Clubhouse Rental Edit page

Rental Forms

Rental Request Packet - This is a PDF of the rental agreement for the clubhouse.

Rental Request Form - All renters are required to complete this online rental request form.  Click the underlined “Rental Request Form” to open the form.

Clubhouse Cancellation/Change Form - To cancel/change your rental, click the underlined “Clubhouse Cancellation/Change Form” to open the form.   

The Oaks of Edgewood Clubhouse is available to rent for private use both for resident members in good standing and non-residents.

About the Facility

• The clubhouse is available to residents or non-residents for rental between the hours of 10:00 a.m. and 10:00 p.m. seven days a week.
• The main room measures 39’ X 59’ and has a maximum capacity of 122 people. Use of tables decreases the number of people who can be accommodated. 
• There are two restrooms available, except during pool hours there will only be one.
• When the pool is in operation, the men’s restroom will be available for clubhouse use and the women’s restroom will be available for those using the pool.
• There is a kitchen with household appliances (refrigerator, range, and microwave) and a generous amount of counter space with a large pass-through to the main room. Dishes, utensils, cooking and baking equipment are not supplied.
• Folding tables and chairs are available as follows:
  • 10 round tables (60” in diameter) 
  • 2 rectangular tables (72” X 30”) 
  • 2 rectangular tables (96” X 30”)
  • 90 chairs 
• Rental of the clubhouse does not include the pool or pool area.
• A minimum of 1 hour will be maintained between rentals.

Rental Fees and Deposits 

Active Member - Member is current on all assessments and fines.

Rental Rates: - Full payment of rental fees/deposits due with form submission

• Resident Member Rates -
  • Hourly Rate - The hours requested and paid for must include all time needed for setup and cleaning of the facility after the event.
    • $200 for the first 4 hours
    • $50 per hour after the first 4
• Non-Resident Rates -
  • Hourly Rate - The hours requested and paid for must include all time needed for setup and cleaning of the facility after the event.
    • $400 for the first 4 hours
    • $100 per hour after the first 4
• All Renters Fees-
  • Deposit Fee - refundable cleaning and damage deposit
    • $200 - separate check or money order will be held and shredded if no damages or cleaning needs done. 
  • Insufficient Funds Fees - returned checks/ETFs
    • $50.00 charge for each occurrence
    • Deposit Fee - refundable cleaning and damage deposit $200 - separate check or money order will be held shredded if no damages or cleaning needs done. 

Rental Process

• Obtain a copy of the information packet and Clubhouse Rental Request Form by clicking on the links above.
• Review the information packet here, Rental Request Packet
• Complete the Rental Request Form online.
  • Be sure to check the Clubhouse rental calendar for availability when completing the form.
• You will receive an email stating your rental is “pending” if the date and times you chose were available.
• Return the digitally signed contract 
• Make all checks out to Oaks of Edgewood HOA and place your deposit check and rental check in the clubhouse locked mailbox, give to a board member, or mail to 1201 SW 10th Terrace, Oak Grove, MO 64075.
• Requests will be processed in the order in which they are received. 
• An email notification will be sent confirming the rental once the payment and signed contract have been received.
• Payment must be made within 15 calendar days from the form submission or the rental may be canceled. 

Cancellation Process -  Fill out the Clubhouse Cancellation/Change Form

• Full Refund - Cancel a rental reservation up to five (5) working days prior to your rental date by completing this Clubhouse Cancellation/Change Form.
• Partial Refund- Forfeit $75.00 by canceling rental reservation less than five (5) working days prior to your rental date.

Clubhouse Rental Rules 

• Use of alcohol, smoking, vaping, CBD, marijana are prohibited and not permitted on the HOA Clubhouse premises. Violations will result in forfeiture of the entire cleaning and damage deposit. 
• No improper or indecent behavior is allowed on the premises.
• Pets are not allowed in the building.
• Skateboarding and/or in-line skating are prohibited on the premises.
• Weapons, concealed or not, are prohibited on the premises.
• Proper attire, including shoes and shirts, must be worn inside the building. No wet swimsuits are allowed in the clubhouse.
• Rental of the clubhouse does not include the pool or pool area.
• Renters are responsible for all set up of tables and chairs for their event.
• Renters are responsible for returning furniture to original location.
• Attaching decorations to the walls in any way is prohibited (this includes, but is not limited to, the use of pins, tacks, tape or adhesives of any kind).
• The use of candles or any type of open flame is prohibited.
• Music must be kept to a volume that does not disturb the neighborhood.
• The front door and the door by the kitchen to the pool must be kept unlocked while the building is occupied per the Fire Marshall.

Clubhouse Renter's Cleaning Responsibilities

• Janitorial Equipment and Supplies - All items are to be put away neatly in the janitorial closet after use.
  • Spray cleaners are provided for cleaning tabletops and counters.
  • Supplies for cleaning the restrooms are provided.
  • A dust mop and wet mop with a bucket are provided for cleaning the floors.
  • A vacuum cleaner is provided for cleaning the mat in the entryway. 
• Main Room and Entryway
  • All trash/debris in all areas of the building is to be placed in trash bags and placed in the GFL container on the west side of the building. 
  • New trash bags are to be placed in the trash receptacles inside the building.
  • The floors throughout the building are to be free of any visible dirt and/or debris with no wet or sticky areas.
  • The mat in the entryway is to be free of debris. 
  • All table tops and chairs are to be clean. 
  • All tables and chairs are returned to their original locations.
  • Window sills are to be free of any trash or debris.
  • The slats of the blinds on all the windows are to be straight and operational.
  • Lock the side door by the Kitchen.
  • All tables are to be returned to their original position before the rental.
• Restrooms
  • All toilets/urinals are to be clean, flushed, and operational.
  • All sinks are to be clean and in good working order.
  • There should be no spills or trash in the restrooms. 
  • Unlock the poolside door for the Men's restroom if the pool is in operation.
  • Lock both restroom doors that lead inside the clubhouse.
• Kitchen
  • Counters and sinks are to be clean. 
  • All appliances are to be clean. 
  • All food and/or beverages are to be removed from the premises.

DEPOSITS WILL BE FORFEITED IF:  

• Any damage has been done to the property.
• Any property is missing.
• There is evidence that any alcohol/smoking/vaping/CBD/marijana use occurred in the clubhouse.
• There is failure to follow the rental rules.
• There is failure to complete any clean-up on the check list.

Additional charges may be incurred if damage amounts to more than the deposit.

Rental Request Form

Clubhouse Cancellation/Change Form