Work Requests

 
General rental information
 
The clubhouse is available for rent by Hartland residents. Non-residents must be sponsored by a Hartland resident, who must complete the form below and must be in attendance at the event. There is an $106 non-resident fee added to the standard fees listed; this includes sales tax. 
 
The rates listed below are for each of the refundable security deposit and the non-refundable rental fee. All rates shown include mandatory KY sales tax.  For example, an evening rental for a party of 40 requires a refundable security deposit of $318 plus a non-refundable rental fee of $318.
 
 
Clubhouse reservations are for specific time periods shown below.  
 
Time Period
0-60
guests
61-80
guests
81-100
guests
100+
guests
Daytime: 9:00 a.m. - 4:00 p.m.
$318 
$424 $530 $636
Evening: 5:00 p.m. - midnight $318  $424 $530 $636
All day: 9:00 a.m. - midnight $636 $848 $1060 $1272
Wedding: 9:00 a.m. - midnight $742 $954 $1166 $1372
 
The Hartland Homeowners Association does not permit smoking, glitter, confetti, chocolate fountains, inflatable bounce house, ball pits, fireworks, or firearms in the clubhouse at any time. Failure to adhere to these restrictions may result in forfeiture of the security deposit.
 
Finally, if plans change and a reservation must be cancelled, it must be canceled at least 30 days prior to the reserved date or the requester will forfeit the security deposit.
 
 
How to reserve the clubhouse:
 
STEP 1:  Confirm desired reservation date / time is available. 
Click here to check calendar.
 
 
STEP 2: Complete the request form below. 
This form also serves as your rental contract. Fields marked with a red asterisk are required. 
 
 
STEP 3: Submit security deposit.
Reservations ARE NOT confirmed until the security deposit is received. The security deposit is equal to the rental fee, including sales tax. You can pay online or mail/deliver a check to the Hartland Property Manager at 4910 Hartland Parkway. 
 
 
STEP 4: Receive confirmation from Property Manager.
Reservation requests are processed in the order deposits are received so please be prompt in submitting your security deposit. Once the Property Manager has received the security deposit, they will update the calendar to include your reservation and will update this request form to confirm the reservation. In the event of competing requests for a specific time period, the first security deposit received takes priority; other deposits will be returned to the requester(s).
 
 
STEP 5: Confirm room setup with Property Manager.
The property manager will contact you to confirm the room setup for the event. We have 50 chairs, 8 round tables, 4 8' rectangular tables, 3 6' rectangular tables, and 1 card table available for use.
 
 
STEP 6: Submit rental fee.
Rental fee is the same amount as the security deposit and is not refundable.  Rental fees must be paid prior to the reservation date; failure to provide the rental fee in advance of reservation will result in cancellation of the reservation and forfeiture of the security deposit.
 
 
STEP 7: Enjoy your event!
Please note that the clubhouse is located in a residential neighborhood. The Lexington noise ordinance goes into effect at 11:00 p.m.. Loud music and open doors are not permitted after that time. 
 
 
STEP 8: Clean up after your event.
1. Remove all personal items and decor immediately after event, unless approved by Property Manager in advance.
2. Bag all trash and place bags in approved receptacles at the side of the building. Install fresh liners in trash cans.
3. Empty all coolers, refrigerator, and ovens and ensure they are clean.
4. Sweep floors and clean up spills.
5. Turn off TV and stereo system; place remotes in console drawer under TV.
6. Turn off all lights.
7. Ensure exterior doors are securely closed and locked; use Allen wrench to release push bar on front door.
 
 
STEP 9: Receive security deposit
The Property Manager will confirm the clubhouse is clean and damage-free. If the facility is not clean or there is damage to the facility (interior or exterior), its surrounding property, or landscaping; or damage or loss of any of it's contents, walls, floors, appliances, movable items, etc. the Property Manager will email the list of issues to you within 1 business day of the reservation and the HHA will retain the entire security deposit. 
 
 
 
Clubhouse rental
Non-resident rentals
Reservation details
Rental Contract
The Hartland Homeowners Association and its representatives are not responsible for my personal items lost or stolen while in or around the premises at 4910 Hartland Parkway. Storage of food, materials, equipment is at my risk.
The Hartland Homeowners Association requires all items on the rental checklist (Step 8 above) to be completed before the facility is vacated. Failure to complete the checklist will result in forfeiture of the deposit.
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