Room Rental

Community Center Room Rental

The Association Community Center located at 21400 Windmill Drive has two large rooms that are available for event rentals. The nicely furnished DeLong Room is ideal for wedding receptions, birthdays, anniversary parties, etc.  Additionally, the Association also rents the Lower-Level Meeting Room for community or organization meetings, informal gatherings, etc.

DeLong Room Information

The DeLong Room is located on the upper floor of the Ashburn Farm Association Community Center. The room dimensions are approximately 54′ x 36′, and it opens to a 20′ x 60′ deck. The room capacity is limited to 100 guests. The DeLong Room is furnished with eight square tables that will comfortably seat four guests and thirty-two chairs. These tables and chairs are a permanent furnishing of the room and remain in the room/building during rentals. 

Please be aware that Windmill pool hours are Fridays 11:00 a.m. to 9:00 p.m., Saturdays from 11:00 a.m. to 8:00 p.m. and Sundays are 12:00 p.m. to 8:00 p.m.  (Memorial Day weekend thru Labor Day.) There are also pool parties that can be scheduled from 8:00 p.m. to 11:00 p.m.  Noise and parking from pool attendance will impact your event is scheduled during pool hours.  The pool and parking lot areas are not closed – they remain open for use by Ashburn Farm pool members. The pool is not part of the rental package and is not available to you or your guests during your event.

The upper level of the Association Community Center is not handicap accessible outside of regular business hours.

To see if the room is available on your event date, check the DeLong Room Reservation Schedule

Follow this link to see a list of other rental facilities in the area. These facilities, companies, organizations, etc., are not affiliated with Ashburn Farm Association.

Available Rental Hours:

  • Monday to Thursday …………………………… 6:00 p.m. to 11:00 p.m.
  • Friday …………………………………………………. 6:00 p.m. to 12:00 a.m.
  • Saturday and Sunday ………………….………. 8:00 a.m. to 12:00 a.m.
  • The rental period must include time for setup and breakdown/cleanup.
  • Requests for reservations must be completed two weeks prior to the event date.

Homeowner and Tenant Fees:

  • $60.00 per hour
  • $30.00 per set of 1 x 72” round table and ten chairs
  • $15.00 per rectangle table; available in 6’ and 8’
  • $10.00 OPTIONAL set-up fee for table set and additional tables and chairs
  • $80.00 reservation deposit which is included in the total of the rental fee
  • $125.00 nonrefundable cleaning fee
  • $500.00 security deposit for homeowner or
  • $1,000.00 security deposit for tenants

See the full agreement for details HERE

Nonresident or Commercial Fees:

  • $95.00 per hour
  • $35.00 per set of 1 x 72” round table and ten chairs
  • $15.00 per rectangle table; available in 6’ and 8’
  • $10.00 OPTIONAL set-up fee for table set and additional tables and chairs
  • $150.00 reservation deposit which is included in the total of the rental fee
  • $150.00 nonrefundable cleaning fee
  • $1,000.00 security deposit for tenants

See the full agreement for details HERE

Summary of Rental Agreement Rules

  • Ashburn Farm Homeowners Association is not responsible for conditions or situations out of our control that may impact the rental of this room. This includes, but is not limited to Emergency maintenance affecting safety or acts of God. We reserve the right to cancel any rental as needed in the above situations to maintain safety or building integrity.
  • The person renting the room must be present during the entire rental period.
  • Identification is required when scheduling the room (i.e., driver’s license, military ID, etc.).  Settlement papers are required if you have recently moved into the community.
  • A two-week notice for a reservation request is required. A signed contract and security deposit (post-dated to the date of the event) is required to reserve the room.
  • The total room rental fee and non-refundable cleaning fee are due two weeks before the event.
  • The security deposit will not be cashed, and the check will be returned, once the room is inspected to ensure that the room is in the same condition as it was prior to the event. This includes removing all trash bags and placing them in the dumpster located in the Windmill Pool parking lot.
  • Additional expenses incurred by the Association over and above the amount of the security deposit to clean, make repairs, or otherwise restore the room, the furniture, or the Community Center to its original condition will be charged to your homeowner’s assessment account or referred to litigation.
  • The non-refundable cleaning fee pays for mopping floors, vacuuming carpets, cleaning bathrooms, restocking bathroom supplies, etc.
  • The maximum total number of people is 100.  (That includes caterers, DJs, rental equipment personnel, waiters, etc.)
  • Bathrooms are provided on the lower level only.  There is no elevator access between floors.
  • Confetti (of any kind) is not permitted on-premises.
  • Alcoholic beverages must not be served on the premises unless the renter has complied with all laws and licensing requirements of the Commonwealth of Virginia.
    • If ALL of the following criteria are met for the event, then no Virginia ABC license is needed (unless required by locality or facility).
    • The event is private (i.e., not open to the public and not in a public place)
    • Money is not exchanged for alcohol or otherwise
    • The event is not held on a club or non-licensed restaurant premises
    • Alcohol purchased for the event is NOT from a wholesaler/distributor
    • In all other cases, a license is needed and is bound by the information presented below. Contact your local ABC office with any questions.  Follow this link ABC Liquor Licenses
  • The renter agrees to always provide supervision of guests during the rental period.  (This includes – 1 adult per 4 children under age 10, 1 adult per 10 children under age 18.)
  • The DeLong Room and all areas within the community center are non-smoking facilities.
  • If there is a spill or accident in the DeLong Room, the deck, or other areas of the community center, please minimize any damage and clean up all spills, leaks, etc. and remember to dispose of your trash in the dumpsters behind the community center.

Downstairs Meeting Room Rental

The Downstairs Meeting Room is located on the lower level of the Ashburn Farm Association Community Center.  The room dimensions are approximately 54′ x 36′ and open to a handicap access ramp.  The room capacity is limited to 100 guests. The Downstairs Meeting Room is furnished with approximately sixty chairs and six small meeting tables that can connect to make a conference table. These tables and chairs are a permanent furnishing of the room and remain in the room/building during rentals.

Please follow this link to view the Downstairs Meeting Room Contract HERE

The aforementioned Community Center Rental Rules apply to the use/rental of the Downstairs Meeting Room.

To see if the room is available on your event date, check the Downstairs Meeting Room Reservation Schedule.

Follow this link to see a list of other rental facilities in the area. These facilities, companies, organizations, etc., are not affiliated with Ashburn Farm Association.

Important Notice

Ashburn Farm Homeowners Association is not responsible for conditions or situations out of our control that may impact the rental of this room. This includes, but is not limited to: Emergency maintenance affecting safety or acts of God. We reserve the right to cancel any rental (within 48 business hours of the scheduled event) as needed in the above situations.

Helpful Links

  1. ABC Liquor Licenses
  2. Calendar of Reserved Dates
  3. Other Resources for Rentals. (This link provides a list of rental places in the local area. None of these places, companies, organizations, etc., are affiliated with Ashburn Farm Association.
  4. Westmaren Clubhouse