| Non-Brentwood Residents
|Monday-Friday, 8:00 a.m. - 5:00 p.m.
|Monday-Thursday evenings, from 5:00 - 11:00 p.m.
|Friday evening (up to 12:00 midnight);
Sunday day or evening
Saturdays, Holidays & all evenings between
Thanksgiving & New Years
(5:00 p.m. to 12:00 midnight)
|Community Day, 8:00 a.m. - 10:00 p.m.
(min. 2 hour blocks; $10 an hour; Monday-Friday)
Available only if house has not been reserved for
specific date 2 weeks in advance; this day is limited
to Brentwood residents only; cleaning fee will
be $25 if there is no food.
City sponsored functions N/C
(Note: house closed Easter, Memorial Day, July 4th, Labor Day, Thanksgiving Day, Christmas Eve & Day; New Years Eve & Day)
Rental fees include the exclusive use of the house and grounds.
TABLES The Cool Springs House provides the following tables:
17 - 8' x 30" wide 9 - 6' x 30" wide 2 - 4' x 30" wide 7 - triangular 30" x 30"
CHAIRS - 50 grey metal folding chairs are available for use with the rental of the house.
The renter is responsible for setting up tables and chairs and for returning these items to storage after use.
KITCHEN features a refrigerator, stove, coffee maker, microwave, dishwasher and stainless steel prep table. The renter is responsible for providing caterer, linens and tableware. We do furnish a standard 13-gallon kitchen trash receptacle. If you should need more, you will need to provide these.
You are welcome to use the catering service of your choice. Please inform your caterer of our policies outlined in the Caterer Guidelines. Back to Top
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. Outdoor ceremonies are held on the lawn or on the front porch. The second floor also provides a changing room for use during weddings for the bride and groom. A restroom is also available on the second floor.
The second floor also has a spacious conference room that will seat 30-35 persons for meetings. 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. Click here for a floor plan of the house. Back to Top
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.
To reserve a specific date, please view the calendar for availability. If the date is available, send an email with your requested date to firstname.lastname@example.org. The date will then be put on "hold" for one week. You will receive an email confirmaiton of the hold. Within that week, you will need to submit the Rental Agreement and the Appendix A - Loss of Deposit form along with half of the rental fee. See fee schedule above. The form and money can be mailed to City of Brentwood, Attention: Cool Springs House, 5211 Maryland Way, Brentwood, TN 37027.
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 - Loss of Deposit. 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 Rental Agreement 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 made payable to City of Brentwood.
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. Back to Top
Cleaning fee $75.00 each day rented and is a non-refundable fee. This fee covers the cleaning of the floors, bathrooms, etc.
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 or more prior to the event. Cancellations within 45 days of the event will receive no refund. Back to Top
- A city representative may be on-site during the event.
- City does not provide personnel to coordinate or assist with the event.
- Renter must be at least 21 years old.
- Smoking is prohibited.
- Alcohol may only be used in accordance with the policy outlined in the Alcoholic Beverages Policy.
- No red or grape beverages may be served.
- Throwing rice, bird seed and/or confetti after weddings and receptions is prohibited (potpourri, rose petals, etc. are acceptable outside the house).
- The necessity of providing a security guard will be decided at the discretion of the city manager or his designee at the renter’s expense.
- Damage to the house or to any furnishings or other items must be reported to 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.
- Moving of furniture without prior permission from staff is strictly prohibited due to the historic nature of the furnishings in the house. If furniture is requested to be moved, prior permission must be made with city representative. Damage deposit will be forfeited if this arrangement has not been approved prior to the event.
- All furniture must be protected when using live floras. See Florist Rules.
- No decorations (including wreaths, bows, or posters) may be attached to walls, woodwork, doors, windows or ceiling inside or outside of house.
- All trash must be placed in garbage bags and placed in the fenced area at the rear of the house.
- 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 the house and placed on the side brick patio).
- When bringing in and removing equipment from the house, use the kitchen door only.
- No parking or driving on the grass for any reason. (Deposit will be forfeited).
- Please leave the 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. Back to Top
We are not always able to grant a specific time for a wedding rehearsal. If the renter is flexible, there will be no charge for a rehearsal; however, if the renter requires a specific rehearsal time, the house will need to be rented for the second day. We can tentatively schedule a rehearsal when a ceremony is booked. Back to Top
Use of candles (other than electric or battery-operated) is prohibited under the guidelines of the City Fire Marshal. A unity candle during the ceremony and warming candles for food is acceptable. Back to Top
MUSIC & DANCING
We do not allow dancing in the Cool Springs House. You are allowed to dance on the patio. Back to Top
RENTAL ITEM POLICY
All rental items must be delivered and picked up within the confines of the 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 the 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. Back to Top
Tents are only allowed on the grounds in designated areas. No tents are allowed to be set up in front of the house – only the sides and back. 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 be used by other renters in the time periods surrounding your rental time.
NOTE: Use of any type of flooring for the tent must be discussed with the city representative. Back to Top
When possible, with the renters permission, we may share your name and contact number with a renter who has the house the day before or the day after in order to discuss and possibly share the expenses of rental items.
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 rear of 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. Back to Top
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. Back to Top
If you wish to view the house, it can be viewed by coming to the Municipal Center at 5211 Maryland Way, Brentwood, TN and get the keys to take a self-guided tour. Keys must be picked up during business hours of 7:30 AM-4:30 PM and returned within 24 hours. A copy of your driver's license will be required.
CLEAN UP POLICY
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. We do not furnish trash bags, please bring your own. We do furnish one standard size kitchen trash can. If you should need more trash receptacles, you will need to furnish your own. See Closing Procedures for additional information on clean up responsibilities. Back to Top
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 who after reviewing information presented from both sides shall make the final decision to allow or deny such user. Back to Top
PRINTS - 17" x 22" colored, unframed prints of the Cool Springs House are available at no charge at the City of Brentwood Municipal Center. They make great wedding gifts.
City of Brentwood
5211 Maryland Way
P.O. Box 788
Brentwood, TN 37024-0788