Springbrook Gardens

6776 Heisley Road
Mentor, Ohio 44606

440-974-5720

The Springbrook Gardenhouse is a large one-story, all-season gathering space with 4,800 square feet (42’ x 90’), handicap accessibility and 200+ person occupancy which makes it the perfect venue for any special events. The building boasts gabled roofs with stone exteriors, operable glass sectional doors, a warming kitchen (refrigerator, sink and microwave), interior/exterior restrooms, fireplace, seating area, walkways, and covered canopy. The facility can be rented up to two (2) years in advance.

Rental Rates:

Weekday (M-TH) Resident: $125/hr Non-Resident: $185/hr Minimum 4 hr rental

Weekend (F & SU) Resident: $175/hr Non-Resident: $260/hr Minimum 6 hr rental

Weekend (SAT) Resident: $175/hr Non-Resident: $260/hr Minimum 8 hr rental

50% of the total rental fee (non-refundable), plus security deposit and non-resident fee (if applicable), is due at the time of booking with the balance due 90 days prior to rental date.

Security Deposit: $400/event

Alcohol Security Deposit: $400/event plus a $35 alcohol permit fee

Rental Policies & Procedures:

Access: Building hours are from 9:00am to 11:30pm and must include your set-up and tear-down time. Renters may only enter this site on the date(s) and times reserved. If renter wishes to set up for the event the night before, the facility must be rented for that date as well for the minimum number of hours required. Please do not interrupt an other group’s reservation asking to see the building.

Payment Schedule: 50% of the total rental fee (non-refundable), plus security deposit and non-resident fee (if applicable), is due at the time of booking. Payment can be made by check, cash, or credit card with the balance due 90 days prior to the rental date. If alcohol will be onsite, the Alcohol Security Deposit and alcohol permit fee will be collected at the time the final balance is due (90 days prior to rental date). Reservation, rental fees and security deposit must be made in person at the Parks and Recreation office – 6000 Heisley Road, Mentor, OH, 2^nd floor. Please make checks payable to City of Mentor.

Rental Changes: Additional time may be rented no less than 90 days prior to the rental date. Additional time CANNOT be rented on the day of the event.

Cancellation/Refund Policy: If a cancellation is made prior to 90 days, only the security deposit will be refunded. The rental fee collected at the time of the reservation is non-refundable. If a cancellation is made 90 days or less from the event date, only the security deposit will be refunded. Cancellations must be made by phone with confirmation in writing.

Cleaning/Damage Fee: Mentor Parks and Recreation Department reserves the right to charge renters for additional cleaning, if necessary, when rental is completed. Should damage to the facility occur at a cost that exceeds the security deposit, the patron will be billed the difference. Failure of the renter to pay for damage will result in a legal action. Renter/Permit Holder agrees to also pay for all costs associated with such collection should it become necessary due to non-payment.

Responsibilities and Regulations:

1. Setup/Tear Down

The patron is responsible for setup and tear down and must leave the premises as they were in its original state. Cleanup is the patron’s responsibility. Cleaning products will be supplied. The kitchen area must be cleaned thoroughly along with tables, chairs, spills or other accidents, and all floors should be swept and/or vacuumed. Bring your own dish towels, rags, and sponges. They are not supplied. Trash bags will be supplied; please put all trash in the outside disposal unit. All equipment supplied by rental companies and delivery items (i.e. cake, flowers, DJ, band), including tents, must be delivered and picked up the same day of your scheduled rental, and within the rental times. Equipment including tents, may not be stored overnight. It is the responsibility of the renter to meet with the caterer in advance of the rental and review the policies outline.

No tacks, tape, nails, or staples are to be used to secure decorations on walls, windows, doors, tables, woodwork, etc. Stand-alone decorations are recommended. Open-flame candles are permitted for ceremonies only; for dinners/receptions, candles must be contained in enclosed candle holders. No glitter, confetti, sand, rice or birdseed may be used on the grands or inside the facility. The release of balloons, Chinese lanterns, etc., is prohibited on Parks grounds as these items are detrimental to the environment.

Table and chair arrangement is the responsibility of the patron. After use, all tables and chairs must be wiped off. Standing on tables and/or chairs is not permitted. Tables and chairs must remain indoors. The patron is responsible for providing table service and table linens (if desired).

Rectangle Tables: 25 – 8 ft tables

Round Tables: 30 – 48″ diameter

Folding Chairs: 198

Other furnishings must be returned to their original locations if they have been moved during the reservation.

2. Kitchen/Food Service

Mentor Parks and Recreation Department does not provide catering services and does not have a food-preparation license.

The kitchen is for warming purposes only and is equipped with microwave, refrigerator, and a sink for cleanup. Be sure to remove all items from the refrigerator before you leave.

3. Sale of Food/Beverages/Other Items

The user may not sell items of any kind unless the patron has applied for and received a special-use permit from the Parks and Recreation Department. The patron is responsible for securing a food permit from the Lake County Health Department, (440) 350-2543, if food is to be sold.

4. Alcohol

Alcohol may only be served at private events. No person under age 21 may be served alcohol. The host/renter shall be solely responsible for compliance with all laws and the conduct of his/her guests. All alcoholic beverages are kept inside the building, and the host obeys all laws.

Any rental consuming alcoholic beverages is required to pay an additional $400 Alcohol Security Deposit AND purchase a City Alcoholic Beverage Consumption Permit for $35 and will be billed at the time the balance is due (90 days prior to rental date). Should alcohol be available, served or consumed at the facility WITHOUT a permit due to the failure of the Renter to obtain an Permit, the rental may be cancelled or terminated at any time, including during the event, and all fees and deposits will be forfeited.

When an Alcoholic Beverage Consumption Permit is issued, an off-duty City of Mentor Police Officer must be hired, at the renters expense, to be at the facility for the duration of the event; this means the officer must be present when the guests arrive and will be scheduled to remain on the premises until the building is cleaned, all guests, rental party and hired assistants have vacated the building, and the building has been inspected by the City employee.

The renter must schedule the police officer approximately 90 days in advance of the event by calling the Mentor Police Department at 440-974-5760, or e-mail gorter@cityofmentor.com . The officer must be paid in cash by the renter at the beginning of the rental. The fee is $40 per hour ($55 per hour on government holidays).

5. No Smoking

This is a non-smoking facility – this means all areas inside the building. Appropriate containers have been placed outside.

6. Parking

Parking is permitted in designated parking area only. Parking is NOT permitted in the driveway leading to the building.

7. Securing the Building After Use

It is the patron’s responsibility to secure the building before leaving. After all doors and windows are closed and locked and everyone else has exited the building. A final walk-through with Parks and Recreation staff is mandatory before leaving the building at the end of the rental.

8. Contacts

For maintenance and building concerns, please call 440-974-5720

Report all accidents or problems to the Parks and Recreation Department, please call 440-974-5720. In case of an emergency, dial 911.