ROOM RENTAL TERMS AND AGREEMENT

 

Brooks Family YMCA Rental Policy 

Rentals are based on availability and are subject to approval. There is a 50% non-refundable, non-transferable deposit required for all events and final payment must be made one full week (7 days) prior to the event.

The Brooks Family YMCA owns and operates the facility located at 151 McIntire Park, Charlottesville, VA 22902, and provides use of community space to its members, their guests and the community to host business and social affairs.  The renter acknowledges that the YMCA is a private entity which has a legitimate interest in controlling who rents in the facility and the type of events that are permitted at the YMCA. 

FAQs

Q: What is included in the price of the rental fee? A: The conference room with tables and chairs, restrooms, ample parking, set up and break down of tables and chairs are included. Access to kitchen is also included with proper paperwork.

Q: Is A/V included? A: Use of additional A/V is complimentary and is determined by specific needs, and will be facilitated by staff. 

Q: Can I use the kitchen? A: Kitchen access is limited: for use with pre-prepared trays. There aren’t any cooking capabilities.

Q: How far in advance should I reserve space? A: Book your space as soon as you know you want it! A signed agreement is the only thing that secures your spot.

Q: How do I secure my date? A: With a 50% deposit and signed rental agreement. 

Rates

  • Full Day Business or Individual (8 hours or less): $400
  • Half Day Business or Individual (4 hours or less): $200
  • Full Day Nonprofit (8 hours or less): $200
  • Half Day Nonprofit (4 hours or less): $100

DISCOUNTED RATES FOR COMMUNITY PARTNERS & 501c3 ORGANIZATIONS  

YMCA partners acting as host of an event will receive a 50% discount on room rental rates.

Additionally, as a community partner you are eligible to sponsor one complimentary meeting per quarter that is not longer than 2 hours in length. It is our way of saying thank you for being part of our community.

CATERING

Use of the kitchen is limited. Food must be prepared offsite. Use of the kitchen is limited to the ovens for warming purposes only, sinks and counter tops. Use of the refrigerator, freezer, dishes, pots, pans and dishwasher is not permitted. Ice is not provided. The renter will ensure that all food and beverages are kept inside the rented rooms.

SET-UP and BREAKDOWN

Brooks Family YMCA will set up tables and chairs for a rental function if the renter submits a diagram to the Rental Manager at least 7 days prior to the event. The YMCA does not supply table linens, chair covers, dishes, cutlery, decorations, etc.

If the renter chooses to rearrange the tables and chairs provided by the YMCA, the furniture is not to be dragged or pulled across the floor. When moving tables and chairs, the renter will pick up the item so that floor surfaces do not become scratched or otherwise damaged.

Only table and free-standing decorations are allowed. Items shall not be taped, nailed, tacked, or otherwise attached to any interior or exterior part of the building.

The renter will not use birdseed, rice, confetti and glitter inside or outside the YMCA. No exceptions!

The renter is responsible for coordinating the pickup and delivery of all rental items. The renter will remove all items from the premises at the close of the rental event.  The YMCA does not have storage space for any items to be left overnight and will not be held responsible for any rented items that are lost, stolen or damaged.

The renter is responsible for communicating with the caterer and other vendors regarding time requirements so that the renter may plan for the building to be open for the necessary set-up and clean-up time required by the caterer or other vendors. Set-up and clean-up time will be included in the hours of rent and the Renter may be subject to additional charges.

The renter is responsible for cleaning all surfaces in the rented rooms.  All surfaces will be left free of any food or spills. At the end of the event, the renter will collect all trash items from Brooks including the receiving/loading area, ball rooms, building perimeter, and parking lot, place them in the appropriate receptacle and transport them to the outside dumpster. 

INDEMNIFICATION CLAUSE

The renter agrees to indemnify and hold harmless the Brooks Family YMCA, its employees, agents and representatives, from and against all claims of whatever nature arising from any act, omission, or negligence of the renter or of the renter’s contractors, licensees, invitees, agents or employees or arising from any accident, injury, or damage whatsoever caused to any person, or to the property of any person, occurring or arising from any accident, injury, or damage resulting from an act or omission on the part of the renter, its contractors, licensees, agents, employees, or invitees.  The renter also agrees to indemnify the Brooks Family YMCA, its employees, agents and representatives for reasonable attorneys’ fees and costs incurred as a result of any action or omission subject to this paragraph.

                                                                                                                  

To Make a Reservation:

Fill out the inquiry form at the bottom this page >