Some Community Associations are fortunate to have a clubhouse for their members. It’s a wonderful place where members, their families and other members can come together for social or business events.
There are occasions when a member wishes to hold a private event at the clubhouse where other members are not allowed to attend; birthday parties are a common example. This is a great benefit to the community and should be encouraged. Some things to consider with such a request include:
- A deposit for the access to the clubhouse, whether that be a set of keys or a temporary passcode to the gain entry.
- A one-time cleaning fee.
- An additional deposit for any damage or loss incurred from the event.
Most of the above should be modest fees/deposits to simply ensure that the community’s clubhouse condition is maintained for future use. You may also consider a rental fee to generate income for the community with these clubhouse rentals. There is no hardened rule for this as some communities charge a rental fee while other consider the clubhouse a benefit for all members to enjoy free of any rental fee.
It will be important to assign someone, whether it’s your management company or member volunteer, to coordinate the clubhouse reservations. They should make sure that reservation bookings do not overlap, all deposits and fees are attained, and that pre and post event inspections are conducted.
If alcohol will be served, you should get the advice from your legal counsel on how best to proceed. Waivers of liability, etc will likely be a requirement. Legal counsel should also be consulted should you decide to rent the clubhouse out to non-members.
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