Clubhouse Rental Agreement and Form

Overlook Events Calendar

Clubhouse Rules & Regulations

  • Clubhouse Rental Rules

  • Clubhouse Cleaning Policy

Clubhouse Rental Options

  • OVERLOOK RESIDENT EVENT – ALL guests must be residents of Overlook. An Overlook resident event is sponsored by a Overlook resident, and is by invitation only and exclusively for Overlook residents (no outside guests).

  • OVERLOOK RESIDENT PRIVATE EVENT – A Private Event is sponsored by an Overlook resident when one (1) or more persons living outside the Overlook community are extended an invitation to attend a Private Event or attends the event.

  • OVERLOOK SOCIAL COMMITTEE EVENT – An event sponsored by the Social Committee exclusively for the benefit of Overlook residents. Reservations by sponsoring committee chairperson only. Hosts of Social Committee events must be active members of the Social Committee.

  • PUBLIC SERVICE EVENT – A Public Service Event is sponsored by a Overlook committee member and is for the benefit of Overlook residents and in some cases to include the surrounding community.

Rental Fee Schedule

  • OVERLOOK RESIDENT EVENT: Rental Fee – Waived; Deposit – $200

  • OVERLOOK RESIDENT PRIVATE EVENT: Rental Fee – $200; Deposit – $250

  • OVERLOOK SOCIAL COMMITTEE EVENT: Rental Fee – Waived; Deposit – Waived

  • PUBLIC SERVICE EVENT: Rental Fee – Waived; Deposit – Waived

  • Where applicable, separate checks for Security Deposit and/or Rental Fees to be made out to Overlook HOA.

Clubhouse FAQ’s

  • How much does it cost to rent The Mill? (See Above Fees)

  • What are the hours for The Clubhouse? The Clubhouse does not have regular operating hours and is used for private or community events only. 

  • How old do I have to be to use The Clubhouse? While there is no set age for access, The Board of Directors strongly encourages supervision of anyone under the age of 18 inside The Clubhouse.

  • How secure is The Clubhouse? We employ cameras in and around The Clubhouse to protect our investment. There are multiple types of alarmed doors and access points plus our fire system. Our Key Fob system tags each resident who enters the building and keeps a log which can be matched to recorded video.

  • Can I let my neighbor use my key fob to enter The Clubhouse? Fob Sharing is Strictly Prohibited. Allowing unauthorized entrance or use of a fob could result in suspension of your amenities privileges.

  • For my event, can I use the pool deck or have a party in The Clubhouse and use the pool? Rental of The Clubhouse does not include the pool or tennis courts. All event activities are to be confined to The Clubhouse. Pool parties are managed by AquaTech and must be book separately. 

  • Can I request a rental for my family, but not be in attendance? The Renter is required to be present during the entire period of the event. The Renter will have no less than two (2) adults present for the first ten (10) minors under the age of 21 attending the event and at least one additional attending adult for each ten (10) minors thereafter.

  • I’m having a large party, can I leave the leftovers, drinks, alcohol, etc. behind for the next event? All food and beverages must be removed from The Clubhouse after an event. Under no circumstances should alcohol be left within The Mill post-event. Renter must remove all leftover alcohol from the premises or forfeit their deposit.

  • We are renting to have a wedding or a reception, can we throw rice or confetti? What are the rules for balloons? Confetti, glitter, rice, and/or birdseed are not permitted in The Clubhouse or surrounding outside area. Damage requiring professional attention may result in forfeiture of a portion of the security deposit to cover any costs incurred resulting from use of the above mentioned items. False fire alarms resulting from helium balloons will result in forfeiture of a portion of the security deposit to cover costs charged to the Association.

  • How do I get the TV and sound system to work? The TV controller is mounted on the wall to the right of the TV. This controller also controls the Tuner and DVD player. Operation of all units is performed only at wall-mounted controller. Reprogramming charges incurred as the result of a renter’s failure to comply with these guidelines may result in forfeiture of a portion of their security deposit. We have an extra HDMI cable to plug a computer or other HDMI compliant electronic for use on the screen.

  • How many people can be in The Clubhouse at one time? By Code, the maximum capacity of people to be in The Clubhouse at one time is Z People.

  • I checked in for my private event and there are issues in The Clubhouse, what do I do? Report any pre-event checklist concerns to the Management Company by Emailing Support and/or calling (704) 847- 3507 before the start of your event to report the specific issues. If nobody can take your call, leave a voicemail message.

**Due to the COVID-19 Pandemic, the Overlook Clubhouse is currently closed, and not available for rental**

All Information collected as part of the application process is subject to verification by Overlook Amenities Committee and Braesael Management Company. Event approval is subject to available dates and times, plus resident standing with the HOA or additional approvals by the Board of Directors.

The Overlook Community Association offers The Clubhouse Rentals exclusively for Overlook Residents Only.

All sections of this Agreement must be adhered by the Overlook Homeowner or their Tenant (both hereto referred to as Renter). Failure to do so will forfeit part or all of the Security Deposit. In the event of damage or breakage not covered by the Security Deposit, renter will make full retribution for any additional necessary repairs and costs over and above the amount of Security Deposit. Overnight houseguests will be permitted to attend events.

Rental of The Clubhouse is restricted to Overlook Residents Only. Renters may not rent on behalf of a third party. Joint rentals are not permitted. It is the renter’s responsibility to ensure that any vendor attending the event in a professional capacity can provide documentation of adequate liability insurance. Reservations are on a first come basis.

Rental Agreement, security deposits and rental fees must be received by the management company within two (2) weeks from confirmation of The Mill availability or the reservation will automatically be cancelled. Reservations made within one (1) month of event date will not be confirmed until all required fees, deposits and signed agreements are received. The Lawson Board of Directors, after reviewing the rental application, has the final say as to the event type and corresponding deposit/fee requirements.