OCCUPANCY:

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Occupancy of any rental is capped at 40 persons for the entire rental time period (not a “rolling total” as with an open house). Occupancy number includes any caterers, vendors, entertainers, etc. If at any time during the course of the event the maximum number of occupants (40) is exceeded, or the total number for the duration of the event has been surpassed, Management reserves the sole and exclusive right to take any and all necessary corrective actions, including, but not limited to the immediate cancellation of the event and forfeiture of all fees, including the Security Deposit. A violation of the occupancy restrictions shall be deemed a material breach of this Agreement, and Management reserves the sole and exclusive right to immediately cancel the event and ask all guests to leave the premises. Those refusing to leave the premises when directed to do so by Management staff will be considered to be trespassers.

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Resident(s) must be present at all times during the event. Failure of Resident(s) to be present at all times during the event shall be considered to be a material breach of this Agreement, and Management reserves the sole and exclusive right to immediately cancel the event and ask all guests to leave the premises. Those refusing to leave the premises when directed to do so will be considered to be trespassers.

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It is understood and agreed that the event shall take place within the confines of the Bellissima Ballroom only, and nowhere else within the Club Facilities. The two unisex restrooms closest to the ballroom are available for  guest use. All other common areas are strictly off-limits to the non-resident guests.

 

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EVENT PARKING AND ENTRY GATE ACCESS:

Gate access must be arranged in advance by the Resident (via the GateHouse app) for each vendor and guest vehicle; access is granted by individual’s name, not by Resident's name.

The Bella Trae Community Association will make available a limited number (13) of event guest parking spaces in
the back of the Clubhouse parking lot closest to the recycling container. All event guests (including vendors) MUST park in the designated spaces only. Please note that all other parking spots at the Clubhouse and the surrounding neighborhoods are for the exclusive use of Bella Trae Residents and are NOT to be used for event guest or vendor parking. Any event guest or vendor vehicle parked in any of those parking spots will be subject to immediate towing without further notice. All BTCA vehicle Rules must be observed; no oversized vehicles or campers. It is the Resident’s responsibility to inform all guests and vendors PRIOR to the event about using designated parking subject to being towed.

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DAMAGES, LOSSES, AND RESPONSIBILITIES:

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The Resident will be liable for any and all damages and losses to any element of the Clubhouse, including, but not limited to, furniture, fixtures, flooring, glass, and building structures. (If Resident is a lessee, Owner is ultimately responsible.) No use of tacks, nails, staples, tape, etc. on any Clubhouse surface is allowed. The Resident hereby acknowledges that items, supplies, or equipment brought into the Clubhouse for the event are the sole responsibility of the Resident. The Association assumes no responsibility or liability for any loss or damage to said items, equipment, or supplies.
 

Any vendor contracted for any event must have proof of insurance and applicable licenses. Proof of insurance must be submitted to Manager not fewer than three (3) days prior to the event. Failure to provide such documentation may result in the cancellation of the event and forfeiture of the rental fee.

At the conclusion of the event, the rented space must be fully restored to its previous condition, as it was before the event. Resident is responsible for the clean condition of all areas that were occupied by guests, including parking area and walkways. If janitorial services are deemed necessary, at the Manager’s discretion, that may be deducted from the Deposit; additional janitorial services, if needed, will be billed at $45.00 per hour. The recycle dumpster located next to the Clubhouse cannot be used for event trash disposal. Resident is responsible to place trash in their association’s receptacle, immediately following the event. Improper dumping of refuse is subject to fining.
 

A management representative will inspect the facility after the event and assess any damages. Failure to properly restore the premises to original condition will result in part or all of the Security Deposit being forfeited. Damages to any part of the Clubhouse that exceed the amount of the Security Deposit will be charged to the Resident as an additional rental charge and ultimately may be charged to the Owner’s account as an Individual Assessment. BTCA Rule infractions are subject to fining and other penalties. Residents, vendors, and guests must comply with all state, county, and city ordinances, codes and regulations, including, but not limited to those regulating noise, nuisance, and safety.
 

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ALCOHOLIC BEVERAGES:
 

Residents are prohibited from selling alcohol or allowing alcohol to be sold in a manner that would violate any federal or Florida laws governing or related to the control of alcohol, or in a manner that would violate Bella Trae Community Association policies. The Resident may provide alcohol for consumption by persons of the age of 21 years or older, at the Resident’s sole risk and expense. Resident, at Resident’s sole risk, may further allow family and guests of the age of 21 years and older to bring their own alcohol for consumption at the event, provided that such family or guest comply with the provisions of law and Association policy. BTCA shall not be liable or responsible for any damages arising from the intoxication of any guest(s), or for injury or death to any person(s). NO ALCOHOL IS TO BE CONSUMED BY ANYONE UNDER THE AGE OF 21 UNDER ANY CIRCUMSTANCES. Alcohol will be restricted to the room that is being rented only.
 

Alcohol will be restricted to the room that is being rented only. Association reserves the right to revoke individual privileges and immediately call for the cancellation of the event if the consumption of alcohol is perceived to cause a threat or a nuisance to any person or property.
 

Resident agrees to sign the Association’s Alcohol Consumption and Distribution Waiver.

 

Resident hereby agrees to indemnify, defend, and hold the Bella Trae Community Association, its officers, directors, agents, and employees harmless from and against any and all liabilities, damages, losses, expenses, claims, demands, suits, fines, and judgments (including reasonable attorneys’ fees, costs, and disbursements) of whatsoever kind arising out of or related to the distribution and/or consumption of alcohol.
 

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INDEMNIFICATION AND HOLD HARMLESS:
 

Resident agrees to indemnify, defend, and hold harmless Bella Trae Community Association, its officers, directors, agents, and employees from and against any and all liabilities, damages, losses, expenses, claims, demands, suits, fines, and judgments (including reasonable attorneys’ fees, costs, and disbursements) that arise out of the negligence or willful misconduct of Resident, vendors, and/or event guests. This obligation to indemnify shall not apply to the extent that Bella Trae Community Association seeks indemnification for its own negligence, gross negligence, or willful misconduct.
 

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MISCELLANEOUS: 

 

SMOKING IS NOT PERMITTED INSIDE OR OUTSIDE THE CLUBHOUSE.
 

1. Full-service catering is not allowed. This is a catering company that prepares the food on-site with the use of ovens/hot plates/microwaves etc. If the party wishes to bring in a restaurant to cater, who brings food that is already prepared, that is allowed. 

2. Bellissima Ballroom room rental hours are Sunday through Saturday, between 8:00 am and 9:00 pm, but with an overall rental duration not to exceed 8 hours. Event setup times must first be approved by Management in advance. Management’s determination in this respect shall be final. All events must conclude by 9:00 pm with mandatory cleanup completed by the Resident by 9:30 pm. 

3. Entry to the Bellissima Ballroom shall be through the side Clubhouse door leading directly into the room. 

4. No pets are permitted anywhere in the Clubhouse or other Club Facilities; only leashed service animals are permitted. 

5. Proper attire is required at all times. 

6. Resident is responsible and accountable for his/her conduct and the conduct of all guests attending the event including vendors/deliveries. Courtesy, decorum, good conduct, and safe behavior must be observed. No loud, disruptive, or disorderly conduct is permitted. 

7. Garbage must be disposed of in suitable bags and removed from the Clubhouse facilities within 30 minutes of event end and no later than 9:30 pm. Resident is responsible for proper disposal in their association’s receptacle. Improper placement of garbage is subject to fining and other penalties.

8. Tables and chairs must remain in the original area located as prior to the start of the event.

9. This agreement does NOT include the use of linens, table coverings, eating utensils, coffee pots, platters, and food/ beverage containers of any kind. This agreement does NOT include any part of the Clubhouse kitchen facilities. This agreement does NOT include the use of any audio/video equipment, screen, or television. This agreement is for the rental of the room, tables, and chairs ONLY.

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​DATED THIS ________ DAY OF ________________________, 20______
BELLA TRAE COMMUNITY ASSOCIATION, INC.
 

By: ______________________________________________, BTCA Manager
 

 

__________________________________________________
Resident Signature
 

__________________________________________________
Resident Printed Name(s)
 

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If Resident is a Lessee, the following is required;
 

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__________________________________________________     _______________________
Owner Signature                                                                    Date
 

__________________________________________________

​Owner Printed Name

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