Table of Contents
Introduction
The Beach Party / Event Rules are designed to foster a safe and enjoyable environment for Member-hosted events while safeguarding Association properties, minimizing risks to participants and neighbors, and ensuring compliance with applicable laws, including New York General Obligations Law and Town of Huntington codes.
By promoting responsible use, POENB aims to transfer and manage risks through clear agreements, insurance requirements, and Member accountability. Failure to comply with these Beach Party / Event Rules may result in forfeiture of the full security deposit, suspension of party privileges, and other remedies as permitted by law.
The Beach Party / Event Rules use several key terms. These Key Terms and Definitions are listed in alphabetical order and are included in a separate document.
In addition to the Beach Party/Event Rules and Key Terms and Definitions, POENB has five other Rules and Policies. All seven documents are posted on the POENB website (www.eatonsneck.org).
Members and other interested parties should consult and carefully read thePOENB Beach Party/Event Rules, Key Terms and Definitions and other Rules and Policies documentsto have a comprehensive understanding of POENB’s management practices.
POENB’s Rules and Policies may be modified, updated or rescinded based on a simple majority vote by the Board of Directors to adapt to new legal requirements, strategic goals and/or operational needs.
Changes to these Rules and Policies are permitted based on a simple majority vote by the Board of Directors. Typically, the Board evaluates the POENB Rules and Policies on an annual basis. However, in selected cases, POENB may need to modify the Rules and Policies during a given year to properly manage the Beach Properties for the benefit and safety of the Members.
The Board will communicate to Members material changes to the Rules and Policies during the Member Meetings and/or via emails or announcements on social media.
Appendix 4 to the Beach Party/Event Rules contains a Version Control Table that identifies the name, version, and “as of” date for the Beach Party/Event Rules and the Member who made the changes. It also identifies the Board Member (by Title) who is responsible for ensuring (1) the accuracy, completeness, currency, and reasonableness of the Beach Party / Event Rules on a go-forward basis, and (2) the intellectual consistency of the Beach Party / Event Rules with related POENB Rules and Policies.
POENB disclaims all liability for personal injury, property damage, or loss arising from use of Association properties, except those caused by the Association’s gross negligence. All users (Members, Member Household, Member Guests, Beach Party/Event Attendees, Resident Non-Member Property Owners, Authorized Vendors and Party / Event Vendors) assume all risks associated with beach activities and agree to indemnify and hold harmless the Property Owners of Eaton’s Neck Beach Inc. (POENB), its Board, and Members from claims related to their use, guests, or events.
Questions? Contact info@eatonsneck.org
Beach Party / Event Reservation Pre-Requisites
- Eligibility – only POENB Members in Good Standing are eligible to host a Private Beach Party / Event at Price’s Bend. Members in Good Standing cannot reserve nor can they host a Beach Party/Event at Valley Grove.
- Minimum number of Attendees – To reserve the POENB Beach Property for a private party/event, a Member / Host must have at least 15 Attendees
- Exclusions – There is NO need for a Member to make a reservation for a Beach Party / Event if the:
- Gathering consists of 15 or more family members (nuclear and extended – up to four)
- Planned activities include routine family beach activities (swimming, bathing, recreating, and using manually operated individual watercraft), and
- Family beach activities shall not be scheduled on holidays or holiday weekends between Memorial Day and October 1. Any request submitted for these dates shall be subject to review and approval by the Board on a case-by-case basis.
- Party Designated Area – As discussed in Section 8 of the Beach Rules, the Member/Host must understand that he / she is entitled to reserve, access and use only a designated portion of the Beach.
- A Beach Party / Event Reservation does not grant the Member/Host and his / her Invitees full and unfettered access and use to the entire Beach Property at Price’s Bend nor does it grant them exclusive use of the Price’s Bend Beach Property.
- Members retain access to non-party areas.
- At Price’s Bend, Private Parties/Events are confined to the area around the picnic tables to the right of the entrance (not extending to the playground, parking, or dinghy racks).
- Available Dates
- Beach Parties / Events are permitted from Memorial Day to October 1 but are NOT permitted during holidays (Memorial Day, 4th of July, and Labor Day) and holiday weekends.
- Selected dates for Beach Parties / Events may also be unavailable if they have already been reserved by POENB for a POENB Sponsored Event. Please check POENB’s Calendar of Events at www.eatonsneck.org.
- Finally, a Member may want to consider the tide time and level before requesting a reservation date and time. Please use the Monthly Tide Charts on the POENB website at www.eatonsneck.org.
- Number of Beach Parties/Events permitted per day and per week
- The Beach Parties/Events are limited to one event per day and no more than three event / parties per week.
- Only one “large” party (51+) people, or involving a DJ/other hired music, tent, or temporary structure like an inflatable) is permitted per weekend (Saturday/Sunday); No large (51+ people) Parties/Events Monday-Friday.
Beach Party / Event Reservation Process
- Member requests a reservation – Any POENB Member in Good Standing may Host a Beach Party/Event by sending an email to beachreservation@eatonsneck.org
- Reservation requests open at midnight on April 1 each year; earlier submissions are invalid.
- Dates are assigned on a first-come, first-served based – using the email timestamp.
- On an annual basis, the POENB Board shall identify “Blackout Dates” or dates that are reserved for Association-sponsored events. POENB events always have priority over individually Member sponsored party/events.
- One reservation per Member and their Household before July 1; additional dates may be considered after July 1 if the beach is available.
- On the email, the prospective Member / Host should include the following information:
a) Member name
b) Date and time requested.
c) Type of event (e.g., scouting, birthday party, etc.) and
d) Approximate number of guests
- POENB reviews the reservation request – The designated Beach Party /Event Board Member or the Beach Party/Event Committee Chair reviews the request to make sure that the
- Perspective Member / Host is a Member in Good Standing
- Number of Attendees and type of party/event qualifies for acceptance (Private, Non-Commercial Use), and
- Requested date is available.
- If POENB approves the request, it.
- Emails the Member to let them know their request was approved (date and time)Encloses the Beach Party/Event Reservation and Agreement and asks them to complete it, sign it and return it to POENB.Provides the Fee and Deposit Schedule and asks the Member to send fee and deposit required per the schedule to POENB.Asks the Member to read, review, complete, and return the Vendor Agreement for Beach Parties/Events to POENBAsk the Member to also read and review the Beach Party/Event Rules
- Ask the Member to read, acknowledge (by signing) and return the Member/Host’s Liability, Indemnification and Assumption of Risk to POENB
- If terms are acceptable to the Member, the prospective Member/ Host has no more than two weeks after receiving it to complete and submit the following to POENB.
- Beach Party / Event Reservation and Agreement
- Vendor Agreement for Beach Parties/Events
- Required Fees and Deposits, and
- The Signed Member/Host’s Liability, Indemnification and Assumption of Risk Signature Document
- If the forms and funds are NOT received within two weeks, the date is released.
- POENB may also include in the email to the prospective Member/Host, some special conditions for a Private Beach Party / Event exceeding ____ people. These conditions are:
- The Member / Host must purchase and provide proof of a special event liability insurance policy with limits of at least $1,000,000 per occurrence and $2,000,000 aggregate, naming Property Owners of Eaton’s Neck Beach Inc. (POENB), its Board, officers, and Members as additional insureds.
- This insurance policy must cover the Beach Party/Event duration, including setup and breakdown, and indemnify POENB against claims arising from the event.
- Proof must be submitted with the Beach Party / Event Reservation and Agreement; failure to provide it voids the reservation.
Beach Party / Event Fees and Deposits
- Beach Party / Events require two types of payments: fees and deposits.
- Fees and deposits are tiered by number of Attendees; seeSchedule below.
- Please see the definition of an Attendee vs an Invitee in Key Terms and Definitions. Invitees receive an invitation. Attendees show up at the party/event.
Fee and Deposit Schedule
| Number of Attendees | Maintenance Fee | Deposit | Total Maintenance Fee and Deposit with Processing Fees | Comments |
| 15 – 30 | $200 | $500 | $725.82 | |
| 31 – 50 | $250 | $500 | $777.63 | |
| 51-100 | $350 | $750 | $1,140.29 | Requires additional portable toilet provided by Member/Host |
| 101 – 200 | $500 | $1,000 | $1,554.75 | Requires (1) additional portable toilet and (2) security guard. POENB has a list of authorized contracted security guards, rates upon request. Security guard is mandatory to mitigate safety risks |
| 201+ | Not permitted |
- Maintenance fees are Non-Refundable and are used to pay for Price’s Bend Beach Property upkeep and risk management.
- Refundable deposits encourage compliance with POENB Rules and Policies
- Member / Hosts must pay deposits and fees via PayPal (using major credit or debit cards, Venmo PayPal) or paper check as arranged.
- POENB deposits the maintenance fees and deposits upon receipt.
- There are NO rain dates; Maintenance fees are non-refundable regardless of weather.
- Deposit Refund Conditions – The required deposit (see schedule above) will be refunded if AFTER THE PARTY/EVENT HAS CONCLUDED and a POENB Board Member or designated individual has ensured that:
- The beach is clean and undamaged.
- Garbage is properly disposed.
- Other Members’ access to the beach was not infringed.
- No noise complaints or violations of time limits were received.
- No setup outside Designated Party/Event Area.
- The party adheres to all time limits.
- Full compliance with all POENB Rules and Policies, including insurance and vendor agreements.
- Failure to comply with the conditions results in 100% deposit loss.
- If a Member / Host pays with PayPal, POENB will deduct any service fees from the refunds.
Beach Party / Event Rules
- Party / Event Hours
- Sunday-Thursday: Music ceases at 8: 00 PM; party ends by 9:00 PM.
- Friday-Saturday: Music ceases at 9:00 PM; party ends by 10:00 PM.
- Noise Levels – All music must be at a reasonable volume, comply with Town of Huntington noise disturbance code (Chapter 141), and directed toward the water to minimize neighborhood impact.
- A Member/Host and all Attendees, and Party/Event Vendors must abide by all POENB Rules and Policies (Beach Rules, Gate Rules, Security, etc.)
- The Member/Host:
- Must be present for party/event setup, the entire event, and event cleanup to ensure oversight and risk mitigation.
- Must not attach (tie, staple, glue, or tape) items to Association signs or tables.
- Must install any additional lighting so that the lighting faces the water and does not create a nuisance
- Must identify all Party / Event Vendors (e.g., Caterers, DJs, tent companies, portable toilets, inflatables. DJ/live music/dancing) – in writing and include the Party/Event Vendor’s name, phone number and licenses on the Beach Party / Event Reservation and Agreement (Appendix 1)
- Is fully responsible for ensuring that all Party/Event Vendors sign the Vendor Agreement for Beach Parties / Events (provided upon reservation approval) prior to the event (See Appendix 2). This agreement requires:
- Proof of general liability insurance with at least $1,000,000 per occurrence/$2,000,000 aggregate coverage, naming POENB, its Board, Officers, and Members as additional insureds.
- If vehicles are used for delivery or transport to the premises, proof of commercial auto insurance, including hired and non-owned auto coverage with limits of at least $1,000,000 per occurrence, to cover liability arising from such use.
- An indemnification and hold harmless clause, whereby the vendor agrees to indemnify, defend, and hold harmless Property Owners of Eaton’s Neck Beach Inc,.(POENB), its Board, Officers, and Members from any claims, losses, damages, injuries, or liabilities (including attorneys’ fees and costs) arising from the vendor’s work, equipment, employees, or agents, to the fullest extent permitted by New York law.
- A disclaimer stating that POENB is not responsible for loss, damage, or theft of the vendors equipment, materials, or property on Association premises, regardless of cause.
- Is responsible for ensuring that all Attendees and Party / Event Vendors fully comply with all relevant POENB Rules and Policies
- Is responsible for ensuring that the Party/Event Vendors fully complies with the terms and conditions on the POENB Vendor Form
- Assumes all risks to surrounding properties and all risks inherent to beach activities (e.g., uneven terrain, water proximity) for themselves, their Attendees, and their Party / Event Vendors, to the extent permitted by New York law.
- Understand and agree that non-compliance with relevant POENB Rules and Policies as well as Vendor forms may lead to full deposit loss (forfeiture) and event cancellation.
- Ensure that Party/Event Vendors are limited to four-hour blocks
- Must, immediately after the Beach Party/Event, conduct the following post-event activities
- Clean up and leave the beach area free of debris.
- Remove non-POENB items (tents, toilets, etc.) by 10:00 AM the next day.
- Store umbrellas and lock the shed.
- Turn off and lock lights/electric box.
- Return moved items (tables, cans, etc.).
- Bag all garbage and place in the POENB dumpster at Price’s Bend.
- Report any damage (Member/Hosts not liable for normal wear and tear) or injuries to the Association immediately to facilitate prompt response and documentation.
Appendixes: Downloadable Forms
Beach Party/Event Reservation Form
Vendor Agreement for Beach Parties/Events
Member/Host’s Liability, Indemnification and Assumption of Risk Signature Document
