Community Room Rental Form

Association & Board of Directors Use: Association, Board of Directors, and Declarant meetings, activities, and events take precedence over all other requests to use the facilities; however, the Association will accommodate requests as they are able. Availability: Rental reservations are first come, first serve. Rentals may be requested no earlier than 90 days, and no later than 14 days prior to the event date. All applicable rental fees must be paid in full Hidden Trails will accept one (1) facility rental per day, not to exceed eight (8) hours in length. Hidden Trails has sole discretion to limit number of rentals in any given time period. Eligibility: Only residents of Hidden Trails may rent the facilities. The resident listed on the agreement must be present at all times. The use of association facilities may be restricted at the discretion of the Board of Directors for delinquent association assessments, violation of association rules, or deliberate abuse of recreational facilities. At the time of this agreement, and the time of the reserved event, the resident must be in good standing with Hidden Trails, and current on all assessments, and other amounts owed. Hidden Trails reserves the right to refuse, halt and/or cancel, at any time and without refund of any costs, deposits or fees, any event that is found to be in violation of this requirement.

Facility Use: The Renter is contracting for the use of certain areas specified in the Agreement for the times specified in the Agreement. This does not include adjoining rooms or outdoor spaces, unless otherwise stated on the agreement. The remainder of the facility remains open for the use and enjoyment of the members. On Site Staff: Renter understands that Hidden Trails staff are not guaranteed to be on site during the rental time, and will not be available to assist in storing of event supplies, receiving deliveries, set up / breakdown of tables and chairs, assisting with decorating or technology, or cleaning up after the event. Furnishings: The rental of the facility includes use of tables and chairs as specified in the “What’s Included” section of this document. The Renter is responsible for moving tables/ chairs to their desired locations for the event, and for returning them to the original location at the end of the event. Deliveries: If additional furnishings, décor, or equipment are to be delivered to the site, the Renter must arrange for Renter or their designee to accept delivery of these items as well as supervise their subsequent pick-up. These deliveries/pick –ups must take place in the agreed upon timeframe in the contract, unless otherwise noted in writing by the Hidden Trails staff. Hidden Trails accepts no responsibility for delivery/pick-up and does not have space to store items prior to, or following the scheduled event. Hidden Trails is not responsible for any damage or loss of additional furnishings while on premises. Food and Beverage: Renters may choose to provide food for their own event or select a licensed caterer. If Renter chooses to select a caterer, it is the Renters responsibility to inform them that Hidden Trails provides no additional supplies or equipment besides use of kitchen appliances, if reserved. Electric cooking/heating equipment and sterno are acceptable. No butane/propane may be used in and or around the building. Renters are responsible for providing a copy of the documents listed below. By signing this agreement the renter agrees to indemnify, defend and hold harmless Hidden Trails Community Association, its declarant, its officers, directors and employees and all other Hidden Trails Related Parties from claims of any kind, all costs, resulting from services carried out by caterers, bartenders, or other service providers hired by the Renter Renter must provide the following information to Hidden Trails not less than five (5) days prior to the event, which shall include, but not be limited to: Certificate of Insurance listing CCMC Hidden Trails and it's Affiliates as a certificate holder (CCMC and it's affiliates, Hidden Trails Community Association / 8360 E. Via de Ventura Suite L100 Scottsdale, AZ 85258) Please verify your caterer / bartender complies with these requirements prior to booking. Alcoholic Beverages: Alcohol may be served during a private resident event. Alcohol may not be sold at any time. Renter acknowledges that Hidden Trails does not hold or maintain a liquor license, and this permission to serve alcohol does not constitute a liquor license. Renter will be solely responsible for compliance with liquor license laws of the State of Texas. Hidden Trails assumes no responsibility for the consumption of alcohol. No alcoholic beverages will be served to those under the age of 21, or intoxicated persons. No alcoholic beverages will be consumed outside of the facilities as part of the event. If any persons under the age of 21, whether invited or not, brings alcoholic beverages into the Hidden Trails facilities, the Renter will take action to have the beverages removed from the premises. Renter agrees to arrange alternative transportation for any attendee who is unable to safely and responsibly drive away from the event due to intoxication. Renter agrees that Renter is solely responsible for any claim or liability that arises as a result of alcoholic beverage as the Renter’s event. No alcohol or glass containers may enter the pool area. Decorating: Renter may decorate facility at their expense. Decorations may not be attached to the doors, windows, ceilings or light fixtures. If attaching to walls, ONLY sticky tack, 3M Command Strips, or similar product that will not damage are allowed. ABSOLUTELY NO nails, staples, tape, duct tape, tacks or other damaging items are allowed to be used. Open flames, including but not limited to open flame candles, tiki torches, and pyrotechnics, are not permitted inside or outside Hidden Trails facilities. Tea lights enclosed in a glass votive that is higher than the wick and birthday candles are permitted. When moving tables and chairs, Renter agrees to pick up, and not drag them across the floor. Hidden Trails reserves the right to limit or prohibit decorations or props that could cause damage. Renter agrees that any damage or additional janitorial services cause by prohibited items will result in a deduction of cost from the security deposit. No Commercial Use: Products may not be sold in the Hidden Trails Amenity Center or on Community grounds for the profit of any individual or commercial enterprise, money may not be exchanged for goods received or for fundraising purposes, except by invitation and/or approval of the Hidden Trails Community Association. Music/Entertainment: Renter may arrange for entertainment at their expense; however, Renter may not bring additional power to the room to accommodate entertainment and no obscenely loud music or pyrotechnics are permitted. Hidden Trails shall have the sole right to determine the appropriate volume of music and available times. Utilities: Renter acknowledges that Hidden Trails cannot guarantee an uninterrupted supply of electricity, water, heat, air conditioning or other utilities and that the Renter will hold harmless Hidden Trails from any claim of damage arising from loss of a utility. Hidden Trails will be diligent in restoring any interrupted utility where it is within its power to do so. Damage to Facility: Renter agrees to pay the cost of repair and restoration for any damage to the facility or facility amenities that occur in connection with or as a result of the rental. Hidden Trails shall, in its sole discretion and authority, determine the appropriate level of repair and/or restoration necessary and will deduct such cost from security deposit. Clean-up: All Renters are required to return the facility back to the original clean condition in which it was received immediately following the conclusion of the event. Before leaving the premises, the Renter shall remove all garbage, litter, left-over food, decorations or other materials brought to the facility. All garbage shall be deposited inside the commercial dumpster, located in the parking lot. Clean-up must be completed within the time rented. In the event that the Renter has not cleaned the area properly, they will be charged a cleaning fee of $150, which may be deducted from their deposit. Applicable Law: Renter agrees to abide by all applicable federal, state and local laws including, but not limited to, emergency exit accessibility, and room capacity limits. This Agreement shall be interpreted in accordance with the laws of the State of Texas. Indemnity: Hidden Trails does not assume any responsibility for property lost or stolen from the premises or for personal injuries sustained on the premises during the Renter’s use of the premises and the Renter hereby agrees to indemnify, defend and hold harmless Hidden Trails, its officers, directors and employees and all other Hidden Trails Related Parties from any claims of any kind, all costs, resulting from injury to or death sustained by any person or damage to property of any kind that arises out of or is in any way related to the event held by the Renter on Hidden Trails premises. Renter further agrees to indemnify, defend and hold harmless Hidden Trails, its officers, directors, and employees and all other Hidden Trails Related Parties from any and all claims, including costs, resulting from any default by Renter of any of its obligations arising under this Agreement or arising from any claim involving any third parties related to the event or use of Hidden Trails facilities. Attorney’s Fees: In the event that any action is brought by any party to enforce its rights hereunder, the prevailing party in such action shall be entitled to recover from the non-prevailing party its attorney’s fees and court costs, as determined by a Court and not the jury. Payments: At the time this Agreement is signed, Rental Fee and Security Deposit are due. Deposits will be returned no later than 30 days after event, given all terms outlined in the Agreement are met.