Email Request within 10 Business Days of Event. - A written request must be submitted in order to cancel or change a reservation. Email Recreation with your name & address, community center & date reserved, and reason for cancelling or rescheduling. If the request is approved, bring the previously filled out contract to the office for adjustments and pay applicable fee listed below.
Cancellation Date / Reschedule Request Date Refund Granted / Fee Charged
30 or more business days prior to rental date = Rental fee minus 10%
Between 10 and 30 business days prior to rental date = Rental fee minus 20%
Fewer than 10 business days prior to rental date = No refund granted
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Yes, but sale is prohibited. - According to ABC guidelines, if ALL of the following criteria are met for the event, no license is needed:
Consumption of alcoholic beverages by Renter or Renter’s guests or invitees must be in accordance with Virginia law. Association assumes no responsibility for injuries to Renter or Renter’s guests and invitees as a result of the consumption of alcoholic beverages on the premises.
Folding Tables & Banquet or Folding Chairs. - 10 six-foot folding tables and 75 chairs are provided at each center. Tall Oaks has 61 rounded banquet chairs and 14 black padded folding chairs, while Canterbury Woods has 75 black padded folding chairs.
Yes, but not the security deposit. - The rental fee (required up front) can be paid by someone other than the person listed on the contract. However, the security deposit (required the business day before the rental) must match up with the name listed on the contract.
Forfeiture of Security Deposit. - As specified in the rental conditions, the Association does not permit Renter or Renter’s property to enter the building before or after the times specified on their contract. If the Renter enters outside of this time, the entire deposit is forfeited. Be sure to allow adequate time for set up and clean up at the time of your initial rental.
No, unless they are on the contract. - As specified in the rental conditions, rentals are not permitted on behalf of another party-- only Member(s) listed on the rental contract are permitted to submit the contract and pick up/return community center key and security deposit. This ensures responsibility remain within the Association. Member(s) of the household may be added to the contract with proof of residency shown and written permission from the renter.
Take Photos & Report to Association. - If there are any issues, take photos of the specific items and call the on-call number. This ensures that the Association holds the correct person responsible to withhold the appropriate amount from their security deposit. There is also a plaque posted on the wall in each center with this information for your reference.
Yes. - The Association does not include cleaning services with your rental. Cleaning supplies are provided. Follow the checklist provided on the contract for easy cleanup.
Remove from Premises. - The Association does not have a dumpster for Renter to dispose of bags of trash from their event. All trash must be transported to Renter’s place of residence for their trash service to take care of or disposed of in an authorized dumpster.