Highland Lakes

Country Club and Community Association

Clubhouse Rentals

The facilities of Highland Lakes Country Club and Community Association are available for rent for “Family Events” by members in good standing as defined by the Club’s By-Laws. Family Events are those family parties and celebrations which you generally host and invite other family members to, along with family friends and guests, as well as those other parties and celebrations which you, as a family member, are generally invited to. Family Events include but are not limited to: Weddings, Bar/Bas Mitzvahs, Christenings, birthdays, and anniversary parties.

To rent any of the Club’s facilities, you are required to read and sign the Club’s terms and conditions (the rental agreement form is available in the Club office), as well as provide a security deposit, rental fees, and the Certificate of Insurance meeting the Club’s specific requirements (which are detailed in the form).

Any breach of the terms and conditions of the Club’s rental agreement (formally available in the Club office and are referenced below for information only)—will result in the loss of the security deposit and/or the forfeiture of future rental privileges for a period of 5 years.

Click on any of the frequently asked questions below to see more information about rules and policies related to renting the club facilities for Family Events:

  1. Can I rent the Clubhouse facilities on behalf of friends and/or family?
  2. Can I rent the Clubhouse facilities for anyone else?
  3. Are the Club facilities accessible to the disabled?
  4. What rooms are available for childrens’ parties?
  5. What are the rental fees?
  6. What is the seating capacity for the club’s rental facilities?
  7. What do I need to submit a rental request?
  8. What times are available for rental, and how long can my event be held?
  9. Under what circumstances can the Club cancel my Family Event?
  10. What are the rules of conduct for my event?
  11. What is the role of the hostess/host, and what hours are they available?
  12. Can I use the kitchen for my event?
  13. What are the insurance requirements for my event?
  14. Who is responsible for personal property at my event?
  15. Can I bring displays and decorations to my event?
  16. What are the rules about using Club property during my event?
  17. What are the rules and policies for family event set-ups/take-downs and decorating?
  18. What is the policy for holding outdoor ceremonies at the Clubhouse?
  19. Are any devices and/or equipment prohibited?
  20. Are licensing, inspections and insurance required for food service?

Can I rent the Clubhouse facilities on behalf of friends and/or family?

    • Members in good standing may also rent the Clubhouse for friends in Highland Lakes provided they are members in good standing of Highland Lakes Country Club and Community Association. However, a Member may not rent the Club’s facilities for any purpose other than a Family Event (as defined above).
    • In addition, a member may not rent the Clubhouse for a member of Highland Lakes, or any member of that member’s household, who is not in good standing, and/or persons who are not property owners in Highland Lakes and who are not family members.
    • Year-round employees of the Club who are not members may rent the Clubhouse, subject to all other terms and conditions of the Club’s rental agreement.)
    • The Club’s determination as to an eligible Family Event is final.      Back to top

Can I rent the Clubhouse facilities on behalf of anyone else?

  • A member may not rent the Clubhouse for a member of Highland Lakes, or any member of that member’s household, not in good standing, and/or persons who are not property owners in Highland Lakes and who are not family members.
  • Year-round employees of the Club who are not members may rent the Clubhouse, subject to all other Terms and Conditions of this Rental Agreement.      Back to top

Are the Club facilities accessible to the disabled?

  • The Clubhouse and Lake Room are accessible to the disabled, with a ramp located at the front of the Clubhouse. Ample disabled parking is provided, and accessible restroom facilities are also available for the disabled.      Back to top

What rooms are available for childrens’ parties? 

  • A supervision plan must be submitted at least two weeks in advance of all parties for children ranging in age from 12 to 21 years of age. (We require the names of the chaperones and insist upon a chaperone-to-guest ratio of 1-to-6.)
  • A rental fee of $25 and a security deposit of $25 are charged for a two-hour party, which includes one hour (before and after) for set-up and clean up.
  • Parties for children ranging in ages from 3-12 are restricted to a maximum of 25 children.
  • Parties must be held during Club office hours or when a host/hostess is available.
  • No alcoholic beverages may be served.
  • Reservation requests for parties to be held from the third week in June through Labor Day weekend must be made by Memorial Day and will only be approved by the Clubhouse Committee Chairperson if there is no conflict with Clubhouse activities.      Back to top

What are the rental fees?

Following below are the rental fees associated with each of the rooms and areas available in the Clubhouse. All checks are to be made payable to: Highland Lakes Country Club and Community Association.

LOCATION OPTIONS
Lake Room (includes use of Deck) $225.00 Dance Floor add $75.00 / Kitchen add $25.00
Seckler and Craft Rooms $225.00 Kitchen add $25.00
Lake Room, Seckler and Craft Rooms $450.00 Kitchen add $25.00

Additional fees: Extra set-up time and clean-up time $90.00/hour      Back to top

What is the seating capacity for the club’s rental facilities?

  • Guests/invitees, agents, employees, or independent contractors are restricted to the maximum fixed seating capacity of the room being rented. The seating capacities of the rooms are as follows:
  • Maximum seating room capacity is:
    • Lake Room 100 persons (80 persons when the dance floor is added)
    • Seckler Room 160 persons (120 persons when a dance floor area is used)
    • Craft Room 80 persons      Back to top

What do I need to submit a rental request?

  • In order to hold the room(s) for a specific date, you will need to sign the Club’s formal rental agreement, and submit a security deposit, rental fees, and a Certificate of Insurance that meets the Clubs requirements set forth on page 5, paragraph 11 of the Club’s rental agreement. Failure to meet these requirements by the submittal date will result in the cancellation of your reservation.
  • Member shall pay, by check or money order, the applicable rental fees (contained in Paragraph 3 of the Club’s rental agreement).
  • A Certificate of Insurance (see Paragraph 11 – Insurance Requirements) must be returned when you submit the signed Agreement. Upon review and approval of the Agreement and Certificate of Insurance, a signed copy of the Agreement will be returned to the Member signifying the Club’s acceptance of the Family Event.
  • The Member shall pay the Security Deposit of $250.00 at the time the Signed Agreement, Rental Fees and Certificate of Insurance are submitted to the Club Office.
  • The Security Deposit must be in the form of a check or money order payable to the Club, and may be included in the check or money order or paid by check or money order separately.
  • The Security Deposit will be deposited by the Club upon receipt. The Security Deposit, less any deductions, will be returned by the Club to the Member approximately 20 days after the Family Event. If the Member cancels the Family Event or otherwise terminates this Agreement or if this Agreement is terminated by the Club for breach thereof by Member, unless the Club has, by customary and reasonable efforts, been able to re-book such space, the Club shall be able to retain, as liquidated damages, the entire amount of such deposit. If the Club by such efforts is able to re-book such space, the deposit, less an administrative charge of $50.00, will be returned to the Member, without interest thereon, and neither party shall have any further obligation or liability hereof.     Back to top

What times are available for rental, and how long can my event be held?

  • The rental period is defined as 9:00 AM to 11:59 PM on the day of the Family Event.
  • The duration of the Family Event is limited to a five-hour maximum period and a maximum of three hours for set-up and clean-up.
  • The Family Event shall commence no earlier than 10:00 AM.
  • Should the Member fail to ensure that the Family Event concludes within the five-hour maximum period, the Member hereby agrees that there shall be deducted from the Security Deposit a fee of $100.00 per hour for each hour, or part thereof, in excess of the five-hour maximum period. The Security Deposit will be forfeited in its entirety should the Member fail to conclude the Family Event within six hours from the scheduled starting time.      Back to top

Under what circumstances can the Club cancel my Family Event?

  • If for any reasons beyond its control, including but not limited to strikes, labor disputes, accidents, government requisitions or regulations on Highland Lakes Country Club and Community Association’s operations, commodities or supplies, acts of war or acts of God, loss of electrical power, water supply, sewerage disposal or fire and occupant protection systems, and Highland Lakes Country Club and Community Association is unable to perform its obligations under this Agreement, such non-performance is excused and the Club may terminate this Agreement without further liability of any nature, upon return of the Member’s deposit. In no event shall the Club be liable for consequential damages of any nature whatsoever.      Back to top

What are the rules of conduct for my event?

  • The Member renting the Club’s facilities must be present at all times during the Family Event.
  • The Member agrees to conduct the Family Event in an orderly manner, in full compliance with applicable laws, regulations, the Club’s rules and this Agreement.
  • The Member assumes full responsibility for the conduct of all persons in attendance and for any damages done to any part of the Club’s premises during all times such premises are under the control of the Member, or the Member’s agents, invitees, employees, or independent contractors employed by the Member.
  • The Member hereby indemnifies and holds harmless Highland Lakes Country Club and Community Association against any and all claims, liabilities or costs (including reasonable attorney’s fees and whether by reason of personal injury or death or property damage or otherwise) arising out of or connected with the Family Event or this Agreement, caused or contributed to by the negligence of the Member, or any guest, invitee or agent of the Member or independent contractor hired by the Member.
  • Ride-on toys are not permitted anywhere in the Clubhouse and on the deck.
  • Appropriate attire is required at all times. Bathing suits and bare feet are prohibited.
  • All tables other than the patio tables must be covered at all times.
  • At the conclusion of the party, all garbage must be taken out to the dumpster located on the far side of the Maintenance Building.
  • The Member is responsible for notifying the Hostess/Host of any spills or breakage that occurs during the Family Event.
  • The Member agrees to be responsible for all additional costs incurred by the Club in repairing/restoring the rooms, furniture, flooring and fixtures to their pre-Family Event condition.     Back to top

What is the role of the hostess/host, and what hours are they available?

  • The Club employs a Hostess/Host to assist you in planning and conducting your Family Event.
  • The role of our Hostess/Host includes:

A. Advising you on your set-up and decorating options, as well as giving you ideas about how previous Family Events were organized and conducted;
B. Making available various literature and brochures provided by caterers, musicians, and DJ’s for your consideration. (The Club makes absolutely no representations or warranties whatsoever regarding the adequacy, reliability, pricing, etc. of these potential suppliers/vendors);
C. Ensuring that you inspect any damages that have occurred during the Family Event prior to your departure.      Back to top

Can I use the kitchen for my event?

  • Activities permitted: The kitchen may be used to prepare foods, beverages and desserts. The kitchen is equipped with a freezer and refrigerator, hand sink, food preparation sink, prep tables, ten-rack convection oven, and also has a supply of pots, pans, utensils, etc. While potatoes may be baked, pasta cooked, and salads prepared, the Member and/or the Member’s agents, contractors or employees may not engage in any food preparation activity that generates grease-producing vapors.
  • Cleanliness: The cleanliness of the kitchen and appliances must be left in the same or better condition as found prior to the commencement of the Family Event. ONLY cleaning products and supplies furnished by the Club under this Agreement may be used. All items used must be returned to their original location. No food, refreshments, garbage, etc. may be left behind in the kitchen.
  • Responsibility for cleaning: The Member, directly or through the Member’s agents, contractors or employees, is responsible for cleaning of the kitchen. Cleaning includes but is not limited to: cleaning of countertops, sinks, tables, ovens, stove, refrigerator, freezer, floors, walls, microwave, etc. The Member, directly or through the Member’s agents, contractors or employees, may retain responsibility for cleaning of the kitchen. Cleaning includes but is not limited to: cleaning of countertops, sinks, tables, ovens, stove, refrigerator, freezer, floors, walls, microwave, etc.      Back to top

What are the insurance requirements for my event?

  • In order to protect the members of Highland Lakes Country Club and Community Association from any claims, damages or liabilities arising out of the conduct of the Family Event by the Member, the Member shall procure and maintain, at their own expense, policies of insurance, in such amounts, upon such terms and with such responsible insurance companies as shall be satisfactory to the Club, including comprehensive general liability coverage (with a specific endorsement acknowledging the insuring of the contractual liabilities assumed by the Member under Section 7.) and such workman’s compensation, employer’s liability and automobile liability coverage as may be required by the Club. Certificates of Insurance for each such policy naming Highland Lakes Country Club and Community Association as an “Additional Insured” shall be delivered to the Club together with this Signed Agreement and the Security Deposit not later than the date specified on Page 9. Such insurance shall be considered primary of any similar insurance carried by any of the above named parties. You are urged to contact your insurance professional immediately to discuss these insurance requirements.      Back to top

Who is responsible for personal property at my event?

  • Any personal property of the Member or the Member’s guests, employees, invitees, agents or independent contractors brought onto the premises of the Club and left thereon, either prior to or following the Family Event, shall be the sole risk of the Member, and the Club shall not be liable for any loss or damage to any such property for any reason.      Back to top

Can I bring displays and decorations to my event?

  • All displays and/or decorations proposed by the Member shall be subject to the prior written approval of the Club in each instance.
  • In the Lake Room, nothing is to be placed on the walls, ceilings, doors, and windows.
  • In the Seckler and Craft Rooms, scotch tape may be used to affix decorations to the walls only; tacks or staples are prohibited.
  • Prohibited decorations in all rooms include but are not limited to all confetti, rose petals, and other materials that may damage or discolor the flooring, ceilings and rugs, can be transported into heating vents or tracked throughout the building, etc.      Back to top

What are the rules about using Club property during my event?

  • Clubhouse property, decorations and furniture must remain in place during the entire Family Event and shall not be:
    1. Moved from room to room;
    2. Removed from any room;
    3. Removed from any wall or ceiling.
  • However, the Member may remove only the small, square patio tables from the Lake Room, together with the matching chairs, for use on the deck only. The Member is responsible for placing these items back into the Lake Room at the conclusion of the Family Event.
  • This rental agreement does not provide for the use of the Club’s sound and/or video electronic equipment. The Member may use the screen found in the Seckler Room.
  • Any film or movie shown during the Family Event must be rated G, PG, or PG-13 by the Motion Picture Association of America.
  • The Member is permitted to bring sound equipment (amplifiers, speakers, etc.) for the use of a DJ or band.
  • The Clubhouse has three wire Sterno racks, which you are welcome to use, however, you will be responsible for supplying the Sternos.
  • All dinnerware, tablecloths, cups, ice, etc. shall be provided by the member renting.
  • The rental agreement does not provide for the use or occupancy of the Game Room under any circumstances. The amusement games in the Game Room are strictly off-limits.      Back to top

What are the rules and policies for family event set-ups/take-downs and decorating?

  • The room arrangement (which is shown in the Set-Up Sheet) is due fourteen (14) days before your scheduled Family Event.
  • If you are using tables and chairs supplied by the Club, our staff will set-up and take-down the tables and chairs as specified on your Set-Up Sheet.
  • Under no circumstances will the Club’s staff set-up, transport and/or dismantle any equipment, items, chairs, tables, etc. which are not owned by the Club. Set-up and decorating is permitted only on the day of the Family Event.
  • At the sole discretion of the Club, the Member may make prior arrangements with the Host/Hostess to have cups, dinnerware, chairs, etc. delivered for use on the day before the Family Event, provided, however, that such delivery must occur after 9:00 AM and before 4:00 PM, Monday through Friday, on regular business days. The Club is not responsible for loss to any materials and supplies left unattended. Minimum Table Cloth sizes: Round – 84”; Rectangular – 108” long.      Back to top

What is the policy for holding outdoor ceremonies at the Clubhouse?

  • You are welcome to conduct your ceremony on the lawn at the Clubhouse. However, this Rental Agreement does not provide for the conduct of your Family Event on the lawn.
  • Tents, canopies, and amplified sound or music are not permitted under any circumstances.
  • If you are planning to have a lawn ceremony, please be aware that we are visited quite routinely by Canada geese, who have an affinity for the lawn’s grass and who leave their droppings behind. Your planning should, therefore, provide ample time to rake the lawn area you plan to use.
  • Should a lawn ceremony be specified on your Set-Up Sheet, 30 chairs will be set aside in the Clubhouse for you. However, you are responsible for set-up and making sure that they get brought back into the Clubhouse at the conclusion of the ceremony.
  • The time used for the outside ceremony, including the set-up and clean-up, is part of the permitted five hour Family Event duration.      Back to top

Are any devices and/or equipment prohibited?

  • Due to the sensitivity of the smoke alarm systems, smoke and fog machines are prohibited.
  • Propane devices are prohibited within all buildings.
  • Due to the potential for damage to flooring and rugs, “chocolate-type” fountains are also prohibited.
  • All electrical, cooking, and other devices to be transported to the Clubhouse for use in the Family Event must be identified on the Set-Up Sheet.
  • The Club expressly reserves the right to reject any proposed device.      Back to top

Are licensing, inspections and insurance required for food service?

  • All food served at the Clubhouse must be prepared in a kitchen licensed by a local health department under the supervision of a licensed food handler. In order to serve food at your Family Event, you must supply the Club, at least 14 days in advance of the rental date, with current copies of the following from your caterer:
  1. the caterer’s food handler’s license.
  2. the current license for the kitchen facility in which the food is being prepared.
  3. The kitchen facility’s most recent inspection report issued by a local health authority.
  4. a certificate of insurance from the caterer.
  • All documents must be valid on the date of the Family Event. Documents with an expiration date before the Family Event will not be accepted. The provisions of this section do not apply to food prepared and served by family members for sharing at the event.      Back to top

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