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.

 Payments​

When are my payments due?

Half of your rental fee is due at booking. The remaining rental fee balance + cleaning fee is due 6 months prior to your event. If you booked within 6 months of your event, the full rental fee + cleaning fee is due upon booking.

Please make checks payable to the City of Brentwood and mail to:

City of Brentwood
Attention: Ravenswood Mansion,
P.O. Box 788, Brentwood, TN 37024

On your check, please include your name, event date, and Ravenswood.

How do I pay by credit card or Electronic check?

To pay with a credit card or electronic check, click below to access our credit card payment portal and follow the instructions.​ NOTE: All online transactions will have a small transaction fee, which will be added at the time of payment and are not considered part of your payment.


What happens if I need to cancel my event?

Please contact the Event Venue Manager as soon as possible if you need to cancel your date. Cancellation terms are available within each client’s contract and depend on the timing in which you are needing to cancel. Those who cancel more than six months prior to their event, and have not yet paid their final balance are eligible for a 50% refund of payments made.
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Are there any other fees I need to know about?

While there are not fees that you directly pay Ravenswood Mansion (other than your rental and cleaning fees), there are many fees that occur based on our contract policies. To help you better understand those fees, we encourage you to read our budgeting blog.


Will i get charged for damage?

If damage is found after your event, OR if our policies were not followed, you may be subject to additional fees. Please refer to your contract for specific details regarding what you could owe, in the event that policies are not followed or damage is found.

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

Other possible documents required:

  • COVID-19 Release of Liability

Vendors

Do we have to have a planner?

Yes, at Ravenswood Mansion, we require a a professional coordinator to oversee all aspects of your event. Based on when you signed your contract, you will either require a minimum of a day-of coordinator, or month-of coordinator. Please refer to your contract to confirm which you are required to have. 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.

When hiring your planner, we require that you sign a contract with a professional wedding planner or coordinator, as we will not accept an inexperienced friend or family member stepping in for the role. We also require that all planners fill out and sign our Planner Agreement Form for every event. This form also provides a place for your planner to upload a copy of the contract you have signed with them for us to keep on file.

Do we have to have to use any specific vendors?

We do not require that you use any specific vendors. However, your tent, rental, lighting, and catering vendors must be licensed and insured. We will ask for their certificates of insurance to be on file about 6 weeks prior to your event. Tent, rental, and catering companies must have a minimum of a $1,000,000 liability insurance policy.
 

Do you have a preferred vendor list?

Ravenswood Mansion has no preference for any specific vendors​, however we do have a list of vendors who have worked on our property in the past and have provided excellent service to our clients.  You are not required to use the vendors in this directory.​  


Can we have dropped catering?

No, regardless of the style catering that you choose for your event (buffet, stations, plated meals, etc) your licensed and insured catering company must remain on site to oversee all aspects of food set up, management, and teardown. If your catering company is unable to provide staff to oversee these aspects of your food, you must hire a separate, licensed, professional catering staff to do so. There are catering staffing companies listed in the vendor guide list above, should you need this option.

Are we allowed to bring our own alcohol?

Yes, you are allowed to bring in outside alcohol. Alcohol MUST be served by an ABC licensed bartender, and we will require that license to be on file prior to your event. If you serve alcohol, you are also required to have Event Liability Insurance with host liquor.

Rentals

Do you have any rental items that come in our package?

Yes, take a look at our Rentals Catalog for a full list of items, 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 contract a licensed and insured company to do all set up and breakdown of our items. All set up and teardown must happen within the confines of your rental period.

All rental items must be placed back into the carriage house 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 City 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 Inventory 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 red carriage house code.

Set Up + TearDown

When can we get into the Mansion to set up?

You are allowed to set up only during your rental period. For weekend events, this typically begins at 9am. Prior set up on property is not allowed without an additional rental period. If you would like to set up the day before your event, we offer many different options, depending on the date you have booked for your regular event. Please inquire for more information.

When can I do my rehearsal?

Rehearsals may be done anytime during your rental period. If you want to rehearse the day before, a rental will be required.​
 

What does the Ravenswood Mansion kitchen have in it?

It has a refrigerator, freezer, hot box, ice maker, and prep space. There is no garbage disposal, no stove/oven, and no dish washer. Please see our kitchen page for more information and photos.
 

Where does my trash go at the end of the night?

Trash goes inside the black fenced area to the right of the house. There are bins provided and the City will haul the trash off after your rental as long as you have ensured all trash is placed inside this area and inside the provided cans.
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Do you supply trash bags for us?

Yes, the City supplies regular and recycling trash bags for your event.
 

Will someone be on site the day of my event? 

Yes – there will be an Event Venue Representative on site for the length of your rental period to help answer any questions or provide general assistance with the house.


What do I need to bring with me the day of my event?

We have a few suggestions for you! Click below to download our Day of Wedding Essentials Checklist to make sure you are ready and set for your event with us.

More Questions?

If you have a question that wasn't answered here, we are more than happy to assist you with any questions you may have. Please reach out to us at  615-946-0389.