Castlewood Reservation Request
All HOA community events and standing HOA Clubhouse reservations have priority over private requests. All private rental requests are taken on a first-come, first-served basis.
You must be a resident of Castlewood to reserve either the Clubhouse or the Pavilion. The pavilion cannot be reserved from October 1 through April 30 of each year. THE POOL CANNOT BE RESERVED. THE POOL & POOL RESTROOMS REMAIN OPEN TO ALL RESIDENTS DURING A PAVILION OR CLUBHOUSE RESERVATION. Reservations cannot be made on behalf of another individual, group, or organization. The resident must be in attendance during the entire reservation.
To ensure our amenities are available for reservation, fairly and equitably, to all Castlewood residents, you must submit a signed Rental Agreement, rental fee, and security deposit before your reservation is added to the community calendar.
RESTRICTIONS
- NO smoking anywhere on Community property, including the Clubhouse, pavilion area, pool, and parking lot.
- NO alcohol can be consumed, or carried outside, of the Clubhouse or pool area.
- NO glass of any kind is allowed in the pool or pavilion area.
USE OF VENDORS
- The resident must submit a HOLD HARMLESS waiver to Castlewood two (2) weeks prior to the event.
- Castlewood will not be responsible for any equipment provided by the vendor, damage to the clubhouse facility by vendors, or damage to vendor equipment.
- Resident accepts FULL responsibility for vendors and their equipment while on Castlewood property.
EVENTS FOR MINORS, OR MINORS AS GUESTS
Any event with participants under the age of eighteen is required to have at least one adult chaperone for every ten minors present during the entirety of the event. The Community Manager is NOT considered a chaperone.
PROHIBITED ITEMS
The following are prohibited:
- Finger paints, colored markers, crayons, nails, screws, push pins, thumb tacks, staples, tape, glue, glitter, silly string, stickers, slime, decals, fog machines, candles.
- Bounce houses inside the clubhouse. Bounce houses are allowed outside the clubhouse. A “Hold Harmless” document must be signed and submitted to the Community Manager two (2) weeks prior to the event.
- Water slides.
The following process will be followed for ALL reservations.
Step 1: Submit this online Reservation Request. (Scroll to the bottom of this page)
- The Community Manager will email a Reservation Acknowledgement confirming your date is available.
- Your reservation is PENDING and not final.
- The email will include links to submit the rental fee, the security deposit, and a pdf document of the Rental Agreement for you to print, sign, and return.
You have 72 hours to pay the rental fee, deposit, submit the Rental Agreement, and complete a hold harmless if applicable to the Community Manager once you receive the email Reservation Acknowledgement.
Step 2: Click the links the Community Manager emailed to you and pay:
- The rental fee.
- The security deposit for a Clubhouse reservation.
- Security deposits are required on ALL Clubhouse reservations. A pavilion reservation does not require a deposit.
Step 3: Print the PDF Rental Agreement document.
- Read the Rental Agreement.
- Initial the required boxes confirming you have read and accept the terms.
- Sign the document signifying you agree to all the terms and policies.
- Sign and submit the hold harmless if applicable.
- Submit the signed Rental Agreement to the Community Manager within 72 hours.
- Rental agreements can be dropped off at the Clubhouse, placed in the night drop box at the Clubhouse front door, or scanned and emailed to the Community Manager.
If the Community Manager does NOT receive your signed Rental Agreement, deposit, and rental fee within 72 hours after the email Reservation Acknowledgement has been sent, the PENDING reservation will be CANCELLED.
Step 4: The Community Manager lists your reservation on the calendar as FINAL.
- Your reservation is NOT finalized, nor the date reserved, until you submit:
- A signed Rental Agreement
- The rental fee
- The security deposit
Do not mail out event invitations without receiving email confirmation from the Community Manager that your reservation has been added to the calendar as FINAL.
I understand and agree to the following:
- Failure to comply with all HOA amenity policies may result in loss of my deposit, additional damage charges, and/or suspension of amenity privileges.
- I am financially responsible for any fees, charges, or damages resulting from my use, my guests use, or my vendor’s use of the Castlewood amenity I am using.
- I understand the HOA is not responsible for lost, stolen, damaged, or unsecured items of mine, my guests, or my vendor(s) during the use of the Castlewood amenity I am using.
- I understand that my rental is only for my personal use. I will attend my event for the entire duration. I am NOT reserving the amenity on behalf of a group, organization, another party, or friend to use the facilities.
RESERVATION REQUEST
Reservations cannot be made more than 6 months in advance from the date of the request.
Requests for graduation weekend will be honored in the order they were received and cannot be submitted more than six months in advance. Requests are time stamped. Terri will be out of the office from November 26, 2024 through Friday, November 29, 2024. Any requests made during this time will be reviewed upon her return on Monday, December 2, 2024.
Amenity Agreements:
Amenity Policies:
Complete List of Available Items in the Clubhouse & Pavilion:
