Golf Center of Arlington
Event Room Rental Terms & Conditions
By reserving, booking, paying for, or using the Event Room at Golf Center of Arlington (“GCA”), the customer (“Renter”) agrees to the following Terms & Conditions. These Terms & Conditions constitute a legally binding agreement between the Renter and Golf Center of Arlington.
1. Reservation & Rental Information
Reservations are confirmed only after full payment has been successfully processed. Rental pricing, event date, rental duration, guest count, and any included tables, chairs, or additional services will be specified at the time of booking. Rental of the facility includes use of the Event Room only unless otherwise approved in writing by GCA. All reservations are subject to availability and are accommodated on a first-come, first-served basis.
2. Payments, Damage Fees & Cleaning Fees
Full payment is required at the time of booking in order to secure the reservation date. The Renter authorizes GCA to charge additional fees if necessary for damages to the facility, furniture, fixtures, equipment, or surrounding property, up to $500 or the actual repair or replacement cost, whichever is greater. Excessive cleaning fees of no less than $150 may also be charged if the facility requires professional cleaning beyond normal use. The Renter accepts full financial responsibility for any damages caused by the Renter, guests, vendors, caterers, entertainers, or any person attending the event.
3. Cancellation & Rescheduling Policy
Cancellations made at least seven (7) days prior to the event date are subject to a $100 cancellation fee. Reservations may be transferred one time to an alternate available date within twelve (12) months of the original reservation date, subject to GCA approval and venue availability. All reservations and rescheduled dates are accommodated on a first-come, first-served basis. All cancellations and rescheduling requests must be submitted in writing. Payments are otherwise non-refundable unless expressly approved by GCA.
4. Assumption of Risk & Indemnification
The Renter assumes full responsibility for all persons attending the event and for all activities occurring during the rental period. To the fullest extent permitted by Texas law, the Renter agrees to indemnify, defend, and hold harmless Golf Center of Arlington, its owners, employees, agents, contractors, and affiliates from and against any and all claims, liabilities, damages, losses, injuries, costs, or expenses, including reasonable attorney’s fees, arising out of or related to use of the premises, actions of guests, vendors, entertainers, or invitees, property damage, bodily injury, alcohol-related incidents, or violation of these Terms & Conditions.
5. Facility Use & Occupancy Limits
Rental includes use of the Event Room only unless otherwise stated in writing. Maximum occupancy is strictly limited to 80 persons inside the room at any time. All events, including amplified music and entertainment, must conclude by 10:00 PM. GCA reserves the right to enforce all fire, safety, occupancy, and operational regulations at all times. Violation of occupancy or safety requirements may result in immediate termination of the event without refund.
6. Prohibited Activities
Cooking or food preparation involving open flames is strictly prohibited inside the Event Room. Fireworks, pyrotechnics, smoking, vaping, confetti, glitter, rice, birdseed, potpourri, and similar materials are not permitted anywhere on the premises. Nails, staples, duct tape, or any adhesive that may damage walls, floors, doors, furniture, or fixtures may not be used. Only dripless candles enclosed in non-flammable containers are permitted, and battery-operated candles are strongly recommended. Unauthorized access to restricted areas is prohibited.
7. Food & Beverage Policy
All beverages, including alcoholic beverages, must be purchased exclusively through GCA. Outside alcohol is strictly prohibited in accordance with Texas law. A 20% gratuity may automatically be added to applicable food and beverage purchases. GCA reserves the right to refuse alcohol service to any guest at its sole discretion. The legal drinking age in Texas is 21 years old, and valid identification may be required. The Renter accepts full responsibility for the conduct and alcohol consumption of all guests attending the event.
8. Parking & Transportation
Parking is permitted only in designated GCA parking areas. Parking is prohibited off pavement, in fire lanes, along the one-lane access road, or in front-loading areas except during active loading and unloading. For events exceeding 120 guests, shuttle transportation may be required at GCA’s discretion. Vehicles blocking fire lanes or emergency access areas may be towed at the owner’s expense.
9. Deliveries, Setup & Cleanup
All personal property, rental equipment, decorations, and event materials must be removed immediately following the event unless otherwise approved by GCA. Loading and unloading in designated areas is limited to 30 minutes. The Renter is responsible for ensuring the Event Room is left in reasonable condition, including disposal of all trash in designated receptacles. Additional cleaning charges may apply if cleanup requirements are not met.
10. Decorations
All decorations must be approved by GCA in advance. Decorations may not damage walls, ceilings, doors, floors, furniture, fixtures, or other property. Only non-damaging materials such as removable non-marking tape or floral wire may be used. The Renter is fully responsible for removal of all decorations and for any resulting damages. Confetti, glitter, rice, birdseed, potpourri, and similar materials are strictly prohibited.
11. Noise & Entertainment
Amplified music and entertainment are permitted only inside the Event Room and must remain at reasonable volume levels at all times. GCA staff reserves the right to require volume reduction or termination of music, DJs, live bands, or entertainment if deemed disruptive, unsafe, or excessive. All amplified music and entertainment must end by 10:00 PM.
12. Pets
Pets are not permitted inside the Event Room or facility, except for legally protected service animals.
13. Right to Refuse Service or Terminate Event
GCA reserves the right, at its sole discretion, to refuse service, deny entry, or immediately terminate any event for violations of these Terms & Conditions, unsafe behavior, illegal activity, excessive intoxication, property damage, or conduct deemed disruptive to operations or guests. In such cases, all payments shall be forfeited and no refunds will be issued. The Renter may also remain financially responsible for damages or additional costs incurred.
14. Force Majeure
GCA shall not be held liable for failure to perform obligations due to circumstances beyond its reasonable control, including but not limited to acts of God, severe weather, government restrictions, power outages, emergencies, natural disasters, public health events, labor disputes, or other unforeseen events.
15. Agreement & Acceptance
By completing an online reservation, submitting payment, checking the acceptance box during checkout, or otherwise using the facility, the Renter acknowledges and agrees that they have read and understood these Terms & Conditions, agree to comply with all policies stated herein, accept financial responsibility for damages, violations, fees, and guest conduct, and understand that this electronic acceptance constitutes a legally binding agreement.
I have read and agree to the Golf Center of Arlington Event Room Rental Terms & Conditions.
I understand that I am financially responsible for damages, cleaning fees, policy violations, and the conduct of all guests attending my event.