Clubhouse Rental Policy and Procedures

Reservations must be made by a resident in good standing, require 5 days advance notice, and may be made no more than 6 months in advance.

To reserve the clubhouse, please follow these steps:

1) Carefully read this entire page for important information, including security deposits, fees, and cancelation policy.

2) Use the Calendar to verify that your date and room(s) are available.

3) Submit the Rental Agreement form.  Carefully read the Clubhouse Reservations Rules, Guidelines and Fees on the rental agreement form.  You will pay the rental fee by credit/debit card when you submit the rental agreement form. If you need assistance or are unable to complete the form, email

4) Mail or drop off your security deposit check to Cusick. The security deposit check will be deposited one month prior to your event (if your rental date is within one month, it will be deposited upon receipt).  Deposits will be refunded upon successful inspection of the clubhouse after your event.  Security deposit checks are to be made out to Brookhaven HOA.

Important: The rental agreement form and rental fee are submitted online.  You will mail or drop off your security deposit check to Cusick. Your reservation IS NOT FINAL until the rental agreement, rental fee, and security deposit check are all received and confirmed.

Reservation Options and Fees

  • Only the area reserved may be used for the event.  Areas not reserved may be reserved by other residents at the same time.
  • Clubhouse rental DOES NOT include use of the pool by non-resident guests.  Please see the Pool Party page for information on hosting a pool party.
  • Reservation time includes set up and clean up. 

View photos of the rooms here.

Main Floor (includes use of Meeting Room) Lower Level Entire Clubhouse
Capacity 150 people 50 people 200 people
Security Deposit $750 $500 $1,000
Rental Fee Per Hour Rental Fee Per Hour Rental Fee Per Hour
Monday-Thursday $55 $20 $75
Friday $70 $30 $100
Saturday $85 $35 $120
Sunday $70 $30 $100

Not for Profit receives a 20% discount on the rental fee.  The security deposit remains the same.  The discount is calculated on the Rental Agreement form.

Cancelation Policy

Confirmed reservations must be canceled in writing 14 days prior to the event to receive a full refund. Any paid reservation that is not canceled in writing will not receive a refund.  Submit the Clubhouse Rental Cancelation Request Form to cancel your event.

Optional Cleaning Service

You may have a professional cleaning scheduled following your event, instead of cleaning the clubhouse yourself.  Click here for more information.

Community Events

If you would like to reserve the Clubhouse or other facility for a community event, use the Community Event Reservation form.

Clubhouse Reservation Checklist:

  • Submit the Rental Agreement Form and Rental Fee

    Submit the Rental Agreement form to reserve your date.  Please do not go to the Cusick office for a rental agreement form. Rental agreements are submitted online.

  • Mail Your Security Deposit to Cusick

    Mail your security deposit check made out to Brookhaven HOA to Cusick at:

    Cusick Community Management
    c/o Brookhaven HOA
    8000 Corporate Center Drive, Suite 206
    Charlotte NC 28226

  • Submit proof of application for off-duty officers

    For parties with over 50 teens attending, the Proof of Officer Hiring form is required to be completed at least 7 days prior to the event.