Since 1994, the City of Brentwood has owned and operated the Cool Springs House located in Crockett Park as a rental space for weddings, social events, and business meetings. When the City opened the home to rentals, it adopted policies and procedures to assist staff with operating the facility. Those policies were then updated in 2013, 2017, and most recently, 2019. The last update strengthened the language of the policies already in place and modified client and vendor requirements for usage of facilities. Additional pricing options were also added to increase bookings on dates that were not previously being rented.
Proposed changes include further additional price options and modifications to the seasonal discount months to include December. The major changes proposed are summarized as follows:
| |
CURRENT |
PROPOSED |
| Rates |
|
|
| Weekend Buyout (Book Friday, Saturday, and Sunday together and receive a discount on Friday/Sunday) |
-None- |
$2,250, or $2,150 (with seasonal discount) |
| Sunday Breakdown Bundle Rental |
-None- |
$650 (full day access) |
| Sunday Breakdown 14-Day-Out Add-On |
-None- |
$250 (four hours of access) |
| December Addition to Seasonal Discount Pricing |
Monday–Thursday: 9:00am–5:00pm.....$350.00
Monday–Thursday: 5:00pm–11:00pm....$500.00
Friday, Saturday, or Sunday: 9:00am–11:00pm...... $950.00
|
Monday–Thursday: 8:00am-5:00pm...... $300.00
Monday–Thursday: 5:00pm–11:00pm....$450.00
Friday, Saturday, or Sunday:
9:00am–11:00pm.... $850.00 |
The additional pricing options listed above reflect a demand for clients to be able to break down rentals, tenting, and decor the day following their event. Currently, the historic sites policies offer a setup rental for the same rate where clients may come on property the day before their event to get items set up for their event the following day. Since adding both add-on and bundle pricing to allow for earlier client setup, we have seen 34 dates booked as a bundle and 16 dates booked as a 14-day-out add-on to increase revenue by $26,100. After an event has concluded, currently tenting and rentals vendors are paid additional monies by the client to return the same evening to break down, often in the dark. Staff is proposing to provide the same rate we currently offer for setup rentals to allow clients and vendors the option to return the day after their event and break items down. By offering an option where clients will be able to come back the following day, clients will feel less stressed on the day of their event, there is less potential for damage to the property due to breakdown being performed during daylight hours, and there is an overall improvement in safety.
The above pricing options reflect the timing in which a client will be offered this option. Should a client choose to book it at the same time as their regular booking, they may bundle it for an additional cost of $650. Should a client wait until 14 days prior to their event, and the date is still available, they may book four consecutive hours between 9am-5pm for $250. Regardless of when they book, clients will still be required to pick up trash and remove any alcohol from the outside grounds prior to departing the night of their event.
Staff proposes to also add December to our seasonal discounted months, which are currently January-March. This discount will help offset the cost for clients where heating is necessary for their outdoor events. In addition, this pricing decrease should help staff fill in the December dates not currently being used.
All suggested edits are highlighted in red on the attachments to this resolution. Please contact the Community Relations Director or Assistant City Manager with any questions
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