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* The Parlor Room - Seats 25 people maximum.
$40 per hour for rental.
$500 reservation fee against damages.
* This room is on the main floor of the clubhouse.
* Has a complete kitchen.
* Furniture may NOT be moved at all.
* You need to bring all your own decorations, food, etc. We do not offer catering.
* Very elegant smaller room for intimate gatherings.
* Nobody may smoke in the clubhouse, or on the porches of the clubhouse. Smoking may only be done out in the parking lot. No exceptions.
* If there is damage after an event, we will keep your $500, and possibly charge your account further if the repairs exceed $500.
* Set up before and clean up after events will be the responsibility of the resident renting either or both space(s). Any cleanup that is not taken care of before the end of an event will result in compensation taken out of the deposit.
PARLOR ROOM
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* The Terrace Room - Accommodates 75 people. It will not hold 75 all seated for dinner at the same time.
$50 per hour for rental.
$500 reservation fee against damages.
* This room is downstairs on the bottom floor of the clubhouse, and has complete kitchen.
* Can be set up and staged to your specifications.
* We have six 61" round tables, and four 6' rectangular tables that you may use.
* If you need more tables than what we offer, you will need to supply them yourself.
* We have plenty of stackable and folding plastic chairs. If you need these chairs to look better or match each other, you may decide to bring chair-covers.
* We provide the room, the tables/chairs, and you will be expected to supply everything else you need for your event.
* We do not offer catering.
* Pool access is strictly OFF LIMITS from this room. Pool use is never a part of a Terrace Room or any Clubhouse rental. Also, you may NOT go out and hang out on the pool deck from this room. Going to the pool or pool deck from this room will result in the loss of your $500 deposit.
* Large, bright room which is great for larger parties!
* Nobody may smoke in the clubhouse, or on the porches of the clubhouse. Smoking may only be done out in the parking lot. No exceptions.
* If there is damage after an event, we will keep your $500, and possibly charge your account further if the repairs exceed $500.
* Set up before and clean up after events will be the responsibility of the resident renting either or both space(s). Any cleanup that is not taken care of before the end of an event will result in compensation taken out of the deposit.
TERRACE ROOM
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* Rent both rooms for $75 per hour, same rules for both rooms as above apply.
$500 reservation fee against damages.
* If there is damage after an event, we will keep your $500, and possibly charge your account further if the repairs exceed $500.
RENTAL PROCESS:
* Minimum hours for rentals: Weekdays - 1 hour, Friday - 3 hours ,
Saturday - 5 hours, Sunday - 3 hours with a 4th hour free.
* Upon Reservation: We take a $500 reservation deposit from you to hold the room and it is also held against any damages or if we don't get our key back, or if other restrictions are not observed. We only take checks/money orders. No cash ever, and we are not set up to accept credit/debit cards.
* ALL RESERVATIONS must be made in person by the Bentwater resident, and the $500 reservation fee must be given at that time. We do not take reservations over the phone or by email.
* ONE OR TWO DAYS BEFORE YOUR EVENT, you will be required to come to a final walk-through, and confer with the setup staff. The Terrace Room can be staged to your liking, but the Parlor Room cannot be changed around. At that time you will sign the contract with us and pay for the event in full. The $500 deposit does not go toward your room rental fees. You will also get a key to the clubhouse at this time, as we are not on site on weekends. You will have all your questions answered and will be instructed how to return the key to us.
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JUST A FEW DETAILS ABOUT ROOM RENTALS:
You MUST be a Bentwater resident, in good standing with your HOA fees, to rent rooms in the clubhouse. THIS MEANS THAT YOU MUST BE PAID UP ON ALL YOUR HOA FEES AND ANY OTHER CHARGES BEFORE YOU WILL BE ABLE TO RENT AN AREA IN THE CLUBHOUSE.
If you are a Bentwater resident, and wish to sponsor someone's event who is not a resident, you MUST be current on all your HOA fees, and you MUST come to reserve this room yourself, and supply the $500 reservation deposit.
You MUST also come to the final walk-through and you will be required to pay for the entire event at that time, and also sign our contract. If the sponsored party wants to pay, they must simply reimburse you after you have paid.
Also, you MUST be attending this event yourself.
YOU MAY NOT JUST GIVE YOUR ADDRESS TO A NON-RESIDENT. YOU MUST BE PARTICIPATING IN AND ATTENDING THE EVENT, AND YOU MUST BE THE ONE WHO PAYS ALL THE FEES. REMEMBER, YOU ARE THE ONE WHO WILL BE RESPONSIBLE FINANCIALLY IF ANY DAMAGE IS DONE OR IF WE DON'T GET OUR KEY BACK, OR IF OTHER RULES ARE NOT FOLLOWED. PLEASE BE CIRCUMSPECT IN YOUR THINKING IF YOU PLAN TO SPONSOR SOMEONE FOR A RENTAL.
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ONE OTHER ITEM: OUR ROOMS ARE RENTED/PROVIDED TO RESIDENTS WHO REQUEST THEM IN THE PROPER WAYS DESCRIBED ABOVE.
SOME GROUPS WHO USE CERTAIN ROOMS ON A REGULAR MONTHLY BASIS WITHOUT PAYING A FEE, SUCH AS THE BRIDGE CLUB, SENIOR GROUP, EUCHRE GROUP, ETC, MUST SUBMIT A PROPOSAL TO THE BOARD OF DIRECTORS FOR APPROVAL AND MEET CERTAIN CONDITIONS. THE ATTENDEES MUST BE BENTWATER RESIDENTS.
NOBODY IS ALLOWED TO JUST SHOW UP AND ANNOUNCE THAT THEY ARE GOING TO USE A ROOM WITHOUT EITHER RENTING IT IN ADVANCE, OR GOING THROUGH THE BOARD AS DESCRIBED ABOVE.
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THERE ARE TWO OUTSIDE VENUES THAT WE DO RENT ONLY TO RESIDENTS IN BENTWATER. THIS IS THE CEDARCREST FIELD NEXT TO THE MAIN CLUBHOUSE AND THE HIGHCREST FIELD. IT MAY BE RENTED UNDER THESE CIRCUMSTANCES:
* YOU MUST COME IN PERSON TO RESERVE THE FIELD. AS ABOVE, YOU MUST BE A RESIDENT IN GOOD STANDING TO RENT THE FIELD.
* WE DO NOT RENT THE PAVILION THAT IS IN BETWEEN THE TENNIS COURT AND THE FIELD. SO YOU WOULD BE RENTING THE FIELD ONLY. YOU ARE ALLOWED TO USE THE PAVILION IF NOBODY ELSE IS USING IT, BUT YOU CANNOT RENT IT FOR YOUR EXCLUSIVE USE.
* YOU WILL PAY A $500 RESERVATION FEE AGAINST DAMAGES FOR THE FIELD BEING RENTED, AND ALSO SIGN THE CONTRACT AND PAY $85/HOUR FOR THE USE OF THE FIELD AT CEDARCREST OR $65/HOUR FOR USE OF THE FIELD AT HIGHCREST. YOU MUST HAVE A DATE/TIME FOR THIS FIELD USE, AND MAY NOT JUST "SHOW UP" AT RANDOM.
* NO CLEATS OF ANY KIND CAN BE USED ON THE FIELD, AND NO WATER ACTIVITIES ARE ALLOWED.
* YOU MUST BRING ALL YOUR OWN SUPPLIES, AND IF YOU NEED POWER, YOU MUST SUPPLY YOUR OWN GENERATOR(S).
* YOU MUST CLEAN UP AFTER YOURSELVES, OR YOUR RESERVATION DEPOSIT WILL BE FORFEITED.
OTHER GROUPS, TEAMS, AND ACTIVITIES WHO ARE NOT COMPRISED OF RESIDENTS MAY NEVER USE THE FIELD. THE FIELD IS EXCLUSIVELY FOR BW RESIDENTS ONLY.
* USE OF THE POOL IS NOT PERMITTED WITH A FIELD EVENT. UNAUTHORIZED USE OF THE POOL WILL RESULT IN LOSS OF YOUR $100 AND POSSIBLE OTHER FINES MAY BE IMPOSED ON YOUR ACCOUNT.
* NO OTHER FIELD, PLAYGROUND, POOL, BB COURT, ANY OTHER AREA, MAY BE RESERVED BY ANYONE. THEY ARE ON A FIRST COME FIRST SERVED BASIS, AND ONLY AVAILABLE TO BW RESIDENTS.
* TENNIS COURT USE AND TIME ON THE COURTS MUST BE ARRANGED BY CONTACTING THE TENNIS PRO. THE BENTWATER HOA DOES NOT CONTROL THE TENNIS ACCESS.
*FIELD RENTALS WILL NOT BE PERMITTED ON BANK HOLIDAYS.
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