SECTION I: INTRODUCTION

The purpose of this document is to provide all renters of the Poquoson Yacht Club with uniform information for the use, cleanliness, and protection of the facilities. Adherence to policies, rules, guidelines, and the rental contract is required to ensure full or partial refund of the security deposit.

Only Poquoson Yacht Club members or a board appointed representative are eligible to sponsor a PYC rental. If no member sponsor is available, a board representative will be assigned. Members in good standing may rent the facilities for personal use or may sponsor a public or civic rental as approved by the Board. The sponsoring member acts as the primary contact and designated manager during the event.

Before any renter may use the facilities, a pre‑event walk‑through with the Club Rental Agent is required. After the event, a final inspection will determine whether the security deposit is refunded in full, partially, or not at all. Damages exceeding the deposit will be billed to the renter.

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SECTION II: RULES AND GUIDELINES

A) General Rules

1. One adult (21+) is required for every 10 attendees under age 21.
2. Events must comply with the Poquoson Noise Ordinance.
3. Maximum occupancy per Fire Code is 217; dining capacity is 120.
4. Rental hours are 10:00 AM to 12:00 Midnight unless otherwise approved.
5. Use of Alcoholic Beverages:
   • Alcohol may not be served to underage persons.
   • Selling alcohol is prohibited.
   • The renter and designated manager are responsible for all alcohol consumed on premises.
6. Illegal substances or weapons are prohibited on PYC property.
7. Pets are not permitted indoors except service animals wearing a service vest.
8. Smoking is prohibited inside the clubhouse and on the back deck. Smoking is allowed on the front porch and other outdoor areas. Cigarette waste must be properly disposed of.
9. Barbecuing:
   • No grilling on the deck or pier.
   • Grilling is allowed on the pavilion concrete pad or grounds at least 10 feet from buildings.
   • Non‑members may not use the PYC grill.
   • Members using the PYC grill must leave propane tanks full.
10. Decorations:
    • Use only non‑marking fasteners such as masking tape.
    • No decorations on fabric wall coverings, flags, or burgees.
    • No nails, tacks, pins, or staples.
11. PYC decorations, plaques, flags, and burgees may not be removed or altered.
12. Rice, confetti, and paper petals are prohibited. Birdseed may be used outdoors only.
13. Moving Furniture:
    • Indoor tables and chairs may be rearranged but not taken outside.
    • Bar furniture must be lifted, not dragged.
    • All moved furniture must be returned to original positions.
    • Deck furniture may be moved outdoors but not indoors or onto the dock.
    • Deck furniture must be secured against wind and returned after use.
    • Other clubhouse furniture (sofas, lamps, plants, etc.) may not be moved.
14. Areas Off Limits:
    • Kitchen pantry and bar storage room
    • Beer kegs and taps
    • PYC supplies (food, beverages, paper goods)
    • Pool table (except for Member Use Rentals)
15. Cleanup must follow the Rental Cleanup Routine.

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B) Member Use Rentals

1. Only members in good standing may rent the facility; rentals require Board approval.
2. Member rentals must be personal, non‑commercial, and not reimbursed by another party.
3. A pre‑event walk‑through with the Rental Agent is required.
4. The member must be present during the event and is responsible for all property and guest conduct.

Member Guidelines for Sponsors of Civic or Public Rentals

1. A PYC member or board representative must sponsor the rental.
2. The sponsor is the primary contact with the Rental Agent.
3. A walk‑through must be completed with the sponsor, public renter, and Rental Agent.
4. The sponsor must be present for setup, event, and cleanup.
5. The sponsor is responsible for all property and guest conduct.
6. The sponsor must pick up and return the club key.
7. The sponsor must keep the key in their possession at all times.
8. The Rental Agent will conduct a final inspection.

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SECTION III: RENT AND SECURITY DEPOSIT

A) Security Deposit

A security deposit check must be submitted with the rental contract. Returned checks incur a $30 fee plus bank charges. Rentals are not final until approved by the Board.

B) Payment

1. Security deposit is due when the agreement is submitted.
2. Full rental payment is due 30 days before the event.
3. Failure to pay before the cancellation deadline results in automatic cancellation.

C) Cancellations

1. Cancellation/change deadline is 30 days prior to the event.

2. Full refund if canceled before the deadline.
3. Late cancellations may forfeit all or part of the deposit.

D) Changes

1. Date changes before the deadline incur no penalty.
2. Changes after the deadline incur a 50% deposit penalty.
3. Rate changes may apply depending on the new date.

If the facility becomes unavailable due to events beyond PYC control, a full refund will be issued. PYC is not liable for additional losses.

Disputes will be handled only with the sponsoring PYC member.

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SECTION IV: DOCUMENTS AND FORMS

Included forms:

• Rental Fee Structure
• Universal Rental Agreement

Rental Fee Structure

	Civic & Social Member & Approved Groups	Public Use
Monday – Thursday	$300	$400
Sunday	$400	$600
Saturday	$600	$1200
Holidays:
• New Year’s Eve	$600	$1200
• Easter, Thanksgiving, Christmas	$400	$600
Security Deposit	$400	$400

Civic organizations must be nonprofit with IRS tax‑exempt status.

Approved group rentals require Board approval. Sound system and Wi‑Fi are available; microphones are not provided.

Security cameras monitor the property. Disabling or obstructing cameras is prohibited and may result in loss of deposit. Use of the club constitutes agreement to audio and video recording.

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RENTAL CLEANUP ROUTINE

1. Empty all trash cans and replace liners.
2. Clean the kitchen and run the dishwasher for all used PYC items.
3. Place all trash in the dumpster; key is inside the kitchen door frame.
4. Report any issues or damages to the Rental Coordinator.

Please read all rental rules carefully. Scroll to the bottom to enable the agreement checkbox.

I have read and agree to the rental rules.