LMOA Booking Form 2026

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 roads.LMOA 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 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
YesNo
Business, Nonprofit, or Committee Name:
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
Reservation Start Time (including setup)*

Hour Minutes

AM/PM Option
Reservation End Time (including breakdown)*

Hour Minutes

AM/PM Option
Event Start Time*

Hour Minutes

AM/PM Option
Event End Time*

Hour Minutes

AM/PM Option
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 security deposit of up to $300.00 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 security deposit.

2. Personal 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. The front door will be set on an automatic timer to open prior to your reservation time and lock thirty minutes after your event starts. The group leader should check that the door is locked when leaving and shall contact the Main Gate if there are any issues with the automatic lock.

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.
YesNo
If yes, what equipment do you plan to use for the event?
Examples: Screen projector, TV, microphones, etc.
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: *

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 or memberservices@lmoa.org. To guarantee the space for your event, we will require a deposit of half the rental fee and up to a $500 security deposit. The total rental fee is due within two weeks of booking.
Coordinator's Name*

First NameLast Name
YesNo
Business, Nonprofit, or Committee Name:
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
Reservation Start time (including setup)*

Minutes

AM/PM Option
Reservation End time (including breakdown)*

Minutes

AM/PM Option
Event Start Time*

Hour Minutes

AM/PM Option
Event End Time*

Hour 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 security deposit of up to $500 is required.

2. Personal crockpots, hotplates, or other electrical appliances are prohibited. (Licensed Caterers hired by members are allowed to have appliances. All responsibility for damages is assumed by the Caterer.)

3. Alcohol may be permitted on a case-by-case basis with approval from the General Manager. If approved, an ABC banquet license must be obtained either by the event organizer or through a contracted caterer who holds a liquor license.
Note: RocDun Hospitality (Bunker Bistro: 434-591-0106) is an approved 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 indoor and outdoor 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.

11. The outside deck of the Ashlawn Clubhouse has a maximum capacity of 70 persons. When using the rooms at the Ashlawn Clubhouse, no more than 70 people can be on the deck at any given time. Renters are not to exceed this capacity.

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.
YesNo
If yes, what equipment do you plan to use for the event?
Examples: Screen projector, TV, microphones, etc.
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: *

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 accessible-friendly doors and restrooms.
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 based on seating arrangements. For dining at 60" round tables maximum capicity is 80. Spaces are available for full or half-day rentals. Half-day rentals are up to 5 hours; anything over 5 hours is considered a full-day rental. The Lake Room is equipped with a sound system and a "Cove" with a projector and an automatic screen. A 50% deposit and up to a $500 security deposit are required for all events.

LMOA Member Rates	Non-member Rates
Full Day: $720	Full Day: $1,030
Half Day: $435	Half Day: $620

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. The maximum capacity is 45 based on seating arrangements.
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. The maximum capacity is 45 based on seating arrangements.

Note: Both spaces may be combined for a total of 1,327 sq. ft. Maximum capacity is 90 bsed on seating arrangements. 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 5 hours or more. (Single-room rental is not available for full days).

Rates Terrace Rooms Combined (2026):

LMOA Member Rates:	Non-Member Rates:
Full Day: $360	Full Day: $515
2 hours minimum: $145	2 hours minimum: $206
Additional hour: $73	Additional hour: $103

Rates Terrace Room A or B (2026):

LMOA Member Rates:	Non-Member Rates:
Full Day: N/A	Full Day: N/A
2 hours minimum: $73	2 hours minimum: $103
Additional hour: $37	Additional hour: $52

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.
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
YesNo
Business, Nonprofit, or Committee Name:
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*

Parties cannot start before 7:15 PM. Minutes

AM/PM Option
End time*

Parties cannot end later than 10 PM. 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)
LEASE AGREEMENT

GENERAL TERMS & CONDITIONS

1. The pool rental is priced per hour. In 2026, the cost is $300 for the first hour and $150 for each subsequent hour. Additionally, the renter must cover a lifeguard fee of $26 per guard per hour for every lifeguard on duty. There is a minimum requirement of two lifeguards for the first 25 guests, and for every additional 25 guests, an extra lifeguard is needed (for instance, a party of 75 would necessitate four lifeguards). The number of guests (swimming or non-swimming) may not exceed this ratio.

2. A cleaning deposit of $300 is required.

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

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

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

6. 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.

7. 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.

8. 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.
9. NO ANIMALS are allowed in or at LMOA Amenities unless special approval has been given in advance.

10. All pool visitors must adhere to the posted pool rules.

11. Your estimated number of guests will dictate the number of lifeguards needed for your event, and therefore the cost as well. If on the day of your event, the number of guests exceeds your original estimation, you may be held responsible for additional charges to cover the cost of more lifeguards to safely monitor your guests.

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 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, 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 cancels 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 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.
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: *

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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2026 Booking Application Form