Brandywine Condominium Association
ADMINISTRATIVE PROCURES
EFFECTIVE DATE: April 16, 2019
A Private Function
is a planned event that is organized and sponsored by a Brandywine resident
(host) and requires reserved and exclusive use of Brandywine Condominium
Association (BCA) common meeting/social space. The Private Function is
by invitation and may include non-residents of Brandywine.
The below Private Function Request Form must be completed by the host
and approved by the BCA Management Office and Activities Committee Chairperson
or representative. The host must pay a rental fee for use of the Brandywine
facility. (Please refer to the Request Form for the fee schedule.)
All Private Functions must be scheduled to occur during the usual Brandywine
activities’ time periods, must conclude no later than 10 p.m., and
must not conflict with any scheduled BCA activities, special events, meetings,
etc.
A Private Function cannot be a "for profit" event; the host
cannot hold the event for income producing purposes or to earn a livelihood.
A Private Function may be held without insurance required of the host,
if it does not contain or produce hazardous activities. The Private Function
cannot produce greater risk than those produced by the normal activities
of the recognized Brandywine social committees/groups.
If a Private Function will include the use of vendors (for example, a
caterer who remains on the premises or a band), the vendors must provide
evidence of licensing and adequate insurance listing Brandywine Condominium
Association, at 1398 S. Brandywine Circle. Ft Myers, FL 33919, as the
insured party. No alcohol is to be provided by or served by the vendor.
Host provided alcohol or BYOB is permitted and must be served in accordance
with state and local regulations.
The host assumes all responsibility for the Private Function, including,
though not limited to, the set-up for the event and the cleanup after
the event. Cleanup includes removing the trash from the facility at the
end of the event. Trash must be taken to the dumpster and not left in
the rented facility space or on the sidewalks or driveways of the buildings.
The rented facility space is to be returned to the BCA in the same condition
as it was prior to the event. The Activities Committee Chairperson or
representative is responsible for conducting the pre- and post-event inspections.
It is recommended that the host be present at these inspections.
All costs to repair damages will be paid by the host after the work is
completed by the BCA. The host is not authorized to schedule or perform
repair work.
The time allocated for Private Function Memorials will be two (2) hours.
The Memorial Committee will work with the host/hostess to facilitate the
event.
Other types of Private Functions are allocated a four (4) hour duration,
with an additional fee for time extensions, not to exceed six (6) hours
total event duration.
The host will provide a list of all invited non-resident guests to the
BCA Management Office not less than seventy-two (72) hours prior to the
function.
Private Function parking is limited to a maximum of twenty (20) vehicles
and only permitted in designated parking spaces. Parking is not reserved
and may be limited to fewer than 20 spaces when other residents are using
them.
Children attending a Private Function must be accompanied by, and under
the direct supervision of, a responsible adult at all times.
Two checks made payable to Brandywine Activities Committee must be provided
at the time of scheduling with the BCA Management Office; a check for
the rental fee, and a check on deposit against condition issues. The deposit
check will be refunded to the resident only if the facility is returned
to the BCA clean and in the same condition as prior to the event. The
refund of any un-spent deposit will be made to the host the week following
the event. The Treasurer of the Activities Committee will hold all funds
in escrow.
The Private Function rental fee applies only to renting the space.
POOL USE IS STRICTLEY PROHIBITED FOR PRIVATE FUNCTIONS.
All supplies, including paper and plastic products, and all food items
stored in the kitchen cupboards and refrigerator/freezer are the property
of BCA and are not to be used or removed from the kitchen. This restriction
applies to all residents, guests, vendors, etc.
ADOPTED by the Board of Directors
this 16th day of April 2019.
Private Function Request Form
Association address
Brandywine Condominium Association
1398 S. Brandywine Circle
Fort Myers, FL 33919
Phone: 239-481-2326
Fax: 239-481-0744
E-Mail: brandywinecondo@embarqmail.com