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General rental information
The Hartland Clubhouse is available for rental by Hartland residents. There are two rental periods:
- Daytime rentals from 9:00 a.m. to 4:00 p.m.
- Evening rentals from 5:00 p.m. to midnight
There are tables and chairs available with the rental; We have 64 chairs, 8 round tables, 4 8' rectangular tables, and 3 6' rectangular tables available with the rental. All linens and decor must be provided by the renter.
Pricing structure
Cleaning fee: There is a mandatory $145 cleaning fee. The cleaning fee is refunded if the reservation is cancelled.
Rental fee: The rental fee varies by the number of guests and is for a single rental daytime or evening rental period. To rent the facility for the entire day, double the rental fee. The rental fee is refunded if the reservation is cancelled.
$318 for 0 - 60 guests
$424 for 61 - 80 guests
$530 for 81-100 guests
$636 for 100+ guests
Non-resident fee: $106, in addition to the other fees listed. The Hartland resident sponsoring the event must be in attendance.
Security deposit: The security deposit is equal to the amount of the rental fee. The security deposit will be returned if the facility is left in a clean, tidy, and undamaged (ex: no tape on walls, no trash in building, etc.). The security deposit will only be returned if the reservation is cancelled in writing at least 30 calendar days before the event; cancellations made closer to the rental date will result in forfeiture of the security deposit.
Setup time: There is no guaranteed setup time outside the rental period. For elaborate or time-consuming preparations, we suggest renting the facility for the entire day. Renter and guests must be out of the building at the scheduled rental end time, or the security deposit will be forfeited. This policy is strictly enforced to ensure adequate time to clean and set up the facility for the next rental.
NOTE: All fees include the mandatory KY sales tax.
Pricing Examples
Example 1: You want to rent the clubhouse for an evening event with 75 guests:
$424 refundable security deposit required to confirm the reservation.
$424 rental fee, due at least 5 days prior to the event
$145 cleaning fee, refundable only if event cancelled > 30 calendar days in advance
$424 rental fee, due at least 5 days prior to the event
$145 cleaning fee, refundable only if event cancelled > 30 calendar days in advance
Example 2: You are sponsoring a rental for a non-resident, who wants the clubhouse for the entire day, for 90 guests
$1,060 refundable security deposit required to confirm the reservation.
$1,060 rental fee, due at least 5 days prior to the event
$1,060 rental fee, due at least 5 days prior to the event
$106 non-resident fee
$145 cleaning fee, refundable only if event cancelled > 30 calendar days in advance
$145 cleaning fee, refundable only if event cancelled > 30 calendar days in advance
Ready to reserve the clubhouse?
STEP 1: Confirm desired reservation date / time is available.
Click here to check calendar.
Click here to check calendar.
STEP 2: Complete the rental agreement below.
Fields marked with a red asterisk are required.
STEP 3: Pay the 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. Once the event is over, the manager will confirm the clubhouse is clean and damage-free. If it is not, they will email the list of issues to you within 2 business days of the reservation and the HHA will retain the entire security deposit.
STEP 4: Pay the cleaning and rental fees.
The rental fee is not refundable. Rental and cleaning fees must be paid at least 5 days prior to the reservation date. Failure to pay the rental and cleaning fees on time will result in cancellation of the reservation and forfeiture of the security deposit.
The rental fee is not refundable. Rental and cleaning fees must be paid at least 5 days prior to the reservation date. Failure to pay the rental and cleaning fees on time will result in cancellation of the reservation and forfeiture of the security deposit.
STEP 5: Confirmation of setup
The week prior to the event, the Community Manager will contact you to confirm the room setup for the event.
STEP 6: Clean up after your event.
1. Remove all personal items and decor immediately after event
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.
The Hartland Homeowners Association does not permit smoking, glitter, confetti, chocolate fountains, inflatable bounce houses, 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.