VGCA Clubhouse Rental Rules:

  1. Only adults will be permitted to rent the Village Green Community Clubhouse. It is agreed and understood that the sponsoring member will be responsible for any damages sustained to the clubhouse by the sponsor, guests, employees, or contractors (caterers, entertainment, etc.). The sponsoring member and/or renter agrees to hold the Village Green Community Association harmless in the event of any injury to the member, guest, employee, or contractor that may occur as a consequence of the rental.
  2. The rental fee and security deposit are to be paid at the time of application in the form of two separate checks (one for rental and one for security deposit). A party cannot be booked or the date held without both checks and a signed agreement.
  3. Sponsor/renter agrees to be present at all times during the usage of the facilities.
  4. All VGCA facilities including park, pathways, and picnic areas are designated as non-smoking.  No smoking or vaping of any substance is permitted within VGCA-designated areas.
  5. Hours available for clubhouse rental are 8:00 AM – 1:00 AM or by special arrangement with the Clubhouse Manager for any alternate hours. By Newport News city ordinance, all teen functions must end no later than midnight. Maximum number of clubhouse guests is limited to 60 guests. Please note that Association activities will take precedence over any parties.
  6. The Clubhouse may be rented at a partial-day rate or a full-day rate. Partial day rate includes any 4 hours from 7:00 AM until 1:00 AM. Set up and clean up must be accomplished within these four hours. Full day rate includes the hours from 7:00 AM until 1:00 AM. Set up and clean up must be accomplished on the day of the full-day rental.
  7. A designated adult may coordinate access from the Clubhouse Manager (or alternate) on the day of the rental. If keys were issued, the keys must be returned immediately following the clean-up of the clubhouse.
  8. A refundable deposit is required and this check may be held if the provisions of this agreement are not met. The clubhouse and outside grounds must be returned to a clean and neat condition immediately following the party. If additional cleanup or maintenance is required, a charge will be deducted from your deposit.  Trash must be removed from premises and A/C turned off.
  9. Rental of the clubhouse does not constitute rental of the Pool. Please note that Pool patrons and/or scheduled pool parties will have use of and access to clubhouse restrooms but no other clubhouse facilities. Separate pool rental is required to rent pool.
  10. Adult chaperones must be present at all times during children’s parties:
    • Children between the ages of 0 and 12 require 2 adults for every 15 children.
    • Children between the ages of 13 to 18 require 1 adult for every 15 children.
  11. Our clubhouse is located in a residential area. Music must be no louder than “radio” volume. DJ’s or other commercial broadcast equipment is prohibited. Music or any loud noise must cease by 10:00 PM. If there are any noise complaints your deposit may be forfeited.
  12. Nails, tacks, tape, or other adhesive products (including temporary products) are not to be used to hang decorations on walls, doors, windows, ceilings, or any other surface within the clubhouse.  Any damage to surfaces or paint will result in a forfeit or deposit.
  13. Misuse of the clubhouse and equipment may result in loss of Association privileges without refund and no future use of any VGCA facilities.
  14. The renter assumes liability for any necessary ABC permits if they serve alcoholic beverages. The renter assumes all responsibility and liability for any alcoholic beverages distributed and consumed at the party. Alcoholic beverages may not be served at teen events.
  15. No food or beverages may be sold without express written permission of the VGCA Board.

VGCA Pool Rental Rules:

  1. Only adult members of the Village Green Community Association will be permitted to rent the Village Green Community Pool.  The member must be present at all times during rental.  It is agreed and understood that the sponsoring member will be responsible for any damages sustained to the Pool by him/herself, or his/her guests, employees, or contractors (caterers, entertainment, etc.).  The sponsoring member agrees to hold the Village Green Community Association harmless in the event of any injury to the member, guest, employee, or contractor that may occur as a consequence of the rental.
  2. Hours available for pool rental are usually 8:00 PM – 11:00 PM depending on normal pool operations or by special arrangement with the Clubhouse Manager for other times.  Maximum number of pool guests is limited to 100 guests.  Please note that the Swim team and other Association activities will take precedence over parties.
  3. The rental of the pool does not constitute the rental of the clubhouse.  Pool parties have the use of clubhouse restrooms and limited use of the storeroom refrigerator but not other clubhouse facilities.  Clubhouse rental will be accomplished under a separate contract.
  4. At least two Village Green lifeguards must be present at all times during the party.  For parties of 60 or more guests, or at the discretion of the Clubhouse Manager, additional lifeguards may be required.  The use of personal lifeguards is prohibited.
  5. Adult chaperones must be present at all times during children’s parties:
    • Children between age 0 and 12 – 2 adults for every 15 children.
    • Children between ages 13 to 18 – 1 adult for every 15 children.
    • This is in addition to the lifeguards on duty.
  6. All posted pool rules apply.
  7. Our pool is located in a residential area.  Music must be no louder than “radio” volume.  Music or any loud noise must cease by 10:00 PM.  If there are any noise complaints your deposit may be forfeited.
  8. Lifeguards will signal 15-minute breaks every hour.  All non-adult guests must clear the pool.  This allows the lifeguards to monitor pool conditions and remain alert and focused.
  9. All guests must be out of the pool 15 minutes before the end of the party.  The renter is responsible for ensuring that all trash is picked up from the pool deck area and deposited in the proper receptacles and that all chairs and tables are returned to their original position.
  10. All guests must be off the pool deck by 11:00 PM or the scheduled end of the party.  The renter is responsible for ensuring that all cleanup is accomplished by this time.
  11. A refundable deposit is required and this check will be held and returned if the provisions of this agreement are met.  An association representative will inspect the grounds before and after the party.  The Community pool area and outside grounds must be returned to the condition in which you found them immediately following the party.  If additional cleanup or maintenance is required, a charge will be deducted from your deposit.  If the sponsoring member is not present, your deposit may be forfeited.
  12. As required by these rules, the rental fee and security deposit are to be paid at the time of application in the form of two separate checks (one for rental and one for security deposit).  A party cannot be booked or the date held without both checks attached to the completed application.
  13. The renter assumes liability for any necessary ABC permits if they serve alcoholic beverages.  The renter assumes all responsibility and liability for any alcoholic beverages distributed and consumed at the party.  Alcoholic beverages may not be served at teen events.
  14. No food or beverages may be sold without express written permission of the VGCA Board.
  15. No glass containers on the pool deck.  No charcoal barbecues on the pool deck.
  16. The lifeguard staff has the final authority to close the pool to further swimming if in his/her judgment he/she thinks the safety of the attendees or the facility is compromised.  For example, storms, lightning, disorderly conduct, or continued failure to obey lifeguards.