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Host Responsibility and Attendance
I, the undersigned, accept full responsibility for all attendees at this event, including household members, guests, and vendors. I agree to remain in attendance for the full duration of the event. If I cannot remain, another full-time adult resident of my household may serve as the responsible party in my place, provided they attended the Mandatory Pre-Event Meeting, present valid government-issued identification reflecting the household address, and have active mobile credentials. If no qualified household member is present, the event will immediately terminate and the entire Security Deposit will be forfeited.
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Assumption of Risk, Release and Indemnification
The reserving party acknowledges that Inspiration Residential Association, Inc., including its officers, directors, employees, agents, contractors, and affiliates (collectively, “Association”), is not an insurer and makes no representations or warranties, express or implied, as to the safety or condition of the Facility.
The reserving party assumes all risks of injury, illness, death, or property damage to themselves, their household members, guests, vendors, or invitees arising out of or related to the use of the Facility. The Association shall not be responsible for accidents, injuries, illnesses, loss, theft, or damage of personal property sustained by the reserving party, household members, guests, vendors, or invitees.
The reserving party releases, acquits, and forever discharges the Association from any and all claims, demands, causes of action, damages, or liabilities of any kind, whether known or unknown, that may arise out of or result from the use of the Facility, including those caused by the sole, joint, comparative, or contributory negligence of the Association.
The reserving party further agrees to indemnify, defend, and hold harmless the Association from and against any claims, damages, losses, expenses, or attorney’s fees arising out of or resulting from the actions or omissions of the reserving party, their household members, guests, vendors, or invitees in connection with the use of the Facility.
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Deposit, Fees, and Payment
A refundable Security Deposit is required for all rentals, in addition to non-refundable Rental Fees. Both must be paid separately as outlined in the Facility Rental Policy.
The Security Deposit may be applied toward damages, cleaning costs, policy violations, or rental overages. If costs exceed the Security Deposit, the balance will be charged to my Association account.
The Security Deposit, less any deductions, will be refunded within thirty (30) business days of receipt of the required electronic Refund Request Form, with photos, submitted to the Association office no later than thirty (30) business days following the event. Failure to submit the Refund Request Form within this deadline will result in forfeiture of the entire Security Deposit.
Cancellation
I acknowledge that all cancellations must follow the Facility Rental Policy and be submitted using the official Cancellation Form. I understand that refunds vary by notice period, that a cancellation fee will apply, and that cancellations made less than fifteen (15) days prior to the rental date will result in forfeiture of all Rental Fees.
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Consequences of Violations or Damage
I understand that violations of this Agreement or the Facility Rental Policy may result in:
· Common areas are shared spaces; privacy or quiet is not guaranteed.
· Immediate cancellation or termination of the event
· Forfeiture of all Rental Fees and Security Deposit
· Fines in accordance with the Association’s Fine and Enforcement Structure
· Suspension of future rental privileges
I accept responsibility for any damages to property, furnishings, or equipment during my event. Costs for repair, replacement, cleaning, or policy violations will be deducted from the Security Deposit and, if insufficient, charged to my Association account as a Special Assessment. I further acknowledge that certain violations, as identified in the Facility Rental Policy, will result in automatic forfeiture of the entire Security Deposit in addition to any fines in accordance with the Association’s Fine and Enforcement Structure, fines or other enforcement actions.
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Facility Use Restrictions
· No more than two private Clubhouse rentals and five cabana rentals are permitted per day.
· Facilities may not be used for commercial or profit-generating purposes, including but not limited to sales, fundraising, raffles, auctions, or ticketed events, except where expressly permitted by the Board, and/or in compliance with Chapter 202 of the Texas Property Code.
· Association events and Chartered Clubs take priority over private rentals.
· Common areas are shared spaces, and privacy or quiet cannot be guaranteed.
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Insurance and Vendors
I understand that all vendors, including but not limited to caterers, DJs, entertainers, rental supply companies, and photographers, must be pre-approved by Association staff and must provide the required certificate of insurance naming Inspiration Residential Association, Inc. as certificate holder, in accordance with the Facility Rental Policy. Vendor requirements apply regardless of whether services are provided for payment, discount, donation, or as a hobby.
I acknowledge that proof of vendor insurance must be submitted at least fourteen (14) days prior to the event, and that homeowners’ insurance policies are not acceptable as proof of vendor insurance. I further understand that any unapproved or uninsured vendor arriving on-site will result in immediate forfeiture of my entire Security Deposit.
I agree that I am solely responsible for ensuring compliance with all applicable laws, ordinances, and licensing requirements, including alcohol service, copyright, and music licensing.
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Acknowledgment of Facility Rental Policy
I acknowledge that I have received, read, and agree to the Facility Rental Policy, which is incorporated into this Agreement by reference. I understand that my failure to comply with its terms may result in cancellation or termination of my event, forfeiture of Rental Fees and Security Deposit, fines in accordance with the Association’s Fine and Enforcement Structure, and suspension of rental privileges. I further understand that additional enforcement actions may be taken as permitted by the Association’s governing documents and applicable Texas law.
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Final Acknowledgment
By signing this Agreement, I confirm that I am a resident in good standing and eligible to reserve Association facilities. I acknowledge that I have read, fully understand, and voluntarily agree to comply with the terms of this Agreement, the Facility Rental Policy, and the Association’s CC&Rs, Policies and Procedures, and Fine and Enforcement Policy. I further understand that failure to comply may result in cancellation of my event, forfeiture of the Security Deposit, and suspension of future rental privileges.