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 that 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 Rental

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.  The Association also has additional event furniture that is available for rent and includes six-foot round folding tables that seat ten and includes chairs as well as six- and eight-foot rectangular tables to set out food, gifts, etc.

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 other rental facilities in the area. These facilities, companies, organizations, etc., are not affiliated with Ashburn Farm Association.

DeLong Room Rental Information

Rental Hours Available:

  • Monday to Thursday ………………………………….5:00 p.m. to 11:00 p.m.
  • Friday ……………………………………………..……6:00 p.m. to 12:00 a.m.
  • Rental period MUST include time to set-up and cleanup.
  • Requests for reservations Must be at least one week prior to event date.

Room Rental Fee:

  • Homeowner $60 per hour.
  • Resident / Non-Member $95 per hour.

Homeowner Furniture Rental Fees:

  • $30.00 per table and ten (10) chairs set (Tables are 72” round)
  • $15.00 per rectangular table (Tables are 6’ and 8’)
  • $10.00 OPTIONAL set-up fee per each table set

Resident / Non-Member Furniture Rental Fees:

  • $35.00 per table and ten (10) chairs set (Tables are 72” round)
  • $15.00 per rectangular table (Tables are 6’ and 8’)
  • $10.00 OPTIONAL set-up fee per each table set

Equipment Rental Fees:

  • $50.00 for two (2) speaker and microphone audio set
  • $100.00 for a projector and 39” x 72” projector screen

Additional Required Fees:

  • $125.00 non-refundable, non-negotiable cleaning fee
  • $80.00 reservation deposit (deposit goes towards total rental fees)
  • $500.00 security deposit for Homeowner
  • $1,000 security deposit for Resident / or Non-Member.

Please see the Delong Room Rental Contract for details

DeLong Room Rental – member

DeLong Room Rental – commercial/non-member

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 area within the community center are non-smoking facilities.
  • If there is a spill or accident in the DeLong Room, the deck, or other area 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.
  • 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 if 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.

Lower-Level Meeting Room Rental

The Lower-Level Meeting Room  is located on the upper floor of the Ashburn Farm Association Community Center.  The room dimensions are approximately 54′ x 36′ and opens to a handicap access ramp.  The room capacity is limited to 100 guests. The Lower-Level 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 Lower-Level Meeting Room Contract.

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

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

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

Helpful Links