Reservation for private events at the Amenity Center

Amenity Center located at12123 Great Eagle Rd

Amenity Center located at 95 Oarsman Crossing

Private reservation of Amenity Rental room.  Note:  Room rental does not come with pool access.  Use of the pool is not permitted by guests during this rental period

Meeting Room Rental Patrons may reserve the Meeting Room through the Amenity Manager's office for various meetings, classes, events, etc. for a maximum of five (5) hours per event. The five (5) hour limitation can only be exceeded upon specific authorization from the Board. Patrons may not reserve the Meeting Room more than four (4) times in any twelve (12) month period. The maximum number of persons attending any event shall not exceed fifty (50) persons for the Meeting Room. Reservations of the Meeting Room are on a first come, first serve basis and are subject to approval by the Amenity Manager. Upon application for use of the Meeting Room the Amenity Manager will determine if a paid attendant will be necessary. If an attendant is necessary, the party requesting the Meeting Room will be required to pay the costs associated with the attendant. The Meeting Room will not be available for rental on the following days: January 1st Easter Sunday  Memorial Day  July 4th  Labor Day Diwali Thanksgiving Day  December 24th  December 25th  December 31stThe Meeting Room is not available for rentals during Memorial Day Weekend, Labor Day Weekend or any other weekend on which a federal holiday falls on either a Monday or Friday with the exception of Martin Luther King Day, Washington’s Birthday, Columbus Day and Veterans Day. The Pool Pavilion Area is not included as part of the Meeting Room Rental and must be kept clear for other Patrons and their Guests. A refundable deposit in the amount established by District rule is required and will be returned after the function is complete provided there is no evidence of damage to the facility. In the event the Patron wishes to cancel the reservation once the reservation has been approved and confirmed by the Amenity Manger, such cancellation must occur at least one (1) week prior to the date of reservation. Any cancellation within one (1) week of the date of such reservation will forfeit its refundable deposit. A cleanup fee in the amount established by District rule is required for all functions. The Amenity Manager should be contacted to make proper arrangements regarding the reservation of the Room or Meeting Room and to obtain the amounts of the deposit and cleanup fee. No open burning or campfires are allowed on District Property. Below are the policies and guidelines set forth and agreed upon by the Board and District Manager regarding events in the Meeting Room: (1) Applicant must be a Patron who will be responsible for ensuring that their Guests adhere to the policies set forth herein. (2) All applicants will be required to fill out and sign the District Facility Use Application Agreement per the District Manager's office. Eh Eh 13 (3) Additional Event Liability Insurance coverage in the amount of One Million Dollars ($1,000,000) will be required for all events that are approved by the Amenity Manager to serve alcoholic beverages. This policy regarding insurance coverage also pertains to certain events the District determines should require additional Event Liability coverage on a caseby-case basis (to be reviewed by the District Manager, Amenity Manager, and/or the Board of Supervisors). The District shall be named as an additional insured party on any such policies, and a certificate of insurance illustrating the appropriate coverage amount and parties is to be provided to the District Manager and/or Amenity Manager prior to the event. (4) Patrons are not allowed to bring or use grills or smokers at the Amenity Facilities. Pool Pavilion Rental Residents and Non-Resident Users may reserve the outside Rookery Pool Pavilion area through Amenity Facility staff for private events, etc. for a maximum of four (4) hours per event, between the hours of 9:00 a.m. and 8pm or Dusk (whichever occurs first). The four (4) hour limitation can only be exceeded upon specific authorization from the Amenity Manager. Residents may only rent ONE time slot per day. Residents and Non-Resident Users may not reserve Pool Pavilion more than four (4) times in any twelve (12) month period. The maximum number of persons attending any event for the Rookery Pool Pavilion shall not exceed twenty-five (25) persons.  Reservation of the Pool Pavilion is on a first come, first serve basis and is subject to approval by the Amenity Manager. Rentals of both the Meeting Room and the Pool Pavilion simultaneously is not permitted.   District Events and Approved Resident Club Events have priority over the rental calendar. The Pool Pavilion will not be available for reservation on the following days: January 1st  Easter Sunday  Memorial Day  July 4th  Labor Day Diwali Thanksgiving Day  December 24th  December 25th  December 31st  The Pool Pavilion is not available for rentals during Memorial Day Weekend, Labor Day Weekend or any other weekend on which a federal holiday falls on either a Monday or Friday with the exception of Martin Luther King Day, Washington’s Birthday, Columbus Day and Veterans Day. The pool and pool area, including the surrounding decks and furniture, is not available for reservation and shall remain open to all Patrons and their Guests during normal operating hours. A refundable deposit in the amount established by District rule is required and will be returned after the function is complete provided there is no evidence of damage to the facility. However, should any Patron or his or her Guest(s) violates any of the policies set forth in this section or the Rookery Rules, Policies and Fees, the event will be immediately cancelled, and the applicable security deposit shall be forfeited. See below for applicable rates. A cleanup fee in the amount established by District rule is required for all functions. The Amenity Manager should be contacted to make proper arrangements regarding the reservation of the Pool Pavilion and to obtain the amounts of the deposit and cleanup fee. See below for applicable rates.  Resident or Non-Resident User making reservations must attend and be present for the event reservation and will be responsible for actions and behavior of their Guest(s). 14 Eh EhNO LIFEGUARD ON DUTY!  THE POOLS AND AQUATIC AREAS ARE USED AT YOUR OWN RISK. Below are the policies and guidelines set forth and agreed upon by the Board and District Manager regarding events on the Pool Pavilion: (1) (2) (3) (4) (5) (6) (7) (8) (9) No open burning fires, including grills, is allowed at the District Amenity Facilities.  No decorations can be adhered to or fastened to exterior of building structures. All trash must be disposed of in dumpster. No confetti or balloons with confetti are permitted. Silly String and water balloons are not permitted No alcohol is permitted. Glass bottles and containers are prohibited Loud Music and speakers are not permitted.   Use of chalk is not permitted on any surface, including paver deck, tables, or building. The clean-up and removal of all decorations, trash, tables, party items, etc., must be completed by the end of the paid reservation period. At the conclusion of the paid reservation time, all guests must vacate the Amenity Facility. Schedule of Fees/Deposits: (1) (2) (3) A non-refundable room rental fee for the Meeting Room or Pool Pavilion will be charged as is identified in Exhibit A attached hereto. A final guarantee (number) of Guests is to be conveyed to the Amenity Manager no later than five (5) days before the date of the scheduled event. In absence of a final guarantee, the number indicated on the original agreement will be considered correct. A check shall be made out to the "Rookery Community Development District" and submitted to the Amenity Manager's Office. A non-refundable room rental fee for the Meeting Room or Pool Pavilion will be charged as is identified in Exhibit A attached hereto. A final guarantee of the number of Guests is to be conveyed to the Amenity Manager no later than five (5) days before the date of the scheduled event. In absence of a final guarantee, the number indicated on the original agreement will be considered correct. A check shall be made out to the "Rookery Community Development District" and submitted to the Amenity Manager's Office. Parties held in the Meeting Room Area are not allowed to utilize the pool during the scheduled time for the event. Absolutely no wet clothing or towels are allowed in the Meeting/Gathering room. Parties held on the rentable Pool Pavilion are allowed to utilize the pool during the scheduled time for the event, however no wet clothing or towels are allowed in any indoor area of the Clubhouse, including the Meeting Room. A refundable security deposit of $250.00 shall be charged to the persons making the reservation and shall be submitted to the Amenity Manager's Office in the form of a Eh 15 separate check (which shall be made payable to the "Rookery Community Development District"). To receive a full refund of the deposit, the following must be completed: 1. Ensure that all garbage is removed and placed in the dumpster. 2. Remove all displays, favors or remnants of the event. (No adhesives permitted on walls or windows) 3. Wipe off and restore the furniture and other items to their original position. 4. Wipe off counters, table tops and sink area. 5. Ensure that no damage has occurred to the Meeting Room, Pool Pavilion, and the surrounding property and facilities if used by Patron and their guests. If additional cleaning is required, the Patron reserving the room will be liable for any expenses incurred by the District to hire an outside cleaning contractor. In light of the foregoing, Patrons may opt to pay for the actual cost of cleaning by a professional cleaning service hired by the District. The District Manager shall determine the amount of deposit to be returned, if any. Indemnification  Each organization, group or individual reserving the use of an Amenity Facility (or any part thereof) agrees to indemnify and hold harmless the District, its officers, agents, contractors and employees from any and all liability, claims, actions, suits or demands by any person, corporation or other entity, for injuries, death, property damage of any nature, arising out of or in connection with, whether whole or in part, the renter’s use of the District lands, premises and/or Amenity Facilities, including litigation or any appellate proceeding with respect thereto. Nothing herein shall constitute or be construed as a waiver of the District's sovereign immunity granted pursuant to Section 768.38, Florida Statutes.