Terms & Conditions
Event Rental Contract and Policies
Participation in Historic Preservation by You and Your Guests:
The Ambrose House is a landmark historic home in the East End Neighborhood of East Nashville. The home was designed by Ryman architect Hugh Cathcart Thompson and constructed in 1890. As a support and encouragement for historic preservation efforts, Historic Home Events are allowed by permit by the government of Metropolitan Nashville. Historic Home Events support ongoing restoration, conservation, and preservation efforts at The Ambrose House. Hosting your event at The Ambrose House helps ensure that the past continues to thrive in the modern age.
Your Responsibilities for Your Guests and Vendors:
Structures need activity in order to be healthy. Historic structures also require extra care and attention so that they will be available for future use and enjoyment. In order to ensure the continued preservation of The Ambrose House, the following event requirements must be observed. Because of the historic nature of the structure and the permit under which event activities are allowed, certain constraints on use and availability are in place. We appreciate your understanding and help in making sure that The Ambrose House continues to be preserved and available for others, both now and later. You are responsible for communicating our policies to your guests and any vendors you may employ. We will provide additional copies of our Event Policies for you and for any vendors upon request.
Event Capabilities:
The Ambrose House is available for rental for private events on a daily basis. Because of its location within a residential neighborhood, some limits on activities must be observed. All event activities, including cleanup, must end by 9:00 PM Sundays through Thursdays. On Fridays and Saturdays, all event activities, including cleanup, must end by 11:00 PM. When you reserve The Ambrose House, it is yours for the entire day in order to provide ample time for setup. Event activities must take place within the historic structure; no event access to other structures on the property is permitted. While guests are allowed to be outdoors, all organized event activities must take place within the historic structure. For events under thirty (30) guests, street parking may be utilized. For larger events, guests will be conveyed from nearby offsite parking lots to The Ambrose House by shuttle or limousine. Event sizes and details determine rates. Event options and pricing are available for Weddings and related events, Business Events, Not-for-profit Fundraising, and for Private Events. The Ambrose House and Events Nashville are partners with hotels, churches, caterers, florists, logistics companies, planners, and other vendors, allowing us to provide a wider range of event options.
Securing a Date, Deposit and Payment Terms:
An event date may be reserved by payment of a $500 reservation and damage deposit. A $250 portion of this deposit will only be refunded after your event takes place, if no damage to property occurs. A $250 portion of the deposit will be retained by Events Nashville to cover event cleanup and cleaning costs. Date availability may be checked by using the event calendar on the EventsNashville website. To reserve a date and make payments, please contact Ambrose House staff at our office.
After your date is reserved, a contract will be provided to you by The Ambrose House. A signed contract and one third of the quoted contract price is required within 14 days of issuance. The next one third of the contract amount is due 90 days before your event date, and the remaining contract balance is due 60 days before your event. Should you reserve The Ambrose House within 60 days of your event, the full contract amount will be due with the signed contract. After your event, the reservation and damage deposit will be refunded in full, provided that the property is left clean and undamaged and all contractual terms are met.
Cancellations:
If you cancel your event six months or more before the event date, The Ambrose House will refund any payments received in excess of the security deposit.
Event Type and Size, Seating Plans:
The Ambrose House hosts a number of different types and sizes of events. We will create a seating plan upon request for your event when you let us know what type of event you wish to host and your estimated number of guests. If you choose to create your own seating and floor plan, a final version must be submitted to The Ambrose House at least two weeks before your event. A final head count guaranteeing the number of guests is due in writing no later than two weeks before your event.
Wedding Ceremonies, Wedding Receptions, Rehearsal Dinners, Bridal Teas:
The Ambrose House accommodates theater style seating for Indoor Weddings for up to 85 guests.
The Ambrose House works with the East End United Methodist Church to arrange, coordinate, host and direct Sanctuary and Outdoor Lawn Weddings for up to 200 guests.
The Ambrose House hosts Wedding Receptions for up to 65 seated guests.
The Ambrose House hosts Wedding Receptions for up to 85 standing guests, with some seating.
The Ambrose House hosts Rehearsals and Rehearsal dinners for up to 65 seated guests.
The Ambrose House hosts Bridal Teas, Showers, and parties.
Event Package Discounts are available for combination Weddings and Receptions.
Receptions and Dinners:
The Ambrose House hosts Open Houses, with rolling arrivals and departures, for up to 125 guests. The Ambrose House hosts Receptions for up to 85 standing guests, including some seating. The Ambrose House hosts plated Receptions and Dinners for up to 65 seated guests.
Business Events:
The Ambrose House hosts business meetings, seminars, board meetings and dinners, corporate retreats, and other business events. Business functions with seating (classroom or 60” round
tables) will accommodate up to 65 participants.
Not-For-Profit Fundraisers:
The Ambrose House provides special pricing for fundraiser events for nonprofit organizations, with a 30% discount of our venue fee provided upon proof of 501 (c) 3 not-for-profit status.
Private Events:
The Ambrose House hosts birthday parties, retirement parties, anniversary dinners, photo shoots, and variety of other private events. Please call for information about how The Ambrose House can provide the special setting for your event.
Wedding Planning or “Do I need a Planner?”:
In short, yes. The Ambrose House strongly recommends that a bride and groom engage the services of a professional wedding planner to help with the design, planning, and coordination of the host of issues which must be addressed . We may recommend a professional wedding planner upon request. We recommend that any wedding planner to be considered be a member of a professional event planning organization such as the Tennessee Wedding and Event Specialist Assocation (TWESA). If a bride and groom do not wish to employ an independent wedding planner, the Ambrose House will help you to plan your wedding and reception, rehearsal dinner, and other functions at a rate of $50 per hour.
Catering:
The Ambrose House has a preferred list of professional caterers who provide a wide range of choices to fit your tastes and budget. Should you wish to use your own caterer, The Ambrose House reserves the right of approval. All caterers must be fully licensed and provide proof of insurance naming the Ambrose House as an additional insured. No cooking is permitted within The Ambrose House on anywhere on the grounds. Caterers must bring all food to the property ready to serve. No dishwashing is to occur on site. The caterer must provide rubber matting to cover the floor in any staging areas. After the event, the caterer must sweep and damp mop staging floor areas and remove any food, containers, serving items, and trash from the property.
Vendors, Worksheets, Setup and Breakdown:
Vendor activities must be well communicated in order to be well coordinated. Vendor setup and breakdown and any vendor deliveries or pickups of supplies before, during, or after your event must be detailed on your Event Worksheet and submitted to The Ambrose House at least two weeks before your event. Note that Seating Plans and Final Headcounts are also due two weeks before an event. Any changes to plans must be communicated immediately. Although every effort will be made to accommodate late changes, there is no promise or guarantee that late changes in plans will be made. . Note that any vendors you select on your own must be approved by The Ambrose House and must sign the vendor agreement portion of this contract.
Tables and Chairs:
When you contact The Ambrose House, our staff will promptly provide you with pricing information for your event, based upon size and type of function. For some events, tables and chairs are available at no charge, furnished from inventory on site. For other functions, rental of tables and chairs will be quoted as part of your total event costs.
Audio Visual Equipment:
The Ambrose House provides an audio-visual cart with projection and DVD capability. Wireless speakers, wireless computer service, and interfacing for laptop computers and Powerpoint presentations are available at no extra charge. If an event requires more than projector and screen, remote TV monitors and stands are available at discounts below market rental rates.
Decorations, Candles, Confetti:
No tape, staples, tacks, nails, or screws are permitted within the historic Ambrose House. Candles must be enclosed in glass and located a safe distance from flammable materials. No confetti, sparklers, or birdseed is allowed on the property. Bubbles, doves, natural flower petals, and butterflies are permitted.
Photography, Use of Images:
Your participation in an event at The Ambrose House acknowledges permission by you and your guests for the use of any photographs or videos for advertising or other purposes, in print or any other media.
Parking and Our Neighbors:
The Ambrose House is located in the heart of The East End , a beautiful historic neighborhood near Five Points. We are committed to a quality event experience for you and all your guests. We are also committed to the residential quality of life in our neighborhood. We ask that all guests be considerate and mindful of our neighbors in this quiet home setting. Street parking may be used at The Ambrose House when you hold an event with fewer than 30 participants. For larger events, we direct guests to additional parking usually available, within easy walking distance. For some events, parking several blocks away is utilized and guests are delivered to the front door by limousine or shuttle.
Insurance, Liability:
The Ambrose House carries special event insurance, but we also require that The Ambrose House be named as an additional insured on the insurance carried by caterers and limousine services and other vendors with onsite service duties. Certificates must be provided to The Ambrose House 30 days before any scheduled event named The Ambrose House as an additional insured with coverage of a minimum of $1,000,000 liability per occurrence.
Bands and Music:
The Ambrose House is an historic home in an historic neighborhood. Small bands and dancing are allowed within limited space available. For larger and louder events, we will refer you to one of our event partners. All music, band, and DJ plans must be approved by The Ambrose House at an early stage. We strongly recommend that the musical and entertainment part of your event be discussed before making a reservation.
Alcohol and Smoking:
Alcoholic beverages may be served only to adults twenty-one years old or older by a licensed bartender. The bartender must carry an Alcoholic Beverage Commission (ABC) card at all times while on the premises. Cash bars are only permitted for Not-For-Profit fundraisers who have obtained the proper state permit from the ABC (741-1602). No smoking is permitted indoors at The Ambrose House. Smoking is allowed outdoors.
Cleanup, Responsibility for Behavior of Guests and Vendors:
Any vendor contracted by you to provide on site services at The Ambrose House must clean up after the event and leave the property clean and tidy. All trash must be removed from the property by the vendor. Cleanup must be complete by 9PM for Sunday through Thursday events and by 11PM on Fridays and Saturdays unless special written permission is obtained from The Ambrose House. Vendors include caterers, florists, decorators, those providing tables and chairs, and any other support personnel whom you hire to provide materials or services on site. Failure of a vendor to perform proper timely cleanup will result in a the loss of your reservation and damage deposit. Any additional damage (beyond that covered by the damage deposit) caused by you, your guests, or by your vendors will be charged to you as overage on the contract amount. Any additional products or services consumed by you, your guests, or your vendors shall be billed as well when the event is complete. Payment of final invoices is due within one week of invoice presentation.
