Clubhouse Reservation Form

The Planter’s Row Clubhouse is available for all community residents who are in good standing or local non-profit groups for private functions within established guidelines. Residents may reserve the clubhouse as long as there are no outstanding dues, fines, or liens. If dues are outstanding and a signed payment plan is in place, then rentals will be permitted. The management company or the board will verify the applicant’s status.

Established rules and guidelines are to ensure fair and equitable access while preserving the facility to the standards of the association.

The clubhouse daily rental fee is $200. An inspection will be completed after the rental. If any incidentals or damages occur to the clubhouse, the homeowner will be charged the full amount of the damages. The clubhouse is available for rental on a daily basis from 10am to 10pm. The resident who signs this Rental Contract assumes full responsibility of all persons and their actions on the property.

Please note that this agreement is for clubhouse rental only and does not include the pool cabanas. Booking the pool cabanas and securing a party lifeguard requires separate paperwork. The Planter’s Row pool is only available to Planter’s Row residents in good standing with no outstanding dues, fines or liens and their Non-Resident guests. Attending a rental function will not alter this requirement for residents who are not in good standing. Accessing the pool while not in good standing or allowing said residents to access the pool while attending a rental, may result in loss of privileges for the resident and the owner renting the clubhouse.

An approved rental also gives you access to clubhouse furniture that you can use for your event. Currently, this furniture includes:

  • 89 – folding chairs
  • 19 – square tables 
  • 9 – round tables 
  • 5 – 8’ tables 
  • 3 – 6’ foldable tables
  • 2 – 6’ tables

Clubhouse Rental Guidelines

Please read the guidelines below, then complete the form to start your rental process. Be sure to put your initials inside the box for each policy point indicating that you have read, understood, and agree to adhere to the guidelines.

  1. The Planter’s Row Board of Directors, PR Social Committee, and any standing committees, have priority over private use requests and will be able to use the clubhouse at no cost. The clubhouse is reserved for the PR Social Committee for all National holiday dates. If the social committee does not require the use of the clubhouse on a specific holiday, then reservations are permitted on a first come, first served basis. The PR Board, social, and other standing committees have no time restrictions. If you have rented the clubhouse, your rental will take precedence if it was accepted before a neighborhood event.
  2. Only Residents in good standing may reserve the Clubhouse for private social functions. Residents may reserve the clubhouse as long as there are no outstanding dues, fines, or liens. If dues are outstanding and a signed payment plan is in place, then rentals will be permitted. The management company will verify the applicant’s status. Private rentals are based on a first come, first served basis.
  3. The Clubhouse may not be used for any type of commercial or profit-making function. Residents may not rent the Clubhouse on behalf of another party, group or organization.
  4. The resident or reserving party must be present for the duration of the event. The renting party assumes all responsibility for damages, cleaning or missing items. The renting party also assumes full responsibility for the conduct of their invited guests and for any damage or disrepair to the facility. Charges for damages, cleaning, and missing items will be placed on the homeowner account. The homeowner is liable for all charges placed on the account after the rental due to damages, cleaning and missing items.
  5. Rental request shall be made no more than 60 days before the required date of the rental, and are strictly on a first come, first served basis. In the event of special circumstances, such as a wedding, earlier approval may be granted by the board. Residents are limited to 2 rentals per calendar year (the board reserves the right to approve if there are extenuating circumstances on a case-by-case review). If there are multiple requests for the same date on consecutive years, the rental shall be awarded to the person unsuccessful the prior year.
  6. Animals are not allowed in the clubhouse unless it is a trained service animal. Smoking, the use of tobacco products and vaping are prohibited inside the clubhouse or within 20 feet of the doors.
  7. All items brought in by the renting party, including rental equipment, must be removed from the facility at the end of the rental time unless previous arrangements have been approved by the board.
  8. Decorations may not be attached in any way to the walls or ceiling. DO NOT tape, tack, or nail anything to the walls or ceiling. There are hooks provided in the ceiling to be used for festive adornments.
  9. The maximum capacity of the clubhouse is 95 people. The number of individuals should not exceed this number. If you exceed this number during your rental at any given time, Planter’s Row HOA reserves the right to charge your account a violation fee. The board reserves the right to visit the event to confirm compliance with capacity limits.
  10. Renters are required to walk through the facility checking functionality and noting any issues upon taking possession of the clubhouse. Any issues should be reported by email to Planter’s Row HOA within 30 minutes of the commencement of rental time. Failure to do so will mean the homeowner/resident is responsible for any equipment malfunction, or missing items.
  11. Reservations require the completion of the reservation form. You will receive confirmation of your reservation once the reservation forms have been submitted and you have paid the rental fee of $200 on your CAMS account. The rental fee will be added to your CAMS Management account and can be paid on-line through the portal at portal.camsmgt.com or mailed to the address below. Payments lost or received late due to mail delays are the responsibility of the Renter.
  12. All furnishings will need to be cleaned and placed in their original positions by the renting party. If there are any seasonal decorations such as Christmas trees, they are not to be moved under any circumstances.
  13. All three clubhouse doors should be locked upon your exit. The key should be returned based on the instructions emailed to you. Failure to return the key will result in a violation and which will be placed on your CAMS account. In addition, the renting party hereby agrees to pay for any and all damage to or loss of furniture, accessories, fixtures or equipment that may occur during the rental period or as a result of their failure to secure the premises.
  14. All trash bags should be removed, tied, and placed in the assigned trash receptacles located by the tennis courts. New trash bags are located under the sink and under the island and should be used as needed. Excessive trash (overflowing trash receptacles) may lead to a violation which will be placed on your CAMS account.
  15. Cancellation of rental agreements prior to two (2) weeks before the event will result in both the rental fee check and the deposit check returned to the renting party. Cancellation of rental agreement within the two-week period will result in a $25 cancellation fee.
  16. The Association reserves the right to revoke any request/approval if sufficient cause is found that any misrepresentation of the facts related to rental request occurred. In which case, there will be an administrative fee of $25.00 deducted from the rental fee. All other monies will be refunded within two weeks of receipt of the cancellation request.
  17. Emergencies, complaints, concerns or compliments should be addressed via email to Planter’s Row HOA via the website. In the case of an emergency, call 911.
  18. The Association reserves the right to change any of the terms of this policy and/or charges for deposits or other applicable fees at its sole discretion, without prior notice.
  19. Release and Indemnification. User assumes all responsibilities, risks, liabilities and hazards incidental to the holding of the function at the facility (including, but not limited to, the serving of any alcoholic beverages) and, irrespective of any acts or omissions by the association or its agents, whether negligent, intentional or otherwise, User releases and forever discharges the association, its officers, directors, employees, agents and members, past, present and future, and agrees to defend, indemnify and hold the same harmless, from and against any and all losses, expenses, liens, claims, demands and causes of action of every kind and character (including those of the permittees, agents, licensees and invitees of User) for death, personal injury, property damage or any other liability damages, fines or penalties, including costs, attorneys’ fees and settlements, resulting from any act performed by, or omission on the part of user, its employees, invitees, permittees, agents or licensees, arising out of or in connection with user’s use of the facility.
  20. The following must be performed before leaving the Clubhouse and may result in a $150 violation fine if one or more of the following has not been completed upon leaving:
    • Turn off all exhaust and ceiling fans. Turn off fireplace.
    • Turn off television/stereo equipment.
    • Remove any spots on the furniture or floor caused during the event.
    • Return all utensils, dishes, etc clean to their original position.
    • The kitchen should be clean and in original condition.
    • Turn off all lights, except outside lights as marked.
    • In the winter the heat should be set to 60 degrees and in the summer the air conditioner should be set to 80 degrees.
    • Garbage must be bagged, tied shut and put in assigned outside receptacles.
    • All three doors to the clubhouse must be locked.
    • Key must be returned to the lockbox.

Violation Charges

Any damage, paint touch-up, broken or marked furniture, missing items will result in a deduction from the deposit. In some cases, the cost of repairs, cleaning, etc., will be higher than the deposit and the clubhouse renter will be billed accordingly.

One or more of the following violations will result in violation fine on your CAMS account:

  1. Failure to leave the clubhouse in the same condition as it was found.
  2. DO NOT PUT DECORATIONS, POSTERS, SIGNS, BALLOONS, ETC., ON THE WALLS OR CEILINGS. You will be charged a minimum of $25 maintenance fee for time in addition to the cost of the paint.
  3. Failure to turn off television/stereo equipment.
  4. Failure to remove any spots on the furniture or floor caused during the event.
  5. Failure to bag garbage, tie it shut and put in outside plastic bin marked “trash.”
  6. Failure to turn off all lights (except outside lights as marked), including bathroom lights.
  7. Failure to lock the three clubhouse doors upon exiting. The Clubhouse Renter will be responsible for any vandalism and or damages resulting from leaving the doors unlocked.
  8. The use of tobacco products, smoking or vaping results in a $150 fine.
  9. Using Planter’s Row’s consumable products and supplies found in the refrigerator or cabinets.
  10. Failure to return the key based on the instructions given results in a minimum $150 fine.
  11. Failure to clean the kitchen and return kitchen items to their original location.
  12. The homeowner will be responsible for any damage, paint touch-up, broken or marked furniture, cleaning, and/or missing items. Those fees will be charged to the homeowner’s HOA account. 
  13. One or more of the following violations may result in a $150 fine.

As a prerequisite for granting a reservation for private use, the renting party must submit the clubhouse reservation form and pay the rental fees on their homeowner account.

The physical address of the clubhouse and pool is:

Planter’s Row Clubhouse
10 Marsh Creek Drive
Mauldin, SC 29662

If your gathering will include more than 12 guests, a cabana reservation will be required. This requires submitting an additional cabana reservation form. In addition to the cabana rental, you will also be required to hire an additional monitor at the current hourly rate.
Want to Print Out the PDF Instead?

If you are having trouble with the online form or you don’t want to complete the form via your browser, you can download the traditional PDF here.

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IMPORTANT: If submitting a printed clubhouse reservation form, please place it in the black lockbox located beside the clubhouse door and notify the HOA when you have done so by emailing them at clubhouseplantersrow@gmail.com.