CLUBHOUSE PARTY
ROOM RENTALS
FREQUENTLY ASKED QUESTIONS
Who can rent the clubhouse? Residents in good standing (current on all present year and past assessments and/or late fees). Residents must pay with check or money order with Meadowood address included, and be present for the duration of the rental/event.
How much does it cost to rent the clubhouse? $125 rental fee, plus a $250 refundable security deposit upon a successful post-party room inspection by the Clubhouse Manager or other Meadowood official. $375 is the total due up front, unless the rental is during pool season and will go beyond 8 p.m.
How do I pay? Check or money order made payable to Meadowood Homeowners Association. Cash is not accepted.
How do I rent the clubhouse? Check the website party room calendar HERE for availability. Call or text Shelly Snell, Clubhouse Manager, at 440-669-3550, to confirm room availability. Complete the application and contract, available for downloading and printing HERE. If you are able to use online Adobe (PDF) forms, you can complete the form online, save and attach the two PDF files in an email it to Shelly at msnell@bw.edu. If you email the paperwork, you must then arrange to mail or deliver the rental fees and deposit to Shelly. Once your check or money order is deposited and cleared you will receive a confirmation of the rental day and time.
Can I decorate the clubhouse? Yes and no.There are restrictions in our aging clubhouse party room. Nothing can be attached, even temporarily, to the clubhouse walls, molding, windows, or wood work. The walls are extremely delicate after years of wallpaper and paint applications. Nothing should be hung from the ceiling. There are already many damaged ceiling tiles. No 3M sticky items, tape, glue, pins, tacks or any wall fasteners can be used. All decorations must go on the tables, and renters should bring easels or display stands for all pictures and signs. NO LOOSE GLITTER OR WATER BALLOONS ARE TO BE USED IN THE PARTY ROOM. Any new damage to the room, tables, or chairs, will result in the forfeit of the $250 deposit. If the room is excessively dirty, a cleaning fee of $75 will be witheld from the security deposit.
What are the hours I can rent the clubhouse when the pool is open for the season? From the Saturday before Memorial Day until Labor Day, the Clubhouse can be rented from 10 a.m. to 8 p.m., without an additional charge. If you rent the Clubhouse past 8 p.m., there is an additional $22.50 per hour lifeguard fee that is in addition to the rental fee and must be paid in advance through your check or money order.
What are the hours I can rent the clubhouse when the pool is not open for the season? From the day after Labor Day until the Friday before Memorial Day weekend, the clubhouse can be rented from 10 a.m. to 11 p.m., without any additional fees. Please note that there are City ordinances for loud noise and we ask renters to be considerate of neighbors living adjacent to the Clubhouse, especially after 8 p.m.
Can I rent the pool for a pool party? No. We do not allow private pool parties. Your party attendees may use the pool and volleyball area, but these are areas open for resident patrons and thus, cannot be reserved or monopolized. Any private party items like food, tables, chairs, decorations, etc., must remain in the party room at all times. The sliding glass doors cannot be opened for private parties. Animals are not permitted in the Clubhouse Facility or pool area.
Can I have alcohol at the party? Yes, but all alcohol must remain IN THE CLUBHOUSE AT ALL TIMES. Glass containers are prohibited in all pool areas. Open containers (“red solo” cups, party cups, etc.) carried between the party room and the pool deck will be considered as alcoholic drinks and you will be asked to leave drinks in the Clubhouse. Any party room attendees in the pool area that are observed to be intoxicated will be asked to leave. Please use common sense and do not attempt to swim under the influence of alcohol.
What does the rental include? Resident-renters have access to a common supply of tables and chairs. If you wish, call for specifics on table numbers before your event to confirm supply. The room has a full kitchen with stove, oven, microwave, double sink, and refrigerator/freezer. Please note: there is no garbage disposal installed.
How many people does it hold? The clubhouse can hold up to 150 people.
Is there WiFi? Yes. It is public and unsecured. WiFi speeds are variable. We recommend that you use your own "hot spot" or local area network. There is no technology staff on the premises and the lifeguards are not authorized to make any technology modifications. The WiFi password can be found on the wall in the Clubhouse lobby, or, ask the Clubhouse Manager.
Are there bathrooms? Yes and they are able to accommodate handicapped attendees.
After the party what do I need to do?
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Put away all tables and chairs so the room can be mopped by the cleaning staff.
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Take any garbage to the outside receptacle located on the west side of the building.
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Clear out all food from the refrigerator and wash/clean items used in the kitchen.
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Sweep floor of excess debris and use paper towels to wipe up any spills or standing liquids.
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Remove ALL decorations and personal items. Please leave the room the way you found it and do not assume that the next renter group will want your leftover food, dishes, party supplies, vases, decorations, balloons, etc. Your security deposit will be withheld if excess items are left in the room for management to discard.
RETURN THE KEY to the Clubhouse Manager. Please remember that other renters will need the key after you.
Please be respectful of your neighbors.