Rental Details:
The community room has a maximum capacity of 50 people and includes the usage of: (48) folding chairs, (6) five-foot round tables, refrigerator (no freezer), ice machine, microwave, TV, and pool bathrooms. This rental does NOT include pool use.
To confirm reservation, rental fee must be paid via check or money order, made out to Steele Creek Residential Community Inc. If you have not paid the rental fee, the reservation cannot be confirmed.
Cleaning and Closing Procedures:
After the event, you must complete all of the following Cleaning and Closing Procedures. Failure to comply will result in the forfeiture of the deposit.
- Clean all tables, chairs and other furnishings used during the private event.
- Dispose of all trash, including decorations, into the dumpster located at end of parking lot. Code is 4542.
- Clean floors of any debris (broom/dustpan is on wall).
- Ensure facility is returned to its original condition.
- Turn off all lights.
- Ensure all doors are closed and secured.
Event Policy / Rules:
SECTION 1. STEELE CREEK RENTAL ELIGIBILITY
Rental reservations will only be considered for a 'Resident in good standing' with the Steele Creek HOA. If you are a tenant of The Willows of Steele Creek, your leasing office must confirm your eligibility before a rental is permitted. 'Resident in good standing' is defined as a resident that:
- Is current with their Association assessments and/or other fees
- Does not currently have unpaid fines assessed against their account
- Does not currently have any property violations
- Does not have any pending litigation with the Association
- Each Resident can rent the Steele Creek space a maximum of six (6) times per year
SECTION 2. RENTAL AVAILABILITY
Rental reservations are on a first come, first serve basis. All private rental reservations will be reviewed and approved within 72 hours. The Association reserves the right to approve or deny a reservation request due to previously scheduled community events, activities and meetings.
A private event is not to exceed the allotted time block including setup and cleanup. The Association reserves the right to deny any reservation request or cancel any reservation(s) at its discretion. If the private event occurs after standard management hours, an additional charge for staffing may be applicable. Reservations will not be available on the following days: Christmas Eve, Christmas Day, Thanksgiving, Independence Day, Memorial Day, Labor Day weekend, Easter, New Year's Eve, New Year's Day, and Specific Federal Holiday weekends based on availability.
SECTION 3. RENTAL RESERVATION FEE
The reservation fee of $100 (Mon. - Thu.) or $150 (Fri. - Sun.) is due with the rental reservation agreement, to be paid via check or money order, or online payment. Reservation is not complete until the fee and deposit are paid in full.
- The reservation fee must be made payable to Steele Creek Residential Community Inc. with the date of the event and 'rental reservation fee' on the memo line. Reservation fees may be waived for non-profit organizations with proof of valid IRS tax exemption certificate.
- Steele Creek Management will inspect the rented room/space after the private event to determine if the rented space, building, and grounds have been properly cleaned and no damage/theft has occurred. If everything is in good standing, no additional fees will be assessed. If the rented space, building and grounds have not been properly cleaned, damage has occurred, theft has occurred, or Community Room Rules were broken, the Hosting Resident(s) will be assessed the additional amount required and be subject to additional disciplinary action by the Association if deemed warranted.
- If damage occurs during a rental from a tenant at The Willows of Steele Creek, the leasing office will be charged the damages which will be passed on to the tenant and may incur additional costs in the process.
SECTION 4. PRIVATE RENTAL BOUNDARIES
The private event shall be contained within the reserved rental room/space only. Guests must utilize designated parking spaces only. There shall be no parking on any grass or sidewalks. Any private event that violates the rental boundaries may result in additional disciplinary action, which may include fines or suspension of member privileges by the Association. The pool and fitness center are not available for private rental and will remain open during their standard operating hours. No pool parties are allowed. No person hosting or attending a private event shall notify residents that the pool or fitness centers are closed during the private event.
SECTION 5. RESPONSIBILITIES OF HOSTING RESIDENT(S)
The Hosting Resident(s) must be in attendance at all times during the hours the room/space is reserved and will be responsible for the behavior and actions of all persons attending including ensuring that all private event attendees comply with the Association's rules and regulations. The Hosting Resident(s) is also responsible to ensure the noise level of the private event is not a nuisance to any of the adjacent amenities and/or surrounding homes.
Complaints about the private event may constitute removal of the offending individual(s) or termination of the private event.
The following items are prohibited:
- Smoking and other tobacco products
- Attaching decorations to the walls, doors or other painted surface without prior consent from the HOA.
- Moving furniture without prior consent of the Association. If such consent is obtained, all furniture must be returned to its original position after the private event.
- Inflatables of any kind (bounce houses, movie screens, obstacle courses, etc.).
- Confetti, silly string, smoke bombs, spray paint, sidewalk chalk, or any materials that may stain or damage the venue, concrete, lawn, or landscaping.
In addition, the Hosting Resident(s) is responsible for all interior and exterior furnishings and property of the Association that is utilized or exposed to the attendees of the private event. The Hosting Resident(s) is responsible to repair or replace any damaged furniture or other property of the Association that occurs related to the private event. The Hosting Resident(s) is responsible for all required cleaning of the premises and will be done AT THE RISK of the Hosting Resident(s) and/or vendors (such as caterers) and any attendees. The Association is NOT liable for persons who are injured because of moving any furnishings or cleaning the premises. The Hosting Resident(s) is also responsible for meeting all the requirements as stated in the 'Opening and Closing Procedures' checklist found on page 1 of the agreement.
SECTION 6. USE OF ALCOHOL
Alcohol being served as a part of this rental agreement must be served by a TABC certified bartender, who is hired to serve guests of the private event. The bartender fee will be the responsibility of the Hosting Resident(s). The Hosting Resident(s) acknowledges that the serving and consumption of alcohol on the premises, and any and all consequences thereof, are the responsibility of the hosting resident(s) and not the Association. The Hosting Resident(s) may not serve alcoholic beverages to individuals less than 21 years of age or to individuals who are intoxicated. For any event providing alcohol, general liability and/or special event insurance naming the Association is required and no selling of alcohol is allowed. The Board has the discretion to require off-duty uniform officers at the Hosting Resident(s) expense.
SECTION 7. CANCELLATIONS
Written notice by email is required a minimum of 72 hours prior to the scheduled private event to cancel the rental and the agreement. If the agreement is canceled within 72 hours, the reservation fee will be refunded. If the agreement is not canceled within the 72-hour time period, the rental fee will be forfeited.
SECTION 8. CLEAN UP
The Hosting Resident(s) will be responsible for the cleaning of the rental space to the condition it was in prior to the private rental. The Opening and Closing Procedures on page 1 describes, in detail, the areas to be cleaned. If the rental space is not cleaned to the condition it was in prior to the private rental, or if the Association incurs expenses for extensive cleaning, to repair damaged, broken or stolen Association property, or for any other expense incurred as a result of the use of the rental space during the private event, the Association will accomplish the cleaning, repairs or replacement of property and assess the additional required amount to the Hosting Resident(s), which will be required to be paid within thirty (30) days of receipt of the notice of charges. If the amount is not paid within thirty (30) days of receipt of the notice charges, the Association will add the charges to the owner's association account and may file a lien against the Resident's property to collect. Tenant’s of The Willows of Steele Creek will be subject to any charges and costs associated with clean up.
SECTION 9. INCLEMENT WEATHER
Reservations may be rescheduled due to inclement weather if the Management receives advanced notice. Rescheduling must take place before the start time of the scheduled reservation if inclement weather occurs within the time of your scheduled event; you are not entitled to a refund.