FACILITY RENTAL POLICIES

The following policies apply to the rental of the Amenities:

1. Patrons Only. Unless otherwise directed by the District, only Patrons may reserve the portions of the Amenities for parties and events. Rental reservations may not be made more than four (4) months prior to the event; payment to be submitted no more than 90 days before the date of the event and no less than 2 weeks before the date of the event; however, the Amenity Manager may, in his or her sole discretion, accept payment up to two (2) business days prior to the rental date.  Patrons interested in rental of the Amenities must contact the Amenity Manager in order to determine availability of the Amenities for any particular reservation. All of the District policies remain in force during parties and events. Patrons renting the Amenities available for rental are responsible for ensuring that all Guests and attendees adhere to the District’s policies.
2. Amenities Available for Rental: Only the following Amenities are available for rental: clubhouse, outdoor covered patio area, and multi-purpose field.
3. Rental Application and Rental Agreement. Patrons must submit a completed Rental Application, a copy of which is attached hereto as Attachment C, to the Amenity Manager no later than fourteen (14) days prior to the requested event indicating the date of the event, the hours when the event will be held, a description of the event, the number of attendees that will be attending, and whether alcohol and/or food will be served.  The Amenity Manager will review Rental Applications on a case-by-case basis and has the authority to reasonably deny a request. Denial of a request may be appealed to the District’s Board of Supervisors for consideration. Each Patron renting the Amenities must sign and execute a Rental Agreement acceptable to the District and all documentation required therein must be received by the Amenity Manager no less than ten (10) days prior to the date of event. Regardless of whether the Rental Agreement is executed, the Patron is bound by the Rental Agreement, which is incorporated herein by this reference.
4. Payment & Registration. At the time the reservation is made, two checks or money orders (no cash), one for the deposit and one for the rental fee, both made out to “Solterra Resort Community Development District” must be delivered to the Amenity Manager, along with completed paperwork and insurances, if necessary.
5. Rates and Deposits. The rental rates and deposits for use of the Amenities are as set forth in the District’s rules. To receive the full refund of the deposit within ten (10) days after the event, the renter must:
   1. Remove all garbage, place in dumpster and replace garbage liners;
   2. Take down all decorations or event displays; and
   3. Otherwise clean the rented Amenities and restore them to their pre-rented condition, and to the satisfaction of the District.
   4. The District may retain all or part of any deposit if the District determines, in its sole discretion, that it is necessary to repair any damages (including any clean-up costs) arising from the rental.
6. Computation of Rental Time. The rental time period is inclusive of set-up and clean-up time.
7. Duration of Events. Unless otherwise authorized by the District, each rental shall be for a minimum of two (2) hours but no more than four (4) hours, and no after-hours events shall extend past midnight. If the event lasts longer than four (4) hours, the deposit is forfeited.
8. Available Hours. The Amenities available for rental may be rented for parties and events during normal operating hours. Additionally, the clubhouse may be rented after normal operating hours and until midnight. All parties and events, including clean-up, at the clubhouse must conclude by midnight.
9. Capacity. The clubhouse capacity limit (50 total persons, including employees) shall not be exceeded at any time for a party or event.
10. Noise. The volume of live or recorded music must not violate applicable Polk County noise ordinances, or unreasonably interfere with residents’ enjoyment of their homes.
11. Insurance. Additional liability insurance coverage will be required for all events that are approved to serve alcoholic beverages, or for other events that the District determines in its sole discretion should require additional liability insurance. The District and its supervisors, staff, and consultants/contractors are to be named on these policies as an additional insured party.
12. Cancellation. If the individual renting one or more of the Amenities wishes to cancel a reservation, the cancellation must be communicated to the Amenity Manager in writing no later than thirty (30) days prior to the scheduled event to receive 100% of the rental fee and deposit. If the event is cancelled less than thirty (30) days prior to the event, 100% of the security deposit and 0% of the rental fee will be returned.

Reservation Rates for Clubhouse.

Any Patron wishing to have the exclusive use of any room or area within the clubhouse or pool area must properly reserve the room or area in accordance with the Facility Rental Policies, as detailed in the Amenities Policies of Solterra Resort Community Development District and pay the appropriate rental fee and deposit in the amounts set forth below.

*The Amenity Manager is authorized to charge fees not to exceed the maximum rental fees listed above; however, in the discretion of the Amenity Manager, the rental fees may be adjusted downward for weekdays, weekends, and holidays.  However, all rental fees are increased by $50.00 per hour for each hour past normal operating hours.

All rentals require a $300.00 deposit in form of check that gets returned if no incidentals are required to be charged.  To rent both of the below spaces combined it is $140.00 per hour.

Covered Patio: $100.00 per hour                                                                                                            Clubhouse: $100.00 Per Hour