Community spaces and event rooms provide valuable venues for parties, meetings, and gatherings. Understanding reservation processes, fees, and policies helps you successfully plan events and make the most of these shared facilities.
Types of Community Spaces
HOAs offer various types of community spaces:
Clubhouses
Multi-purpose community centers that may include:
- Large meeting or event rooms
- Kitchen facilities
- Seating areas
- Audio/visual equipment
- Restrooms
- Storage areas
Event Rooms
Dedicated spaces for private events:
- Party rooms
- Meeting rooms
- Banquet halls
- Conference rooms
Outdoor Spaces
Outdoor areas available for events:
- BBQ areas and picnic spaces
- Pavilions or covered areas
- Outdoor patios or decks
- Park areas
Reservation Process
Most associations require reservations for community spaces:
1. Submit Reservation Request
Typically required information:
- Date and time of event
- Expected number of guests
- Type of event
- Special requirements (tables, chairs, equipment)
- Contact information
2. Approval Process
Reservations may require:
- Advance notice (often 30-60 days)
- Board or management approval
- Payment of fees and deposits
- Signed rental agreement
- Proof of insurance (for large events)
3. Confirmation
Once approved, you'll receive:
- Written confirmation
- Access instructions (keys, codes)
- Rules and policies
- Contact information for issues
Rental Fees and Deposits
Most associations charge fees for space rentals:
Rental Fees
- Resident Fees: Typically $50-$500+ depending on space and duration
- Non-Resident Fees: Higher fees for non-residents (if allowed)
- Hourly Rates: Some charge by the hour
- Package Deals: Discounts for multiple-day rentals
Security Deposits
- Refundable deposits (often $200-$1,000+)
- Held until after event inspection
- Deducted for damages or cleaning
- Returned within 7-30 days after event
Additional Fees
- Cleaning fees (if not included)
- Equipment rental (tables, chairs, AV equipment)
- Overtime charges for extended use
- Cancellation fees
Usage Policies
Common policies for community spaces:
Hours and Duration
- Maximum rental duration (often 4-8 hours)
- Operating hours (typically 8 AM to 10 PM or similar)
- Overtime charges for extended use
- Set-up and clean-up time included or separate
Capacity Limits
- Maximum occupancy based on fire codes
- Enforcement of capacity limits
- Additional fees for exceeding capacity
Guest Policies
- Guest limits or requirements
- Guest registration if required
- Responsibility for guest behavior
Prohibited Activities
- Alcohol restrictions or requirements
- Smoking prohibitions
- Noise restrictions
- Prohibited decorations or items
- Commercial activities restrictions
Rules and Responsibilities
When renting community spaces, you're typically responsible for:
- Cleanup: Returning space to original condition
- Damage: Paying for any damages
- Compliance: Following all rules and policies
- Supervision: Supervising guests and activities
- Insurance: Providing proof of insurance if required
- Noise: Maintaining reasonable noise levels
- Safety: Ensuring guest safety
What's Typically Included
Rental often includes:
- Use of the space
- Basic furniture (tables, chairs)
- Kitchen facilities (if available)
- Restroom access
- Basic cleaning supplies
- Trash disposal
May require additional fees:
- Special equipment (AV, sound systems)
- Additional tables or chairs
- Linens or decorations
- Professional cleaning services
Tips for Successful Reservations
To ensure smooth event planning:
- Book Early: Reserve well in advance, especially for popular dates
- Read Policies: Understand all rules and requirements
- Ask Questions: Clarify any unclear policies
- Inspect Space: Visit the space before your event
- Plan for Cleanup: Allocate time and resources for cleanup
- Follow Rules: Adhere to all policies to avoid fees
- Document Condition: Take photos before and after
Common Issues
Be aware of potential problems:
- Last-Minute Cancellations: Policies on cancellations and refunds
- Double Bookings: Confirm your reservation is secure
- Equipment Issues: Check equipment availability and condition
- Access Problems: Ensure you have proper access (keys, codes)
- Neighbor Complaints: Manage noise and parking issues
- Damage Disputes: Document condition to avoid disputes
Before You Buy
If you plan to use community spaces:
- Tour available spaces
- Review reservation policies
- Check rental fees and deposits
- Understand capacity limits
- Ask about availability and booking difficulty
- Review rules and restrictions
- Check what's included in rentals
Conclusion
Community spaces and event rooms provide valuable venues for gatherings and events. By understanding reservation processes, fees, and policies, you can successfully plan events and avoid problems. Before purchasing, evaluate available spaces and ensure they meet your needs for hosting events.