*Botanica Lakes* Botanica Lakes Blvd Ft. Myers, FL 33913

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1 *Botanica Lakes* Botanica Lakes Blvd Ft. Myers, FL REQUEST TO RENT A FACILITY Thank you for your interest in renting a facility in Botanica Lakes. This Request and Waiver must be completed for all facility rentals. Residents must read and agree to follow the Facility Rental Guidelines. RENTER INFORMATION: Date of Request: Full Name: Address: Home Phone: Alternate Phone: RENTAL INFORMATION: Event Description: Date Desired: Alternate Date: Start Time: End time: Expected Attendance: How Many Attendees Live in Botanica Lakes: Is this request for repeated rentals for the same purpose? YES NO If YES, how often? Will alcohol be served? YES NO Will a caterer by used? YES NO *Will you require use of the fridge? YES NO *If Yes, you will need to contact Management during the week Monday-Friday 9-4pm. before your event. Revised 8/26/14 - Page 1 of 4 Areas Requested (Please circle all areas that apply): SOCIAL ROOM / KID S ROOM / KITCHEN / PARTY PAVILION

2 STATEMENT OF UNDERSTANDING AND WAIVER OF LIABILITY I,, the undersigned, have read, understand and agree to follow the Rental Usage Guidelines for reserving the Facilities. I understand and agree to the following: That any damages to the Facility will be deducted from my deposit and any damages in excess of the deposit will be charged to me. That The Homeowner s Associations retains the right to suspend my use privileges without reimbursement until such damages are paid. That a non-refundable cleaning fee of $50 will be deducted from the security deposit for cleanliness, health and sanitary purposes. That I am expected to leave the room/areas used in reasonably good and clean condition That a security deposit and a hourly rate (with a maximum capped amount) will be charged. All monies received by the Association will be deposited. Refunds will be made payable by check to the individual. Allow a minimum of 10 days for return of funds. I have read and understood the cancellation policy. I also understand and agree that I am solely responsible for any liability resulting from the use of the Facilities by myself and/or my guests. I hereby release, indemnify, and hold harmless the Homeowners Association, it s employees, contractors, and affiliates from and against any and all claims, demands, actions, causes of actions, suits, liabilities, damages, losses and costs of any kind or nature, including attorney s fees, costs and expenses, arising from the use of the Facilities. Renters Signature Date Printed Name Event Approved: Y / N If No, why? FACILITY PAYMENT: Amount of Payment: / Check # Received On: By: DEPOSIT: Amount of Deposit: / Check # Received On: By: Amount of Return: Returned On: By: NOTES: Revised 8/26/14 - Page 2 of 4

3 FACILITY RENTAL USAGE GUIDELINES Thank you for your interest in renting a facility within our community. The following usage guidelines must be followed for all private rentals. RENTAL AREAS & FEES INDOOR RENTALS Area and Location Description Deposit and Fees Clubhouse Main Room/Kids Room Seats up to 125 $ Security Deposit $50.00/hr room fee (maximum of $200) OUTDOOR RENTALS Area and Location Description Deposit and Fees Party Pavilion Seats None Required RENTAL PROCEDURES Rental Requests may be made by following the procedures below: 1. Call the Management Office ( or stop by the office to confirm the availability of your desired rental date. 2. Complete and submit the Rental Request Form and Fee(s) for the event to the Management Office. The date will not be confirmed and saved until the resident submits required forms and deposits and the submission is approved by the Office. 3. Upon submission of required forms and deposit, the Office/Representative will confirm the requested date in writing. Note: All funds will be deposited by Association. Refunds will be issued by separate check made payable back to individual. Please allow a minimum of 10 days for your refund (if applicable). 4. The resident or the resident s agent must confirm all plans with the Office 30 days prior to the facilities use and pay total amount of rental. The Clubhouse Director will determine whether confirmation will require meeting at the facility site. POLICIES AND PROCEDURES General Guidelines 1. Any event requesting reserved space at a facility must be schedules through the Management Office. 2. Residents over the age of 18 in good standing with the Homeowner s Association are eligible for facility rental privileges. 3. The facility may be scheduled for use for the approved programs and events planned by the Management Office or other appointed representative. 4. Residents and their guests must follow all facility policies and procedures. 5. The Management Office or other appointed representative will conduct a pre-event inspection and post-event inspection. The facility will be inspected to assess the condition of the facilities before and after the rental, and at that time it will be determined if the security deposit will be refunded minus only the cleaning fee or if additional monies will be deducted. 6. Hosts reserving any facility must provide a minimum of one (1) chaperone for each ten (10) attendees less hat 21 years of age. 7. All decorations and trash inside and outside of the facility must be removed prior to vacating the premises, immediately following the event. You must provide your own trash bags. 8. All chairs, tables and equipment shall be returned to proper storage areas following each reserved use. Under no circumstances shall chairs, tables, or other equipment to be removed from the center. Revised 8/26/14 - Page 3 of 4

4 Initials / Date of Rules Acceptance 9. All unused food and drink must be removed from premises prior to return of deposit. 10. All facilities are to be closed no later than 11:00 p.m. 11. Amplified music and/or DJ s must be approved and are subject to the noise ordinances of the community and local city/county ordinances. 12. Neither admission fees or any fund transfers with might be construed as admission fees whatsoever shall be collected by the resident unless it is part of an approved program or event. 13. The resident shall be in attendance throughout the entire length of the event. If the resident leave the event, the contract will become null and void, the event will end and the residents refundable deposit will not be returned. 14. Any damage to the facility or property, whether the resident is in attendance or not, will be the responsibility of the resident and will be charged against the refundable deposit. Any damage over the deposit amount will be additionally charged to the resident. The resident accepts full responsibility for the conduct of all event guests, adults, as well as minors. 15. The facility around surrounding areas, except designated smoking area(s), are non-smoking and if smoking occurs outside of the designated smoking area(s), the refundable deposit will not be returned and additional charges, fines and penalties may be assessed if damages occur as a result of a violation of the non-smoking policy. 16. Basic clean-up of the facility is the responsibility of the resident and includes, but may not be limited o, wiping down tables and removal of all trash and debris. Is an outside caterer is used for the event, it is the resident s responsibility to assure that the caterer or resident cleans all the kitchen facilities and equipment used for the event. If clean up costs from the event are incurred (in addition to stated mandatory cleaning fee subtracted from the security deposit) due to the resident s failure to complete the clean-up requirement, funds will be retained from the deposit. Any cleaning/damage costs over said deposit amount will be additionally charged to the resident(s) association account. 17. The community reserves the right to require security for events. Residents shall be required to hire the community s preferred security during the entire event, including one hour prior to the start and one hour after the conclusion of the event ( or the actual time required to tear down and/or clean up). The hourly charge for a security office will be according to prevailing hourly billing rates and the final charges will be based upon the security officer s report regarding the time spent on the event. Events will be evaluated and security required on an as needed basis. The resident is responsible for all charges associated with the security service. 18. Proper attire, including shirts and shoes. Must be worn at all times. No rice, birdseed or confetti may be thrown in or around the facility. Rose petals will be permitted, provided there is complete clean-up as provided for herein. Any guest of the residents who becomes incapable of reasonable control of their actions from alcohol consumption or otherwise as determined by a staff member, office or other representative, will be required to leave the facility. Personal belongings of the resident and resident s guests are the sole responsibility of the individual and the community is not responsible for the loss of damage of these items. 19. Depending on the nature and size of the event, residents may be required to provide a certificate of personal liability insurance with the community named as additional insured. 20. CANCELLATIONS: Residents may terminate their agreement up to 30 days prior to the scheduled use and the deposit will be refunded in full. If the scheduled event is cancelled days prior to the event, 50% of the full security deposit will be deducted prior to return of funds. If the scheduled event is cancelled 14 days or under the date, 100% of the full security deposit fee will be retained and no monies will be refunded. Initials / Date of Rules Acceptance Revised 8/26/14 - Page 4 of 4 Managed By: Resort Management, Inc Horseshoe Drive, Suite 215 Naples, FL 34104

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