What if I need to cancel my event?

• Reservations must be made at least 14 days prior to the event. If you wish to cancel the contract, written notification must be provided to SRP 30 days prior to the rental date. In the case of such cancellation, SRP shall refund 100% of the rental fee and security deposit. If cancellation occurs 14 days prior to rental date, SRP shall refund 50% of the rental fee and security deposit. If cancellation occurs fewer than 14 days prior to the event, you will forfeit your rental fee and receive a refund of the security deposit. Special consideration may be given to extraordinary circumstances preventing the use of the rental properties. Refunds are issued solely at the discretion of the Proprietary.

What if my vendor wants to come by the rental building outside of the contracted eight-hour time?

• The vendor will not be permitted to access the site before the contracted time. Vendor items must be removed from the facility by the end of your contracted eight hours. Please notify your vendors accordingly.

Can I come in early to set up my decorations or stay late to clean up after my event?

• Event set-up and clean-up time is included in the eight-hour contracted rental time. Set-up for your event may not begin before your contracted time on the day of the event.

What kind of decorations am I allowed to use?

• Glitter, confetti, rice, birdseed, and fireworks (including sparklers) are not permitted.
• Only freestanding decorations are permitted. Decorations may not be taped, nailed, stapled, or otherwise fastened to the walls. If anything is found attached in the room, it will result in the forfeiture of the deposit. All decorations must be removed from the rental site after the event. Moon bounces or other inflatables are not permitted in or on the property.

When do I receive the key to the facility?

• You must pick up the keys to the building on the Friday before your event between 9am-5pm at Town Hall located at 43055 Center Street.

When do I return the key?

• You can return the key to Town Hall through the mail slot to the left of the front door anytime through the weekend or return it to the front desk the following Monday after your event from 9am-5pm. You will be charged a $50 late fee per day if the key is returned late.

When will I receive the security deposit back after the event?

• Once the keys are returned and the inspection of the facility is complete and you are cleared, we will refund your security deposit to you within 10 days of the event. Refunds are issued at the sole discretion of the Proprietary. Please see contract for more details.

Renter’s Responsibilities

• Renter shall not charge attendees fees of any sort for admission, food, alcohol, or any other service or product.
• Renter listed on contract shall be present for the entire duration of the rental period and shall provide adequate supervision of his/her guests.
• Renter shall provide 1 chaperone for every 10 attendees or fraction thereof under the age of 18. Chaperones must be over the age of 21 and present always.
• The Renter and guests shall abide by the rules and regulations of SRP for the use of the premises.
• Renter and guests shall not congregate outside the facility anytime during or after the event.
• Parking is allowed in designated areas only, so as not to block neighbor’s driveways.
• South Riding Center main level rentals may not use the pool. No wet bathing suits are permitted on the main level at any time.
• Event set-up and clean-up time is included in the eight-hour rental time. Set-up for the event may not begin before the contracted time on the day of the event unless prior approval is given.
• If you need to rent extra items from a rental company, the vendor will not be permitted to access the site before the contracted time. Rented items must be removed the night of your rental so please notify your rental company accordingly.
• All catering supplies and rental trash MUST be disposed of in the designated trash cans located outside of the building after the event. Renter is responsible for cleaning the rental area after use.
• Renter must comply with the Loudoun County noise ordinance: Noise level after 11:00PM must not be audible outside, which is incorporated herein by reference.  Renter shall keep all doors and windows closed for the duration of the function to minimize the amount of noise which may be audible to the surrounding community.
• Please note the South Riding Center is equipped with cameras for security and monitoring purposes.
• Renter must pick up a key to the building on the Friday before their rental between 9am – 5pm.
• Renter will return Key to Town Hall on Monday. You will be charged a $50 late fee, per day if returned late.

Non Residents Must Secure Private Event Insurance

• As required by South Riding Proprietary’s legal counsel and insurance provider, non-resident renters are required to secure private event insurance. Additional coverage will be necessary if alcohol will be served. Renter shall obtain a special event insurance policy to include General Liability for Bodily Injury, Personal Injury and Property Damage in the amount of at least $1,000,000 for each occurrence and $1,000,000 aggregate. Within five (5) business days of the reservation, the Renter shall provide a certificate of insurance, listing South Riding Proprietary as an additional insured. The policy holder’s name shall match the name of the contract holder. Insurance can be purchased through your homeowner’s insurance policy or at privateeventinsurance.com or other similar companies. Please note, homeowner’s policies often exclude alcohol coverage so if you plan to serve alcohol please secure event insurance through another avenue. Failure to provide proof of insurance(s) may result in event cancellation.

Alcohol and Illegal Substances

• Non Resident Renters shall not serve, sell, or use alcoholic beverages on the premises unless Renter complies with all laws and licensing requirements of the Commonwealth of Virginia and Loudoun County relating to the same and has provided the Proprietary with a copy of all applicable licenses. Renter shall not serve or sell alcoholic beverages to minors or allow the consumption of alcohol by any minor on the premises. Renter shall not serve or sell alcoholic beverages to individuals who are visibly intoxicated or otherwise impaired.  Alcoholic beverages are prohibited outside of the facility. Under no circumstances shall the Renter serve, sell, purchase, allow the use of, or bring any illegal controlled substance on the premises.

Indemnification of SRP

• The renter bears full responsibility for his/her attendees; accordingly, Renter shall indemnify, defend and hold harmless SRP, its Board of Trustees, officers, agents and employees from and against all actions, claims, causes of action, penalties, fines, judgments, awards, damages, defense costs and fees judgment liability (whether judicial, nonjudicial or administrative) arising directly or indirectly out of the Renter’s rental of the premises.

Equipment and Furniture Set-Up

• South Riding Center rentals include the use of furniture (tables and chairs) as well as a TV on the main level. Arrangements for room set-up must be received at least seven (7) days in advance of the rental and SRP Staff will take care of set-up.
• The South Riding Center main level kitchen is equipped with refrigerator/freezer, microwave and a heated holding cabinet. The Lower-Level Party Room is equipped with a mini refrigerator and microwave only.

Decorations

• Only freestanding decorations are permitted. Decorations may not be taped, nailed, stapled or otherwise fastened to the walls.  If anything is found attached in the room, it will result in the forfeiture of the deposit.  All decorations must be removed from the rental site after the event.
• Glitter, confetti, rice, birdseed, and fireworks (including sparklers) are not permitted.
• The usage of candles and sterno food warmers will be permitted as they are in use for a short period.
• Moon bounces or other inflatables are not permitted in or on the property.
• Animals are NOT permitted (service animals are permitted).

Before You Leave the Building

• To ensure the refund of your security deposit renters must leave rooms as found. Clean, neat and without trash anywhere.  Trash must be disposed of properly in the outside trash and recycling bins provided.

No Smoking Policy

• The South Riding Center is a NON-SMOKING facility.

Breach of Contract

If Renter breaches any of his/her duties or damages the Properties, SRP reserves all rights including, but not limited to:

• Deducting from the security deposit for each specific violation.
  • Management will conduct a post-use inspection of the Property and prepare a report that will note any breaches of contract and damages to property to include but not limited to
    • cleaning fee – $125+
    • paint repairs – $ 50-150
    • drywall repairs – $ 500+
    • equipment damage – $ replacement cost

If none, management will refund the security deposit to Renter within ten (10) days of the date of the event.  Refunds are issued at the sole discretion of the Proprietary.

• Seeking payment of all costs and fees, including legal fees, more than the security deposit to rectify any tangible damage.
• Revoking Renter’s right to rent the facilities again. Refunds shall be made at the sole discretion of the Proprietary.
• If Renter disagrees with management’s determinations, they may contact the SRP General Manager at 703-327-4390.

Booking and Cancellations

• Bookings must be made at least 14 days prior to the event.
• If Renter wishes to cancel the contract, written notification must be provided to SRP 30 days prior to the rental date. In the case of such cancellation, SRP shall refund 100% of the rental fee and security deposit.
• If cancellation occurs 14 days prior to rental date, SRP shall refund 50% of the rental fee and security deposit.
• If cancellation occurs fewer than 14 days prior to the event, you will forfeit your rental fee and receive a refund of the security deposit.
• Special consideration may be given to extraordinary circumstances preventing the use of the rental properties. Refunds are issued solely at the discretion of the Proprietary.

Incorporation of Legal Documents

• All remedies for enforcement of the Declaration of Covenants, Conditions and Restrictions are hereby incorporated by reference. In addition, the Renter shall bear full responsibility of all attorney’s fees and costs incurred by SRP to enforce this contract.  If SRP must seek legal action to recover damages more than the security deposit, all sums due shall bear interest at the rate of 18%, per annum.