Rental fees include the exclusive use of the house and grounds.  The Cool Springs House provides some six and eight-foot banquet tables and chairs.  The renter is responsible for setting up tables and chairs and for returning these items to storage after use. 

The kitchen features a refrigerator, stove, coffee maker, microwave, dishwasher and stainless steel prep table.  The renter is responsible for providing caterer, linen and tableware.

The house is open for event rental, day or evening, year round excluding Easter, July 4^th, Thanksgiving Day, Christmas Eve and Day, and New Year's Eve and Day.

Fees

Capacity

The first floor is designed to accommodate 70-80 persons for a seated dinner.  For a standing reception event, the house will accommodate 125 persons.  When using a tent, the maximum is 250 persons.  Because the house is divided into rooms, an inside wedding ceremony would be limited to a small group (approximately 50) in order for everyone to be able to witness the ceremony. 

The second floor has a spacious conference room that will seat 30-35 persons.  In addition to the conference room there is a sitting room, restroom and break room.  The first floor may also be used for smaller business meetings.

Reservations

Individual dates can be booked no further than one year in advance.

Monthly or routine meetings which are rented for less than six (6) hour blocks can be booked no more than 30 days in advance.

Cleaning fee ($75.00) is a non-refundable fee.

Damage deposit ($250.00) is refundable after each event if there is no damage to facility, furnishings, grounds, or violation of the terms in Appendix A.  This amount is subject to increase if the City Manager or his designee determines that a higher amount is warranted to protect the City.

A reservation is secured upon receipt of signed contract and a deposit of one-half rental fee.  Less than 6 hours requires full payment and no refund.  We accept checks or cash.  All checks should be payable to City of Brentwood.

Fifty (50) percent of the rental fee deposit is refundable if renter cancels 45 days prior to the event.  Cancellations within 45 days of the event receive no refund.

The balance of the rental fee, damage deposit and cleaning fee are due fourteen (14) days prior to the event.  Failure to meet this payment schedule will be considered a cancellation with no refund.

The upstairs conference room will be locked during weddings and receptions.

Parking

The driveway is to be only for drop off of materials or guests (parking in historic area drive, grass, on street in front or near the house is expressly prohibited).

Sufficient parking is available in the Crockett Park parking lot at the rear of property with a walkway leading from the parking lot to the house.  Follow the street past the house and turn left at the log house (no parking along park streets; CARS WILL BE TICKETED and/or TOWED).

Valet parking is strongly encouraged for nighttime or any event with over 50 guests.

Rental Equipment

All rental items must be delivered and picked up within the confines of rental period unless prior arrangements have been made with city staff; no storage space is available and the City or its representatives will not be held responsible for loss or damage including damage for any items that may be delivered to house early or left on site afterwards.  Under no circumstances shall stored items be allowed to interfere with the use of the house or grounds by other users before or after the event.  Be sure your rental company understands this policy.

The renter is responsible for this policy; failure to adhere to this policy may result in forfeiture of the damage deposit, particularly if the City forces are required to remove and relocate the items on or off site.

Tents

Tents are only allowed on the grounds in designated areas.  No tents are allowed on the front of the house.  Tent approval must be obtained from the city in advance; tents must be constructed of fire retardant material and meet all guidelines established by the fire marshal.  The renter will be responsible for any damage to the grounds resulting from the installation, use and removal of the tent structure.

It is necessary to coordinate the set-up and removal of tents to be mutually agreeable with all parties renting over a given period of time.  The Cool Springs House is not responsible for the tent nor items set-up under or around the tent.  We also do not guarantee that your tent will not be used by other renters in the time periods surrounding your rental time.

Cancellation Policy

We understand sometimes it becomes necessary to cancel a scheduled event.  Please contact us as soon as possible when you need to cancel.  We will return fifty (50) percent of the rental fee deposit if the renter cancels 45 days prior to the event.  Cancellations within 45 days of will event will receive no refund.

Making Final Event Arrangements

We are happy to discuss your event arrangements with the caterer or planner of your choice.  We are delighted to meet with you whenever necessary to discuss your plans; however, we ask that you call for an appointment during our regular office hours.  An event worksheet is included in the informational packet and should be returned when you have finalized your plans.

Cleaning Up

The cleaning fee is $75.  The renter is responsible for removing all food, serving pieces, rental items and linens prior to the cleaning service starting clean-up.  Additional clean up responsibilities are to return our tables and chairs to storage and placing trash in outside containers.  Any items remaining when the service arrives to clean will be discarded unless prior arrangements have been made.

Food Service Guidelines

You are welcome to use the catering service of your choice.  Please inform your caterer of our policies or ask them to call our office for information.

The following rules apply to the rental of the Cool Springs House:

• When bringing in and removing equipment from house, use the kitchen door only.
• There is NO garbage disposal; please do not put any food down the drain.
• All beverages must be served in a glass or cup.  No red or grape beverages.
• Don’t forget to bring basic supplies (extra trash bags, paper towels, etc.)

Alcoholic Beverage Policy

The use of alcoholic beverages (champagne, wine and beer) at the historic house shall only be permitted within these guidelines:

• The renter is responsible for the actions of all guests.  Alcohol should only be used responsibly.  The renter is responsible for designating non drinking drivers when needed or to call a taxi service if necessary.
• The renter is responsible for adhering to all state and local regulations governing the consumption and serving of alcoholic beverages.
• The sale of alcoholic beverages is prohibited.
• Alcoholic beverages must be served with the accompaniment of substantial food.
• Beverages must be served from inside the house, rear patio (not on porches) or from under a tent on the grounds.
• Alcoholic beverages must be served by a designated bartender, 21 years or older, who is in attendance at the bar at all times.  The bartender must be named on your event worksheet.
• Champagne fountains and beer kegs are prohibited.
• No alcoholic beverages may be brought onto the premises or taken from the premises by guests.
• Alcoholic beverages may be served or consumed only during rental hours.
• Beverages must be served into a glass or cup.  Drinking from cans or bottles is prohibited.  Alcoholic beverages other than champagne, wine and/or beer are prohibited.
• ALL BARS MUST BE CLOSED ONE HOUR BEFORE THE END OF THE RENTAL PERIOD.  City personnel have the authority to close a bar at any time if deemed necessary for the safety of guests and protection of the house.

Decorating

You are welcome to use the florist of your choice.  Please inform your florist of our policies or ask them to call our office for information. 

 The following rules apply to the rental of the Cool Springs House:

• Do not move furniture without prior permission from staff.  A list must be received five (5) days prior to event.  (Deposit will be forfeited)
• No decorations (including wreaths, bows, or posters) may be attached to walls, woodwork, doors, windows or ceiling inside or outside of house.
• Candles are prohibited.
• Put all trash bags in fenced area at the rear of the house.
• Please leave house as you found it.  If you use the folding tables and chairs that are available at the house, make sure they are returned to where they were found.
• All personal and rented property must be out when use of house is completed (exceptions made only if prearranged with staff and these items must be out of house and placed on side brick patio).
• When bringing in and removing equipment from house, use the kitchen door only.
• No parking or driving on grass for any reason. (Deposit will be forfeited)
•  Throwing rice, bird seed and/or confetti after weddings and receptions is prohibited (potpourri, flower petals, bubbles, etc. are acceptable outside the house).

Candles

No candles are allowed to be used inside the house.  The only exception would be for a wedding ceremony using the unity candle.  Votives are allowed on the patio and luminaries are allowed on the walkway. 

Music and dancing

We do not allow dancing in the Cool Springs House.  You are allowed to dance on the patio.  We allow both live and taped music inside the house. 

General policies

A city representative may be on-site during the event.

The city does not provide personnel to coordinate or assist with the event.

Damage to the house or to any furnishings or other items must be reported to the city representative.  Any problems should be identified to the city representative at opening walk through.

Because of the historic nature of the house and the furnishings, children’s events are limited to the outside grounds and patio area with access to the restrooms and kitchen.  Sheltered picnic facilities are also available in city parks for such events subject to advance reservation.

Responsibility

The City Manager or his designee is responsible for the implementation and enforcements of the above user guidelines and policies.  The City Manager may deny use of the house to any user when it is determined to be in the best interest of the city.  If denied, such user shall have the right to appeal the decision to the Brentwood Historic Commission at its next regularly scheduled monthly meeting which after reviewing information presented from both sides, shall make the final decision to allow or deny such user.