Version 2026-10-16-draft-3

The River Shoals Clubhouse is a neighborhood gathering place, and we want everyone to be able to enjoy it. These terms explain how a rental works and what each of us is responsible for. By booking the clubhouse online you agree to them on behalf of yourself and your guests.

1. Who may rent

• Owners only. The clubhouse may be rented only by a River Shoals homeowner (the owner of record of a lot) whose account is in good standing — current on dues and assessments, with no open violation of the covenants or architectural guidelines.
• Tenants and other occupants may not rent the clubhouse, even with the owner's permission, a lease clause or a power of attorney. An owner may not book on behalf of a tenant, a guest, or anyone else, and the owner who books must host the event.
• The person who books must be at least 21 and must be present for the entire event, including setup and cleanup.

2. Reservations

• Reservations are first-come, first-served and are booked one day at a time.
• A reservation is confirmed once payment is received. You will get a receipt by email, and you can see it any time under Owners → My Bookings.
• Reservations are for your own private event only and may not be transferred or resold.

3. Fees and security deposit

• Rental fee: $150.00 for a full day.
• Refundable security deposit: $250.00, collected with the rental fee.
• The deposit is returned after the Association inspects the clubhouse, unless it is needed for repairs, replacement of items, excess cleaning, or a rule violation. If the cost is more than the deposit, the renter pays the difference.
• The Board releases the deposit (or whatever is left of it, with the reason recorded on your receipt) within 7 days after your event day. See section 4 for how long a refund takes to reach you.
• Other charges, if applicable: cleanup not finished within the rental hours [BOARD TO CONFIRM amount — the previous clubhouse page listed $50].

4. Cancellations and refunds

• Cancel 14 or more days before your date: full refund of the rental fee.
• Cancel from 1 to 13 days before: 50% of the rental fee is refunded.
• Cancel less than 1 day before: the rental fee is not refunded.
• The security deposit is refunded in full on any cancellation.

How long refunds take.

• When you cancel online: The refund is sent back to the card, wallet or bank account you paid with the moment you cancel - there is nothing to ask for. It usually shows on your statement within 5 to 10 business days, depending on your bank.
• Your security deposit: The Clubhouse Committee checks the clubhouse after your event. The board releases the deposit within 7 days after your event day, back to whatever you paid with, and it then shows within 5 to 10 business days. You do not need to do anything.
• If some of the deposit is kept: Only for damage, missing items, extra cleaning or a rule violation. The board releases whatever is left on the same 7-day schedule and records the reason on your receipt (Your bookings, then Receipt). Costs above the deposit are billed to you.
• Paid by check or cash: Refunds on a booking the board took by check or cash go back the same way you paid, within 14 days of the cancellation or, for a deposit, of the deposit being released.
• Not seeing it?: If a refund has not shown up 5 to 10 business days after it was released, write to support@rivershoals.org with your event date and we will send you the refund reference to give your bank.

5. Hours, access, and capacity

• Your rental runs from 8:00 AM to 9:00 PM (8:00 AM to 7:00 PM on Sundays) on the day you booked. Setup and cleanup must happen inside that window.
• Access is by a digital door code unique to your booking. It works only for your rental day. Please do not share it outside your party; every use is tied to your booking.
• When you leave, make sure the door is closed and locked. If the keypad does not accept your code, contact a board member rather than forcing the door.
• Maximum capacity is posted at the clubhouse (110 people) and must not be exceeded.
• Please observe the county noise ordinance and be considerate of neighbors, especially late in the evening.

6. Rules of the house

• No smoking or vaping anywhere in the clubhouse.
• The rental does not include the pool. The pool area must remain closed and locked. Renters and guests may use the playground, with adult supervision.
• No decorations that could damage walls, windows, or ceilings. Do not tape, tack, stick, or nail anything to them.
• Do not park in the fire lane or block other parking.
• Any event with minors (under 21) must be chaperoned: at least one adult over 21 for every six minors, present at all times.
• Alcohol, if served, is served at the renter's own risk and responsibility, and in compliance with South Carolina law. Do not serve anyone under 21.
• The clubhouse is under video surveillance.

7. Condition and cleanup

• Note any existing damage or inoperable items when you arrive, using the checklist provided.
• Leave the clubhouse in the condition you found it: remove all of your trash (including restroom trash — the outdoor bins are for pool use only), clean the kitchen and restrooms, wipe tables and chairs, return furniture to storage, turn off the TV, lights, and fans, and lock all doors and windows.
• A committee member may inspect the clubhouse after your event.

8. Damage, liability, and indemnification

• The renter is financially responsible for all damage to the clubhouse, its contents, and the surrounding areas during the rental, whether caused by the renter or the renter's guests.
• The renter assumes all risk for the event and agrees to defend, indemnify, and hold harmless River Shoals Homeowners Association, its officers, directors, agents, and employees from claims, damages, costs, and reasonable attorney's fees arising from the renter's or guests' use of the clubhouse, including injury to persons or damage to property and the serving of alcohol.
• The Association is not responsible for lost or stolen personal belongings.
• The renter agrees to pay the Association's reasonable costs, including attorney's fees, if legal action is needed to enforce these terms.

9. Rule violations

Violating these terms may result in loss of the security deposit, billing for repairs and cleaning, and denial of future rentals. In an emergency, call 911 first.

10. Changes

The Board of Directors may update these terms. The version you accepted is recorded with your booking and printed on your receipt.

Acknowledgements you are agreeing to

When you check the box on the booking form you confirm that you, personally and for your guests:

1. Have read and understand these terms and will follow them.
2. Accept responsibility and indemnify the Association for alcohol served to your guests.
3. Will chaperone minors as described above.
4. Understand that violations may forfeit your deposit, lead to billing for repairs and cleaning, and affect future approvals.
5. Agree to indemnify and hold the Association harmless as described in section 8.
6. Accept responsibility for returning the clubhouse to its original condition and for any damage above the deposit.
7. Understand that the clubhouse is under video surveillance.