BOOKING TERMS & CONDITIONS

Douglass Community Association — Rental Terms & Conditions

These terms and conditions apply to all room rentals at the Douglass Community Association (DCA). By completing a booking, the renter agrees to abide by all terms listed below.

1. Reservations
A reservation is considered official upon completion of a Room Rental Agreement and receipt of the required deposit.

2. Security Deposit
A refundable security deposit of $250.00 is required for all room rentals. Upon submitting your booking request online, you will receive a payment link via email to submit your security deposit. Your booking will not be approved until the security deposit has been received in full.

Failure to submit the security deposit may result in the release of your requested date and time.

The deposit will be returned in full provided that:

• The rented space is left in the same condition as it was found
• No damage to the facility, fixtures, furniture, or contents has occurred
• All terms of the Room Rental Agreement have been followed

If damage or theft occurs and the cost exceeds the deposit amount, the renter agrees to pay the remaining balance via additional invoice. DCA reserves the right to withhold part or all of the security deposit to cover repair or replacement costs.

Any deposit amount due back to the renter will be refunded within 10 business days of the completion of the booking.

The security deposit will be forfeited in full if alcohol is found on the premises during your event. Alcohol is strictly prohibited at all DCA events.

3. Payment & Refund Policy
A deposit and room setup selection are required at the time of reservation. The remaining balance is due 30 business days before the rental date or the reservation is subject to cancellation. Reservations made within 30 business days of the event must be paid in full.

Refunds are issued on the following schedule:

• 30 or more days prior: full refund
• 21–29 days prior: 75% refund
• 14–20 days prior: 50% refund
• 13 days or fewer: no refund

Time used beyond the reserved period will be charged at the regular hourly rate plus 50%, billed in 30-minute increments.

Payment Processing Fees
Online payments are subject to a processing fee charged by the payment processor. This fee is non-refundable.

4. Damage & Liability
Renters are responsible for any damage to the facility, contents, or fixtures and will be billed for all repair or replacement costs. The security deposit will be returned in full only if no damage occurred. If damage or theft exceeds the deposit amount, the renter agrees to pay the additional balance.

5. Walls & Fixtures
Nothing may be attached to the walls, ceiling, or any fixtures without prior permission from DCA staff.

6. Guest Conduct
Renters assume full responsibility for the actions of their guests.

7. Capacity
Renters may not exceed the posted capacity for their reserved space. Overcapacity events are subject to immediate termination without refund.

8. Prohibited Use
Rented spaces may not be used for any fraudulent purpose.

9. Setup & Breakdown Time
Rental time includes all setup and breakdown. Entry is permitted only at the start of the reserved rental period. Renters are encouraged to factor setup and breakdown into their total booking duration. DCA is not responsible for events that run over due to late setup.

10. Cleanup
All rooms must be left in proper order. Decorations, trash, and other materials must be disposed of in trash receptacles. If the kitchen is used, it must be left in the same condition as found.

11. Age Requirement
No person under 21 years of age may rent or occupy a rented space without adult supervision.

12. Food & Beverages
Food may be served. Only clear or yellow beverages are permitted. Alcohol is strictly prohibited — events found in violation will be shut down and the deposit forfeited.

13. Smoke-Free Property
Smoking of any kind is prohibited inside the building, in the parking lot, and on all DCA property.

14. Animals
Only service animals are permitted on DCA property. Renters must notify DCA in advance if a service animal will be present.

15. Noise & Hours
All events must conclude by 10:00pm. Music and amplified sound must remain at a level that does not disturb neighboring spaces or tenants.

16. Space Use
Use is limited to the room(s) rented and common/public areas such as restrooms. Loitering in non-rented areas of the facility or on DCA grounds is not permitted.

17. Nonprofit & Tenant Rate Eligibility
Nonprofit and tenant rates require proof of nonprofit status or an active tenant agreement at the time of booking. DCA reserves the right to verify eligibility.

18. Indemnification
The DCA is not responsible for any personal injuries, property damage, or other liabilities incurred during use of the facility. By booking, the renter agrees to release, indemnify, and hold the DCA, its employees, and partners harmless from any such liability.

Last updated: July 2026. These terms are subject to change. For questions contact Douglass Community Association directly.