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FACILITY USE REQUEST FORM

Reservations may be made no earlier than six months in advance of the event date. All Ongoing requests have to be resubmitted on January 1st and July 1st of EVERY year and will be valid for six months or until the next submittal date. Annual events or events that involve a speaker/ caller may make reservations up to one year in advance with the General Manager's review and approval.
 

Additional Facility Use Documents

Policies & Procedures for Facility Use

All users wishing to use LOWA facilities must execute a Facilities Use Agreement with LOWA and designate one contact person who must be a LOWA Member or Registered Tenant will be designated as the Responsible Party for the group. An Applicant becomes a "User" once the Facilities Use Agreement is received by the Community Operations Staff and approved by LOWA Management. 
Please read the terms and conditions below and then complete the form. (Scroll down to view the form on mobile devices.)

 

  Delivery, Decorating, Set up and Break down/Clean up time must be included in the hours reserved. Once the user fee has been established, any requests for earlier entry or late exit will result in additional user fees being charged.

  •  The Applicant is 100% responsible for the condition of any facility used between the start time and end time of the abovementioned event. This includes items in the facility and the conduct of guests in attendance. Any disturbances caused by Applicant and/or the guests may result in the revocation of all privileges to LOWA facilities as determined by the Association.
  • Use of each facility is at Applicant's own risk. A responsible adult, of at least 21 years of age, must be present at the requested facility at all times during this event. Children under the age of 18 must be accompanied by a parent or adult at all times during the event.
  • The Applicant assumes full responsibility and liability for any and all damages to the facilities or any surrounding LOWA property, which is a result of the Applicant or his/her guests during the duration of the reservation date and time. The Applicant assumes the full cost of any damages even if such amount is greater than the room rental fee and/or any other costs charged in connection with this request. LOWA reserves the right to collect such monetary damages by all legal remedies available to the Association per the Association’s documents, including the filing of a lien against the member’s property. Such remedies include recovery of all costs and attorneys’ fees incurred by the Association in the collection of compensation for damage to the Association’s property.
  •  All Applicants are responsible for insuring that the number of people in the facility at any point in time does not exceed the occupancy limit determined by Orange County, Virginia.
  • The Applicant sponsoring this event is responsible for clean-up and any and all actions and citations incurred by his/her guests.
Community Center: Alcohol can only be consumed in conjunction with an event that is operating with valid ABC license. By signing below, the Applicant understands that the Association assumes no liability for the consumption of alcohol during an event hosted by a member and/or tenant. The Applicant also understands that the conduct and safety of his/her guests is his/her sole responsibility and that the Association has the unfettered right, at its sole discretion, to immediately terminate the social event and to cause the removal of one, some, or all of his/her guests from Association property for inappropriate, unsafe, or irresponsible behavior. No food or alcohol is to remain in the facilities after the event. 

Lower-Level Clubhouse: No hot food or alcohol is permitted to be brought into the facility, only cold food and soft beverages are allowed.

Woods Center (Trophy Room): No alcohol is permitted to be brought into the facility. Before leaving the facility at the end of the event, the Applicant must restore the facility to its original state. This includes:
  • Making sure the facilities used are clean when they leave.
  • Removing and transporting all trash to the dumpster drop off. All trash bags should be replaced in connection with any trash removal.
  • Making sure that all surfaces have been wiped down, floors swept or vacuumed, and any equipment/furniture used, properly stored in the exact locations they were prior to the start of the event.
  • Removing all personal items that were brought into the facility used for the event.
If the facility is not returned to its original state, a charge of $50.00 will be billed to your account. Any additional general cleaning required will result in a $100.00 per hour cleaning fee to be charged to Applicant.

Please be aware that the LOWA maintains a maximum speed limit of 25/15 mph. Applicants should inform their guests of such speed limit, which is radar enforced.

The Applicant hereby indemnifies and holds the Association, its officers, directors, members, managing agent, insurers, and/or agents harmless from all claims, damages, defense costs, including but not limited to attorneys’ fees that arise from or are related to the use of the facilities. The Applicant further agrees to provide the Association, its officers, directors, managing agent, insurers, members and/or agents a defense should a claim be brought as a result of the use of any facility.

THE APPLICANT MUST PRESENT THIS FORM AND PICTURE ID TO SECURITY TO OBTAIN KEYS FOR ACCESS. LOWA MEMBERSHIP ID CARD WILL BE HELD BY SEURITY UNTIL THE KEY HAS BEEN RETURNED
  • If applicable, the building is to be locked and Security notified when leaving. If alarm sounds, call Security immediately. Security (540) 972-2210, press 2.
  • There may be other activities going within Sweetbriar Park. Parking is limited to 140 spaces. Parking is NOT allowed on Sweetbriar Park Road. Parking tickets will be given.
  • Persons climbing the fence or gate from RT#601 to Hollyfield Park will be charged with TRESPASSING and can be a reason for terminating your use of this LOWA property.