishings, or other property belonging to LMOA unless authorized in writing by LMOA prior to the event.
- The use of tacks, nails, staples, and glue is not permitted. Free-standing decorations, table-top decorations, and balloons are all acceptable.
- Piñatas, cascarones, confetti, rice, and birdseed are prohibited.
- All signage for the Event must be professionally printed and approved by LMOA prior to the display or usage.
8. NO ANIMALS are allowed in or at LMOA Amenities unless special approval has been given in advance.

9. One lifeguard per 30 swimmers must my booked. The number of swimming guests may not exceed this ratio.

INSURANCE

Businesses and nonprofits or members who don't have necessary coverage with their homeowner/tenant policy are to submit a Certificate of Liability Insurance (CLI) naming Lake Monticello Owner’s Association as additionally insured for no less than $1 million dollars on the date of the event.

EVICTION

LMOA, through its authorized representatives, reserves the right to refuse the use of the facilities to any person, organization, or others requesting the use of such facilities, or to evict any person or organization for misconduct, or when deemed to be in the best interest of LMOA. In the event of eviction for reasonable cause, Lessee shall forfeit any and all sums prepaid for the occupancy under this lease agreement, and will be responsible for the cost incurred to evict and prior to eviction.

SAFEGUARDING OF PROPERTY

If the facilities or any portion of the premises are damaged by the act, default, or negligence of any members of the group, the member responsible for the damage shall pay to LMOA such sum as shall be necessary to restore said premises to its original condition. The deposit, if any, may be applied to any damages, and the responsible member is billed for any remaining balance owed.

The group is responsible for securing the space when the usage is completed if the event occurs on the weekend or after office hours. Contact the Main Gate (434) 589-3215 to have an officer meet you to secure the building.

CANCELLATION POLICY

The responsible party must provide written notice to LMOA to cancel an event. If the responsible party canceles within 48 hours of the event or without written notice, they and LMOA agree that all monies paid to LMOA before the time of cancellation can be presumed to be the amount of damages sustained by LMOA and may be retained by LMOA as liquidated damages. If the responsible party cancels the Event, all monies paid to LMOA shall be forfeited and will not be credited to to future events.

HOLD HARMLESS CLAUSE

The responsible party agrees to hold harmless the Lake Monticello Owners' Association and its officials and staff from and against any and all claims, suits, actions, damages and/or causes of action during the term of this agreement, for any personal injury, loss of life, property and/or damage to property sustained in or about the said premises, and from and against all costs, expenses and liability incurred in and about any such claims the investigation thereof or the defense of any action process brought thereon, and from and against any orders and/or judgments that may be entered therein including court costs and attorney's fees, arising out of or resulting, directly or indirectly, from the Service Provider's (or Service Provider's subcontractor's) performance or breach of the contract.
For our Safety and Security Team to let guests into Lake Monticello, each guest must know your First and Last name as well as your Lake Monticello property address. They must be able to provide this at the gate.*

Yes, I will inform my guests.
By signing below, I agree to be personally liable for any breaches hereof or claims arising from this Rental Agreement to the extent I am executing this Rental Agreement on behalf of a group, company, or organization, I have been duly authorized to do so. I affirm that I have read the agreement, General Facility Rules and that I agree to abide by the terms of this Rental Agreement, and the General Facility Rules. Please sign below: *

Clear

Thank you! You have chosen not to submit a Booking Application Form. You do not need to click SUBMIT. Have a great day!
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2024 Booking Application Form