Facilities Rental Terms

 Adopted by the Board of Directors October 17,1995

Revised April 12,1998 

I.  REGULAR RENTAL - MEMBERS AND NON-MEMBERS

 Club House Reservations and Duration:

-   Reservations will be made on a first-come, first-served basis with club functions having a priority over all rentals.

-  Confirmation of the requested date will be made at the time the signed contract and appropriate security deposit is submitted to the Facilities Rental Committee chairman (or designee).  Final approval of the rental agreement will occur when the contract is submitted and accepted at the next monthly Board of Directors meeting prior to the rental date.

-  The rental will start at 10:00 A.M. the day of the approved rental date and conclude at 9:00 A.M. the following day.  This provides adequate time for clean-up after the function.  The keys must be returned to the Facilities Rental Committee chairman (or designee) by 9:00 A.M. the day following the rental.

Member/Non-member Designation:

 - Members may rent the club at the member rate for functions for themselves or their immediate family only such as Christmas parties, birthday parties, weddings, family reunions, etc.  Business functions, social organizations, clubs, associations, etc. will be rented at the scheduled non-member rate.  A member will be allowed to rent the club at a special reduced rate (member rate less $200.00) once per wedding of each member’s child.  The renter is required to be on the premises for the duration of the function.

Security Deposit and Rental Fees: 

-  The rental fee will be given to the Facilities Rental Committee chairman (or designee) at the time the keys are issued to the renter.

-  The security deposit fee will be deposited by Hobcaw Yacht Club upon receipt and identified as a damage deposit for the rental as described on the appropriate contract.  Hobcaw Yacht Club will issue a check returning the appropriate deposit refund after the reservation date, when the club has been inspected and the key has been returned.  The Facilities Rental Committee chairman (or designee) will inspect the facility and determine that: (1) no physical damage has been incurred to the club property, (2) no additional clean-up is necessary over and above the normal clean-up, and (3) the club has incurred no other expenses other than normal (i.e., clean-up).  Any expenses other than normal incurred as a result of the rental will be deducted from the security deposit.  If these expenses exceed the deposit, the difference will be billed to the renter.

Cancellations: 

-  Cancellations must be made in writing 30 days prior to the scheduled rental date for refund of the security deposit.  Extenuating circumstances will be addressed as they arise.

Management Procedure: 

-  The Facilities Rental Committee chairman (or designee) will maintain completed contracts in the “Facilities Rental” folder.  The renter will provide contact information such as residence and work phone numbers and mailing address on these contracts.  Contact information for the Facilities Rental Committee chairman (or designee) will be provided to the renter to coordinate picking up keys and to discuss any matters pertaining to the rental.

-  The security deposit will be deposited upon receipt and held by Hobcaw Yacht Club.  The appropriate security deposit refund will mailed to the address provided on the contract after the scheduled function.

II. RESERVING OUT-BUILDINGS - MEMBERS ONLY

Gazebo: 

-  The gazebo is for the use of the membership at all times, and, therefore, cannot be reserved or rented.

Boat House/Pavilion: 

-  The boat house/Pavilion is available to members to reserve for functions such as oyster roasts, birthday parties, reunions, etc.  A flat charge will be levied to secure a specific date and time.  This area will be reserved for the renting member to accommodate planning for the event and to eliminate any conflict with other members during the reserved date and time.  A notice of reservation will be posted at the location showing the date, time, duration and renter to eliminate any conflict with other members wishing to use the facility.  Reservations are on a first-come, first- served basis.

-  The member reserving the facility must be present at the facility during the function and is responsible for clean-up afterwards.  Any damage or expense incurred by the club as a result of the rental will be billed to the reserving member.

-  The maximum time allowed for reserving the pavilion is four (4) hours.  The maximum attendance permitted at any private pavilion function will be limited to fifty (50) people.  No Bon fires shall be permitted in the boatyard during these events.  All pavilion functions must end by 12:00 midnight.

Reservation fees: .

      Boat House/Pavilion – $100.00 (Non-refundable)

III.  NO FEE/REDUCED RATE RENTAL 

-  The Board of Directors reserves the right to rent the club to “non-profit” civic and community organizations for meetings, fund raisers, etc at a reduced rate or at no cost.  The organization requesting the variance will state the reasons why their function should receive a special rate and submit the proposal to the Board of Directors to be voted on at the next monthly board meeting prior to the rental date.  Each application will be judged on a case-by-case basis.  It is imperative that these no fee/reduced rate rental be limited to “Non-profit” organizations and that no on-site sales be allowed.  Otherwise, the club would be in jeopardy of losing its ‘Non-profit” status with the IRS.