How to Reserve a Facility
Facility Rental Applications – Second Quarter Now Open!
Applications for facility rentals during the second quarter (April–June) are now open. Please note that all applications must be submitted at least one month prior to your requested rental date.
Applications for the third quarter (July–September) are expected to open during the first week of May, with fourth quarter (October–December) applications opening in the first week of August. Email notifications will be sent once each application period becomes available.
If your previous application was denied for being submitted too early, please be aware that our system does not retain early submissions. You will need to resubmit your request once the appropriate application window opens.
All applications are reviewed on a first-come, first-served basis.
Applications for the third quarter (July–September) are expected to open during the first week of May, with fourth quarter (October–December) applications opening in the first week of August. Email notifications will be sent once each application period becomes available.
If your previous application was denied for being submitted too early, please be aware that our system does not retain early submissions. You will need to resubmit your request once the appropriate application window opens.
All applications are reviewed on a first-come, first-served basis.
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Step 1: Review the Facility Private Rental Agreement
Carefully review the Facility Private Rental Agreement to understand all rules, policies, and requirements prior to submitting your application.
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Step 2: Check Availability
Click Availability Calendar to view current reservations. Residents must be logged in to access the reservation calendar.
Dates marked “No LC Rentals” or “No HP Rentals” indicate that no rentals are available for that facility on those days. Selecting these dates will provide additional details explaining why the Lifestyle Center (LC) or The Hearth (HP) is unavailable.
Please note: only one facility rental or community event is permitted per facility, per day.
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Step 3: Submit an Application
Complete the Facility Rental Application online with your requested event date, facility selection, and event details.
Applications must be submitted at least one month prior to the requested event date. Please allow 7–10 business days for a response from The Groves Management Team.
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Step 4: Secure Your Reservation with Payment
Rental applications are reviewed twice per week. You will receive an email notification once your request has been approved or denied.
If approved, two payments of $250 are required:
- A non-refundable $250 rental fee
- A refundable $250 rental deposit
Both payments must be submitted within 72 hours of receiving conditional approval.
Important Payment Notice:
Please do not submit any payments until you have received a conditional approval email regarding your facility rental application.
We are currently experiencing delays with payments made via bank transfer. Please ensure all payment instructions are followed carefully to complete your transaction.
If you choose to pay by bank transfer, please notify Lifestyle Director Megan so she can monitor for your payment. Bank transfers may take up to three weeks to appear in our system.
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Step 5: Pre-Rental Walkthrough
A pre-rental walkthrough will be scheduled with the reserving resident at least one week prior to the event. This walkthrough is required to review the facility, confirm its current condition, and go over all rules, expectations, and responsibilities related to your rental.
During the walkthrough, staff will also address setup guidelines, approved use of the space, cleaning requirements, and any facility-specific instructions to help ensure a successful event.
Failure to complete the pre-rental walkthrough may result in cancellation of the reservation in accordance with the Facility Rental Agreement.
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Step 6: Post-Rental Walkthrough
Following your event, residents must submit the Post-Rental Checklist provided during the pre-rental walkthrough.
A staff member will then complete a post-rental inspection to assess the facility condition. Any damages or failure to return the facility to its original condition may result in fines and/or forfeiture of the deposit, at the discretion of the Board of Directors.
If the facility is returned in satisfactory condition, the $250 deposit will be refunded within two weeks. Submission of the Post-Rental Checklist is required to process the refund.
Important Notes
- Wedding ceremonies and receptions are not permitted.
- Facility rentals are not available on the following holidays: New Year’s Day, Martin Luther King Jr. Day, Presidents Day, Easter, Mother’s Day, Memorial Day, Juneteenth, Father’s Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas Eve, Christmas Day, and New Year’s Eve.
- Facilities remain open for general resident use on holidays.
- Water hoses are not available for water-related rental activities.
- All vendors (including caterers, bounce houses, bands, DJs, and rental companies) must be approved by Association staff at least two weeks prior to the event and must meet insurance and permitting requirements outlined in the Facility Rental Agreement.
- Cancellations must be submitted in writing (email or hard copy) to Association staff.
Cancellation Policy
- Cancellations made at least one month prior to the event will receive a full refund of the rental fee and deposit ($500), processed within 30 business days.
- Cancellations made less than one month prior to the event will forfeit the rental fee; only the $250 deposit will be refunded.