Since 2014, the City of Brentwood has owned and operated Ravenswood Mansion, located in Marcella Vivrette Smith Park, as a rental space for weddings, parties, and business meetings. In FY 2019, there were 76 events generating over $160,000 in revenue.
Rental rates and guidelines were initially adopted as part of the Ravenswood Mansion Operating Policies and Procedures prior to the historic home opening for event rentals. The guidelines and rental rates were updated again in 2017 to attract more rentals. Since that time, bookings have doubled, and revenue is up 120%. Staff recently reviewed and compared rates and general policies to other comparable venues in Middle Tennessee to ensure the City is operating the home in the most efficient and effective manner possible.
Proposed changes include modifications to the rental rates for certain time periods, cancellation and rescheduling policies, wedding planner requirements, and limitations on how the house and grounds may be used. The major changes proposed are summarized as follows:
| |
CURRENT |
PROPOSED |
| Rates |
|
|
| Friday, 9a - 11p |
$2,000 |
$2,500 |
| Seasonal Rate: Friday 9a - 11p |
$1,500 |
$2,000 |
| Seasonal Rate: Saturday 9a - 11p |
$2,000 |
$2,500 |
| Seasonal Rate: Sunday 9a - 11p |
$1,500 |
$2,000 |
| Weekday Photography Pricing (Interior of Mansion) |
-None- |
$50/hr |
| Special Weekday Hourly Rate When Not Booked 14 Days Out |
-None- |
Hourly |
| |
|
|
| Cancellations - Refunds |
|
|
| More than 180 days from event date |
100% refund |
50% refund |
| Between 180 days and 90 days from event date |
If rebooked, refund value of
new booking only |
25% refund |
| Less than 90 days |
If rebooked, refund value of new booking only |
No Refund |
| |
|
|
| Rescheduling of Dates |
|
|
| Between 180 days and 90 days from event date |
No Rescheduling Fee |
15% Rescheduling Fee |
| |
Off-peak rebooking only; within 12 months only |
Any date within 12 months |
| |
|
|
| Policies |
|
|
| Wedding Planner |
"Day-of" planner required; need not be a professional |
Professional non-relative
wedding planner required |
| Refundable Security Deposit |
$1,000 deposit required |
No deposit required. Damages
billed to client per contract. |
Rate changes reflect increased demand for Friday peak-season rentals, weekend rentals during Ravenswood's non-peak season, and photo shoots using the house interior. Changes to the cancellation policies are due to the large amount of customer service hours spent on each client prior to cancellations, for which the current policy provides no compensation to the City. Other fees were added for situations where the house is not vacated properly at the end of the rental period (tents or vendor rentals left in place, personal items left at the house, improper setup/teardown of Ravenswood rental items, etc.). These situations often require additional manpower to remedy and can adversely affect the events that follow.
Some of the more minor modifications to the policies include requiring a caterer to remain on site during an event, additional language about the new paved courtyard, large animal requests, and that no more than two people at a time are allowed on the front staircase to ensure it is protected for years to come.
Staff proposes to use a separate policies and procedures guideline for business meeting event rentals since there are different requirements. Additions to these guidelines include: eliminating the cleaning fee since renters are only allowed in the designated areas; providing that business rentals include an extra hour on the rental timeline for no additional fee; more clearly explaining the usage of the facility and venue rental items; and clarifying that no alcohol may be consumed at a business meeting. In the event a business wanted to book and consume alcohol, the client would need to book an event rental and would be required to sign our general policies and procedures for events.
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. |