Ballroom Rental Form Non-Member
Please fill out form completely & print legibly
Rental Date ______Estimated Attendance ______
Set Up Time______Start Time of Function______
Clean Up Time______End Time of Function______
Description of Event ______
Name of Individual Responsible ______
Name of Group ______
Phone ______Email______
Street Address ______City______State_____ Zip______
User is requesting use of:
Stage Yes___ No___ Dance Floor Yes___ No___
Audio/Visual Equipment Yes___ No___ Staff assistance required.
Will Alcohol be present? Yes___ No___ $1000.00 Additional Alcohol Deposit Yes___ No
Name of Planner/Caterer ______Phone______
Name of Police Officer ______Phone______
Please review the facility areas below to determine how the Ballroom will best meet your needs. / OCCUPANCY / ROOM(S)SELECTED
Please Check / NON-MEMBER FEE / DEPOSIT
AMOUNT
ROOM A
with stage / Banquet Style 96
Theatre Style 220 / $ 350.00 / $ 250.00
ROOM A & B
with stage & dance floor / Banquet Style 144
Theatre Style 220 / $ 450.00 / $ 350.00
ROOM C / Banquet Style 96
Theatre Style 220 / $ 300.00 / $ 200.00
FULL ROOM
with stage & dance floor / Banquet Style 240
Theatre Style 650 / $ 650.00 / $ 450.00
Rental rates are for six (6) hours, which includes set-up and clean-up time.
All events will be finished and cleaned up by 10:00 PM
Additional hours may be prearranged with staff at a rate of $75.00 per hour. Additional rate of $100.00 per hour if not prearranged with staff.
Your event is not approved until you have received written confirmation from the Club Management.
Ballroom Rental Form Non-Member
I take full responsibility of all actions
(PRINT FULL NAME)
transpiring in the Clubhouse Ballroom and all areas in which the guests may be. I accept all responsibility for the alcohol distribution and consumption at this event, including the age of those guests consuming alcohol. This also relieves Traditions Club, Lennar Homes LLC, Leland Management, its officers, staff and/or management of any and all responsibility for any negative actions or damage caused by said alcohol consumption. I understand and agree to all of the rules pertaining to the function that I am having at the Traditions Clubhouse.
Signature of Member:______Date: ______
Signature of Renter (if different from Member):______
· Club Members or Club Management may sponsor a non-member to rent the Ballroom. The non-member will be responsible for paying the non-member rental rates.
· A money order or personal check for the full amount of the clean-up/damage deposit is due at the time of the reservation. Reservations must be made 60 days in advance with the rental fee due 30 days prior to the event.
· Deposits will be held until the Club Management has verified that the rented space and borrowed items were not damaged or left in a manner that requires cleaning. The deposit refund, less any amount utilized for cleaning or repair, will be mailed within 15 days with an itemized bill should this occur.
· Any group that is still in the Clubhouse after their allotted time will be billed $75.00 per each 15 minute increment.
· Room cancellations: The room(s) must be cancelled thirty (30) days prior to the reserved date. If the room reservation is cancelled less than 30 days prior to the event, one-half of the room deposit will be kept as a cancellation fee.
· The rental use of the Ballroom will be without discrimination because of race, religion, color, creed or national origin.
· A one million dollar liability insurance policy may be required for the rental use of the facility depending on the nature of the activity. Certificates shall be issued to Lennar Homes LLC and Leland Management.
· Any rentals with parties over 70 people or with alcohol being served, as well as any number of non-members, requires an off duty Winter Haven Police Officer. The phone number to contact them is (863) 291-5858.
FOR OFFICE USE ONLY
Staff:______Date :______Approved:____ Denied:____ Room/Area Rented:______Rental Amount Paid:______Check #______
Deposit Paid: ______Check #______Add Additional $1000.00 Alcohol Deposit if applicable
Audio/Visual Equipment use with Staff assistance additional charge $100.00. Check # ______
Date Deposit Returned: ______Amount Deposit Returned: ______
Comments: ______
Ballroom Rental Information Non-Member
Rules & Guidelines
Room Rental Fee Schedules and Rental Application Forms are available in the Club Office. A completed form must be submitted to Club Management for review.
Room rentals are on a first-come, first-serve basis. An approval or response will be given within 14 days.
Club Management reserves the right to accept or deny any rental request, and will make all final decisions regarding approval of events.
The rental party is solely responsible and answerable for damages for any accidents or injuries to persons or property resulting from his/her use of the facility.
The rental party is responsible to provide the Club Management with copies of license and insurance from any vendor they may be using.
Club Management may cancel any reservation if use of the facilities conflict with Federal, State, or Local Laws, or if the rental operates to discredit the Staff or Management of Traditions Club, Lennar Homes LLC, or Leland Management.
Gambling will not be allowed.
Smoking is not allowed in any facility.
Selling of alcoholic beverages is prohibited.
The elevator/lift to the stage is for the use of handicapped persons and equipment only. Please contact the Club Management for access and assistance.
There is a separate charge on the rental contract for use of the audio and video equipment and must be operated by authorized personnel only. Club staff may be reserved in advance at an additional fee to operate equipment.
Music must be kept to a minimal volume so as not to disturb the residents living in the area or using the other Clubhouse amenities.
All persons attending the event ONLY have access to the West entrance, the Ballroom and the restrooms designated per the rental agreement. No other areas will be accessible to guests.
The following events will not be allowed:
· Political events for one candidate
· An event where the rental party has a direct financial gain. No admission charges or tickets may be sold for the event.
Ballroom Rental Information Non-Member
Rules & Guidelines cont’d
The rental party is responsible to provide their own supplies for the event, including, but not limited to, plates, cups, bowls, tableware, napkins, linens, cleaning supplies, garbage bags, and equipment, etc.
There are 240 chairs available. You may contact a local rental company if you need additional seating.
Depending on the area rented, the rental party is permitted usage of the kitchen counters, sink and ice machine only. There is no cooking or re-heating allowed. The refrigerators are for the use of resident members only.
The rental party shall not exceed the estimated attendance or occupancy limitations listed for the room(s) reserved.
The room may be divided into smaller rooms for various uses. Please check with the Club Management for a current room schedule, rates and floor plan. Fees include the setup and break down of tables and chairs.
Furnishings including, tables, chairs and dance floor will be placed in accordance to the approved floor plan and are not to be relocated under any circumstances. Removal of chairs, tables, or any other equipment from the building is prohibited.
No decorations may be attached to the walls, ceilings or lighting fixtures, either inside or outside of the building. All candles must have globes around them. There will be no use of glitter or confetti of any kind.
Any deviation from the activities listed and approved on the application will result in an automatic cancellation of the rental and forfeiture of total deposit amount.
All renters are responsible for clean-up of the facility and its grounds. Room clean-up consists of vacuuming the floors, cleaning the kitchen, if used, and removal of all trash and decorations. All clean-up must be completed immediately following the event and within the time listed in the event application. Failure to clean up in the designated time will result in a deduction from or forfeit of the deposit refund depending on the amount of clean-up.
Traditions Club, Lennar Homes LLC, Leland Management, their officers and employees assume no responsibility for personal property, and will not be held liable for any such properties remaining on the premises before, during or after the rental.