Woods of Beavercreek HOA

Clubhouse Reservations

Clubhouse Reservations

Planning an event at the Woods clubhouse? Here’s a quick guide to how the process works:

1️⃣ Check the Calendar
Start by checking the shared calendar (available on the Woods website and Towne portal) to make sure your date is open.

2️⃣ Submit Your Request

Fill out & sign the reservation form Clubhouse Reservation Form

Read the Clubhouse Checklist

Preferred Method – Log into your account on the Towne Properties Portal; go to the Communications tab and select the “Clubhouse Inquiry”, and upload your Reservation Form and press “Submit”

Alternate Method – Send your reservation form via email to Sarah Luttrell at Towne Properties. SarahLuttrell@TowneProperties.com 
Don’t forget to review and sign the reservation form and include it with your request.

3️⃣ We’ll Hold Your Date
Once your request is received, the Property Administrator will confirm availability, place a tentative hold on the calendar, and add the rental fee to your account.

  • $85 for events under 100 guests
  • $145 for 100+ guests
    (Reservations are time-stamped, so it’s first-come, first-served!)

4️⃣ Confirm Your Reservation
Your reservation is officially confirmed once payment is received and paperwork is complete. Easy! If the payment is not received within 30 days, the reservation will be cancelled.

5️⃣ Need to Cancel?
No problem—just let us know at least 24 hours in advance.
If you cancel in time, your rental fee will be credited back to your HOA account.

6️⃣ No Deposit Required
Instead of a deposit, any damages or rule violations will simply be charged to your HOA account if needed.

7️⃣ Day of Your Event
The Clubhouse Monitor will meet you, provide access, and do a quick walkthrough to get you started.

8️⃣ After the Event
The Clubhouse Monitor will meet you to make sure everything is back in order..

  • Minor items can be fixed on the spot
  • If there are issues, you’ll be notified and given details about any extra expenses.

9️⃣ We Keep Records
All reservations, payments, and agreements are tracked in the online portal for easy reference.

👍 A Few Helpful Tips

  • Book early—dates fill up quickly (Particularly for weekends and holidays.)
    • Resident Requests are time-stamped to resolve any scheduling conflicts
  • Make sure payment is completed within 30 days to hold your reservation
  • Leave the space as you found it to avoid any extra charges