Rental Guidelines

I.  FEES

II.  RESERVATION POLICIES

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

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

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

D.  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.

E.   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.

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

G.   The last half of the rental fee, damage deposit and either cleaning deposit or cleaning fee are due fourteen (14) days prior to the event. 

H.   The upstairs conference room will be locked during weddings and receptions due to permanent damage to the conference table and food smeared on the upholstered chairs during receptions.

III.  PRIORITY FOR USE

A.   Brentwood City Government and Board activities.

B.   Brentwood residential and corporate sponsored events.

C.   Brentwood civic and nonprofit groups.

D.  Others (weddings, receptions, retreats, etc.)  Subject to availability and approved by the City Manager or his designee.

IV. GENERAL POLICIES

A.   City representative must be allowed on-site access during the entire event. City provides the house and area ground as is; renter provides everything else (food, tables, chairs, trash bags, etc.)

B.    City does not provide personnel to coordinate or assist with the event.

C.    Renter must be at least 21 years old.

D.  Alcohol may only be used in accordance with the policy outlines in the Alcoholic Beverage Policy.

E.    No red or grape beverages may be served.

F.     Maximum of 125 allowed for inside only events: maximum of 250 allowed for inside/outside events where a tent is provided.

G.   Dancing is prohibited inside the house.

H.  Throwing rice, bird seed and/or confetti after weddings and receptions is prohibited (potpourri, rose petals, etc. are acceptable outside the house).

I.      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.

J.      Damage to the house or to any furnishings or other items must be reported to city representative. 

K.   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.

V. DECORATIONS

A.   The hanging of decorations is strictly monitored and must be approved in advance.

B.    No decorations (including tape) may be attached to walls or woodwork.

C.   No wreaths, bows, or other decorations may be attached to the front doors or windows.

D.  House furnishings may not be moved and food may not be served from these pieces except through prior approval by city representative.  Approval must be received five (5) days in advance.

E.    All furniture must be protected when using live floras.

F.     Candles are prohibited under the guidelines of the City Fire Marshal.

VI. RENTAL ITEM POLICY

A.  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.

B.    Be sure your rental company understands this policy.

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

VII. TENTS

A.  Tents are only allowed on the grounds in designated area; please discuss needs with city     representative in advance.

B.   Tents must be constructed of fire retardant material and meet all guidelines established by the fire marshal.

C.   The renter will be responsible for any damage to the grounds resulting from the installation, use and removal of the tent structure.

*Note: use of any type of flooring for the tent must be discussed with the city representative.

VIII. PARKING

A.  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).

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

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

IX. CLEAN-UP POLICY

A.   Cleaning Service fee is $75, non-refundable.

B.  The renter must see that all serving pieces, rental items and linens are removed prior to the cleaning service starting clean-up.  Any items remaining when the service arrives to clean will be discarded unless prior arrangements have been made.

X.   WORKSHEET

A.   All renters must complete an event worksheet with the contract and answer any additional questions from city representative about the final arrangements for the event as may be necessary and appropriate.

XI. 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 who after reviewing information presented from both sides shall make the final decision to allow or deny such user.