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Lodge at Heron Bay
Community Association, Inc.
Rental Agreement
The following represents an agreement between Heron Bay Community Association, Inc. “The Association,” 3080 Heron Bay
Boulevard, Locust Grove, GA 30248 at (678) 432-3590 and the Client listed below:
CLIENT CONTACT: ___________________________________________________________ (hereafter referred to as “CLIENT”)
ADDRESS: ______________________________________________________________________________________
PHONE: ________________________________
EVENT DATE: _________________________
EVENT TIME: ________ TO ________
GUEST COUNT: ________
TYPE OF EVENT: _______________________________________________
FOR MEETINGS ONLY:
If the event is a Meeting, what type of meeting? Description should be specific. _____________________________________
_________________________________________________________________________________________________________
_________________________________________________________________________________________________________
_________________________________________________________________________________________________________
_________________________________________________________________________________________________________
_________________________________________________________________________________________________________
PLEASE NOTE: ABSOLUTELY NO SIGNAGE MAY BE PLACED OUTSIDE THE LODGE WITHOUT EXPRESSED APPROVAL BY
THE HERON BAY COMMUNITY ASSOCIATION MANAGEMENT AND ABSOLUTELY NO SOLICITATION SHOULD TAKE PLACE
ON HERON BAY COMMUNITY PROPERTY UNLESS EXPRESSLY APPROVED BY THE HERON BAY COMMUNITY
ASSOCIATION MANAGEMENT.
Will there be a speaker or speakers? _____________________________________
Please provide their names and expertise: _________________________________________________________________
Major points to be covered by speakers in the presentation:
______________________________________________________________________________________________________
______________________________________________________________________________________________________
______________________________________________________________________________________________________
3080 Heron Bay Boulevard ~ Locust Grove, Georgia, 30248 ~ 770-957-5633
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Will you be advertising this meeting to the entire community or a select group? __________________________________
______________________________________________________________________________________________________
How will you communicate this meeting to attendees? _______________________________________________________
The Association REQUIRES the following disclaimer be included on any written or electronic material published and
circulated to promote this event/meeting:
The Association does not discriminate on the basis of race, color, religion, political affiliation, sex, national origin, age,
veteran status, disability, marital status, or sexual orientation in any of its programs or activities. Any private meeting/ party
reserved and rented by Heron Bay residents at any Heron Bay Community Association amenity which includes, but is not
limited to the Lodge, the sports field or Lakefront Park are not necessarily the views and/ or posture of the HB Community
Association. The Heron Bay Community Association reserves the right to approve or disapprove any requested amenity
residential private parties/ meetings based on availability and community standards.
PLEASE NOTE: In order to confirm your meeting date, you will be required to submit a copy of the meeting promotional
material complete with the above mentioned disclaimer.
I. Service Agreement
The Association agrees that it will provide the venue per section II to the CLIENT on _____________ for _______________.
II. Access Granted
Heron Bay Community Association, Inc. agrees to provide access to and use of The Lodge at Heron Bay in keeping with the
following guidelines and stipulations, unless otherwise noted and agreed by the parties.
a)
b)
c)
d)
e)
f)
This Service Agreement is to rent the facility known as “THE LODGE” which is located at 3080 Heron Bay Boulevard, Locust
Grove, GA 30248 and is reserved for Heron Bay residents only.
Rental of THE LODGE includes the use of the great room, the library, the catering kitchen, and the restrooms.
The veranda and pool areas are EXCLUDED from this agreement. Please ensure your party remains in the Lodge unless you
have received approval in writing from the Heron Bay Management Staff prior to the event.
NOTE: Classroom and office space on the 1st and 2nd floors cannot be used for any event.
IMPORTANT: The pools at Heron Bay may NOT be used during this event.
Rental of THE LODGE is limited to FRIDAY, SATURDAY, AND SUNDAY EVENINGS ONLY.
NOTE: Association Management reserves the right to block out specific dates for community events and activities.
Set up of events should begin no earlier than 15 minutes before the Lodge is scheduled to close. NO EXCEPTIONS WILL BE
MADE.
CLEAN-UP MUST BE COMPLETED BY 10:00 PM SHARP--NO EXCEPTIONS WILL BE MADE.
Initials ___________
g)
h)
If the Catering Kitchen is used:
a. Beverages, food items, or supplies found onsite are not available for CLIENT use.
b. By a professional caterer or the CLIENT it must returned to its original order to have deposit refunded.
c. IMPORTANT: You may store food in the refrigerator no earlier than 12 PM on the day of the event ONLY. The Heron
Bay Community Association Management Staff will NOT be held responsible for any missing or used items. Storing
food is at the Client’s risk.
The occupancy maximum for THE LODGE is 187 occupants and is strictly enforced under penalty of deposit forfeiture.
However, for guests exceeding 125, there will be an additional surcharge to be determined by the Association.
Initials ___________
i)
j)
k)
l)
m)
n)
o)
p)
q)
Moving of THE LODGE furniture is allowed as long as all the furniture is returned to its original placement.
NOTE: The Map table in the Great Room is fixed and cannot be moved for any reason.
Any existing décor and/or signage in THE LODGE cannot be moved or removed without the expressed permission of the
Association Management.
THE LODGE does not provide additional chairs or tables for the use of the CLIENT.
A decoration or set up plan must be submitted by CLIENT to be reviewed and approved by the Association Manager a minimum
of two weeks prior to event.
All event decorations MUST be removed in their entirety by the end of the event. Any decorations left will be considered trash
and as such will be removed by the housekeeper the night of the event. A charge will be incurred for this removal.
The Association does not maintain a “lost and found” and will not be responsible for any items left behind.
The Association does not retain nor accept the responsibility for such items.
All vendors contracted for your event must be registered with the EVENTS or RESERVATIONS COORDINATOR a minimum of
two weeks prior to the event date.
By signing this contractual agreement, I understand that I will forfeit my security deposit in full, if I and/or contractors, friends,
family, etc. attempt to set up and/or decorate or deliver items, etc. before the agreed upon allocated time set forth in this
agreement. Any exceptions to this contractual agreement MUST be approved by the Association Management in writing. NO
EXCEPTIONS.
3080 Heron Bay Boulevard ~ Locust Grove, Georgia, 30248 ~ 770-957-5633
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______________________________________________
Signature of Resident
___________________________________________
Date
III. Payment for Services
A deposit and rental fee must be paid by two separate checks. The rental fee must be paid two weeks prior to the event. If
the rental fee is not received two weeks (fourteen days) prior to the event, the event will be canceled. Cash will not be
accepted. REFUND OF THE $200 SECURITY DEPOSIT WILL BE DETERMINED BY THE ASSOCIATION BASED ON THE STATE
OF THE LODGE AT THE END OF THE EVENT.
NOTE: It is very important that the Lodge be made ready for business the next day.
For a small party consisting of a 40 guest maximum, THE LODGE will rent for $210 + security deposit; Initials _____
For a medium party consisting of a 41 to 75 guest maximum, THE LODGE will rent for $285 + security deposit; Initials _____
For a large party consisting of a 76 to 125 guest maximum, THE LODGE will rent for $360 + security deposit; Initials _____
For a grand party consisting of a 126 to 175 guest maximum, THE LODGE will rent for $460 + security deposit; Initials _____
IV. Client Responsibility
CLIENT is responsible for gathering and bagging trash and bringing it to the dumpster located in the far end of the Lodge
parking lot, returning any moved furniture or furnishings to original position and removing all event decorations, which
include ANY AND ALL balloons. Balloons CANNOT be left in the Lodge after the event. Any and all damages must be
reported immediately to our office at: 770.957.5633.
Initials ___________
IV. Alcohol Waiver
CLIENT agrees to and do hereby indemnify the Heron Bay Community Association, Inc. and the Declarant, Minerva
Properties/ Cole Tract Associates and save them harmless and shall defend them from and against any and all claims,
damages, liability, and judgments in connection with loss of life, personal injury, bodily injury, and/ or damage to property
arising from or out of maintenance, operation or use by the CLIENT if alcohol is permitted.
It is understood by the CLIENT, which has rented the Lodge for an event, that they are solely responsible for the safety of
person(s) that are using alcohol for this event.
*Alcohol will be served _______ (CLIENT initials)
*Alcohol will not be served _______ (CLIENT initials)
V. Disclaimer
Hosting this private event at the THE LODGE is at your sole and exclusive risk. You agree and understand that in connection
with your event or activity, you may be exposed to a variety of hazards and risks, foreseen or unforeseen, which may or may
not be inherent risks include but are not limited to, the dangers of serious personal injury, property damage, and death
(injuries and damages) from exposure to the hazards of public or private outings and activities. You agree and understand
that injuries and damages can occur by natural causes or by the acts of other persons or third parties, either as a result of
negligence or because of other reasons. You are personally responsible for all costs and/or risks associated with this event.
Notwithstanding anything to contrary herein, to the fullest extent allowed by law, you agree to waive and discharge all claims,
release the Heron Bay Community Association, Inc. and the Declarant, Minerva Properties a.k.a. Cole Tract Associates from
all liability and indemnify and hold harmless the Heron Bay Community Association, Inc. and the Declarant, Minerva
Properties a.k.a. Cole Tract Associates, its subsidiaries, affiliates, parent company, officers, agents, managers and other
partners and employees, form any all liability on account of, or in any way resulting from injuries and damages in any way
connected with this event. You agree and understand and intend that this assumption of risk and release is binding upon you
and your heirs, executors, agents, administrators and assigns, and includes any minors accompanying CLIENT and/or guests
of CLIENT at this event.
VI. Cancellation
The CLIENT may cancel this agreement in writing at any time. If a written cancellation is received fourteen days prior to the
event all payments will be refunded to the CLIENT; if a written cancellation is received less than fourteen days prior to the
Event the security deposit will retained by the Association. Please send all written cancellations to our office at 3080 Heron
Bay Boulevard, Locust Grove, GA 30248.
VII. Changes, Additions, Stipulations, Lining Out
Any changes, additions, stipulations or deletions including corrective lining out by either the Association for the CLIENT will
not be considered agreed to or binding on the other unless such modifications have been initialed or otherwise approved in
writing by the other.
3080 Heron Bay Boulevard ~ Locust Grove, Georgia, 30248 ~ 770-957-5633
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VIII. Compliance with the Law
This Agreement is subject to all applicable federal, state, and local laws. The Association and the CLIENT agree to cooperate
with each other to ensure compliance with such laws.
IX. Impossibility
The performance of this Agreement is subject to termination without liability upon the occurrence of any circumstance
beyond the control of either party – such as acts of God, war, government regulations, disaster, strikes (except those
involving the employees or agents of the event seeking the protection of this clause), civil disorder, or curtailment or
transportation facilities – to the extent that such circumstance makes it illegal or impossible to provide agreed – upon
services.
XI. Acceptance
The Association and the CLIENT (____________________________) have agreed to and have executed this Agreement by their
authorized representatives as of the dates indicated below.
XII. Deposit Forfeiture
IMPORTANT: If any of the terms or stipulations of this agreement are not honored, it will result in the forfeiture of the full
deposit collected.
SPECIAL STIPULATIONS:
___________________________________________________________________________________________________________
___________________________________________________________________________________________________________
___________________________________________________________________________________________________________
___________________________________________________________________________________________________________
___________________________________________________________________________________________________________
___________________________________________________________________________________________________________
___________________________________________________________________________________________________________
Rental fee due: _____________
CLIENT: Initials _________
HERON BAY ASSOCIATION RESERVATION COORDINATOR: Initials ___________
SIGNATURES
Approved and authorized by ______________________________ (CLIENT)
Signature: ________________________________________
Date:
__________________
Approved and authorized by the Heron Bay Community Association, Inc.:
Name: __________________________________________
Signature: _______________________________________
Date: ____________________
Witness:
Date: ____________________
______________________________________
Please deliver signed contract to Lodge Staff of the Heron Bay Community Association, Inc.,
3080 Heron Bay Boulevard, Locust Grove, GA 30248.
Security deposit received: ________
Date
Rental fee received:
________
$200.00
Check #
Amount
________
________
________
Date
Check #
Amount
3080 Heron Bay Boulevard ~ Locust Grove, Georgia, 30248 ~ 770-957-5633