Frequently Asked Questions

We know that planning a wedding or event can be an overwhelming process! We’ve done our best to communicate our policies as clearly as possible. Below are some of our most frequently asked questions. You may also refer to our full policies that you signed upon booking at any time.

REQUIRED DOCUMENTS

WHAT DO YOU NEED FROM ME BEFORE MY EVENT?

Here is a list of documents and information we will be asking for, all due no later than FOUR weeks prior to your event:

Here is a list of documents and information we will be asking for, all due no later than TWO weeks prior to your event:

  • Final Details Questionnaire (requested via email)

  • Wedding Day Timeline and Layout (if applicable)

Other possible documents required:

  • COVID-19 Release of Liability

Property ACCESS

When can we get in to set up?

You are allowed to set up only during your rental period. Prior set up on property without rental is not allowed. If you would like to set up the day before your event, and the facility is not booked, then you may rent the day before for a discounted rate at either 30 or 14 days prior. Additional rate information may be found here.
 

When can I have my rehearsal?

Clients may choose to do a rehearsal the day of your event, or the day prior if you add on the additional rental time.

 

When will I get the code to get into the House on my wedding day?

We will send all codes and procedures to the client within 48 hours of our event.

WILL SOMEONE BE ON SITE THE DAY OF MY EVENT? 

No - we do not provide an onsite rep the day of your event. However, we are always on call during events in the event of questions and we will provide you with a number to reach us for emergencies during your event.

Vendors

DO WE HAVE TO HAVE A PLANNER?

No, at the Cool Springs House, we do not require a planner. However, we always highly recommend that each client has a minimum of a day-of coordinator on site to oversee all aspects of your event. Having an industry professional on site not only ensures that our policies are followed to prevent additional fees, but also helps your event run smoothly and be as enjoyable as possible for you. Looking for someone to help you with planning your wedding? Please see our vendor guide list for a few names to get you started.

Are we allowed to bring in our own vendors?

Yes, you may use any vendor of your choosing. For tent and rental vendors, we require that they are licensed and insured. For a list of vendors who have worked at the Cool Springs House in the past, please see our Vendor Guide. You are not required to use these vendors.

 

Are we allowed to bring our own alcohol?

Yes, you are allowed to bring in outside alcohol. To serve alcohol in any form, your alcohol must be served by a bartender with an ABC license and your Event Venue Director must have a copy of the license on file no less than four weeks prior to your event.

You are also required to have Event Liability Insurance: Host Liquor Insurance, and name the City of Brentwood as an additional insured for $1,000,000. See our  Event Insurance FAQ page here.  Please inquire if you need more information on this policy.
 

Do we have to have a licensed caterer?

While it is recommended, the Cool Springs House does not require a licensed and insured caterer for food. You may bring in whomever you would like, or you are also permitted to bring food in yourself.

RENTALS

DO YOU HAVE ANY RENTAL ITEMS THAT COME IN OUR PACKAGE?

Yes, please see our rental items page for more information on what we will provide for events, as well as information on the set up/breakdown of those items. 


DO YOU SET UP THE TABLES AND CHAIRS FOR US?

No, we do not provide set up and teardown of our rental items. Clients are required to set up and teardown items themselves, or contract an outside company to any set up and breakdown needed. All set up and teardown must happen within the confines of your rental period.

All rental items must be placed back in the appropriate places. Failure to do so could result in additional fees. We suggest inquiring with your tent and/or rental company about hiring their team for the set up and teardown of our items.
 

DO YOU SUPPLY THE LINENS FOR THESE TABLES?

No, the Cool Springs House supplies only a limited number of tables and chairs. Linens may be brought in or rented from any party rental company you choose. The size linens required for our tables are listed on the rentals information page.
 

HOW DO I ACCESS THE RENTAL ITEMS ON THE DAY OF MY EVENT?

You will receive an email the week of your event with the code to the house and shed.

Tenting

Do we have to use a specific tent company?

You may use any tent vendor of your choosing, as long as the vendor providing the tent is licensed and insured. We will ask for their certificate of insuracne to be on file prior to your event. For a list of tent vendors that have been on property at the Cool Springs House before, please see our Vendor Guide. NOTE: We already have the certificates of insurance on file for any vendor listed in our guide.
 

When can my tent company get in to set up?

The tents must be set up the day of your rental period, unless you have rented the day before. Your tent and rentals must be off property no later than the start time of the next event.
 

Can we share a tent with a couple on the same weekend?

If you have interest in sharing a tent with another couple the same weekend as you, please let your Event Venue Director know and they would be happy to reach out to the other couple and inquire. The City gives no guarantee that you will be able to share a tent with another client. If you move forward with tent sharing, we will require a signed share plan no later than four weeks prior to your event.
 

What are the dimensions of the brick patio?

The patio is 18’x20’.

Questions?