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.  Carefully read this entire page for important information, including security deposits, rental fees, cancelation policy, and who to contact for assistance.

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 room details, including photos and furniture measurements, 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.

How to Reserve the Clubhouse

  1. Carefully read this entire page for important information, including security deposits, rental fees, cancelation policy, and who to contact for assistance.
  2. Review the Clubhouse Reservations Rules, Guidelines and Fees.
  3. Use the Clubhouse Reservation Calendar to check availability.
  4. Submit 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 info@clubatbrookhaven.com.
  5. Mail or drop off your security deposit check to Cusick. Your check will be held by Cusick, and the clubhouse will be inspected following your event. If everything has been cleaned up and there is no damage, your check will be destroyed.  You will be notified within 30 days following your event if there are any issues.  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.

Cancelation and Changes

To Add or Change Time: Time changes must be made at least 48 business hours in advance. Complete the Clubhouse Rental Change Request form.

To Cancel a Reservation: Cancelations must be made at least 14 days in advance. Complete the Clubhouse Rental Change Request form.

To Reschedule:  To change your reservation date, please email info@clubatbrookhaven.com at least 5 business days prior to your event date for options.  If the day of the week or number of hours of your event is changing, you will need to cancel your existing reservation and submit a new rental agreement form.

Cleaning and Damage

Any damages or cleaning fees incurred as a result of the renter not following the rental rules and policies, or resulting from negligent behavior, will result in all or a portion of the security deposit being withheld.  Below is an example of the types and amounts of fees that may be charged.

Item Fee
Cleaning  – Main Floor $210
Cleaning – Lower Level $140
Drywall Repair, Per Item $25
Tape Removal, Per Item $15
Carpet or Upholstery Cleaned $500
Other Cost of repair/replacement

If You Need Help

For technical assistance or questions about the online forms: Email info@clubatbrookhaven.com.

To request a tour of the clubhouse: Complete the Clubhouse Tour Request form.

For questions about the clubhouse itself: Email clubhouse@clubatbrookhaven.com.

For questions regarding your security deposit: Email cusick@clubatbrookhaven.com.

Community Events

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

Clubhouse Rental Agreement 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:

    Brookhaven HOA
    c/o Cusick Community Management
    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.