Shelter / Pavilion Requests

Overview

Our facilities are open to the public year round. A reservation is not required, but it is highly recommended for those events that you want to guarantee a time and location for your guests.

Please read through all of the sections on this page so you are aware of our rental and cancelation policy, procedures and fee structure.

Reservation Request

Payment for your request is due upon approval. You have the day of your approval to make full payment. If payment is not made by the end of the business day of approval, your request will be cancelled without notice.

Reservable Parks

The following parks are not reservable: Maryland Farms Park, Wikle Park and Windy Hill Park. We do allow small picnics at these locations, on a first come first serve basis.

Fees

Notice!!  Brentwood City PUBLIC Schools- Activities associated with Brentwood WCS are not charged a fee.

Exempt Schools are listed below. Please note that this does NOT include private schools within the city limits.

Policies

As always, we want our residents to use our parks to make memories and enjoy the beauty of the outdoors and all that nature has to offer.

Cancellation Policy

We Get It... Things Happen

Kids get sick, Grandparents get sick, Ut oh.. Graduation isn't going to happen, half of your reunion guests aren't going to make it, etc.

All the above are valid reasons to cancel your reservation. Heck... ANY reason is a valid reason in your eyes, it's YOUR event.

However, if you need to cancel your reservation, you need to do so within the minimum required time frame listed below in order to receive 100% of the funds paid.

Our policy states that the minimum required time to cancel is the following:

• 48 Hours if your reservation is on a weekday (M-F)
  • Example: If you have a Thursday reservation, you will need to cancel your reservation no later than noon Tuesday.
• 72 Hours if your reservation is on a weekend (Sa-Su)
  • Example: If you have a Saturday/Sunday reservation, you will need to cancel your reservation no later than noon Wednesday.

If you do the above, you will receive a full refund of the funds you paid for the date you cancel.

Reason for NOT getting a refund

• Cancelling less than 48 Hours before your weekday reservation (no matter the reason)
• Cancelling less than 72 Hours before your weekend reservation (no matter the reason)
• Being a no show the day of your event (weather is not an acceptable reason- see below)
  • Too Hot/Too Wet/Too Overcast*

*You are renting a covered shelter/pavilion that is equipped with electricity and lights that is available to all renters upon request. While we do not expect you to be a trained meteorologist or have a crystal ball, we do expect you to realize that if you are making a reservation during the summer months, it is going to be hot, so please plan accordingly. Request that the electricity be unlocked and bring some fans to make yourself and your guests comfortable. 
If it's overcast, our shelters/pavilion lights will come on and provide light.
If it's raining, our shelters/pavilion are covered and provide protection from the elements.
Our point is, weather is not a valid excuse for being a no show unless tornado conditions or possibly torrential downpour.

We want you to have to have the great event you planned for and not have to even use our cancelation policy, but if you have to, we want you to know the expectations.

Park Board Approved / 2024

Must Knows

• An account is required to make a request.
• You may call the office to request availability ONLY without making an account.
• We do not accept same day requests.
• All Saturdays are kept aside for Brentwood residents until 2 weeks out when they will be released if not reserved.
• You may not use your residential address for a Business, Church, or School (during school hours) event.
• You cannot make a request for two consecutive days in a row even if at different parks.
• You are renting the shelter/pavilion ONLY. NOT the entire park! You do not have exclusive rights to the playground, fields, courts or green spaces during a reservation.
• If you would like access to a ball field, multipurpose field, volleyball court or tennis court, you need to contact Mike Sallee (615.371.0080) separately to make that request. It is NOT included with a shelter/pavilion reservation.
• You are allowed (5) confirmed reservations per household per season.
• Payment is due by your assigned due date otherwise your request will be automatically cancelled without notification.
• You are required to be familiar with our Policy and will be held accountable for all content once your reservation is in place.
• Please know our cancelation policy. It is your responsibility.

NO.. you may NOT

Food Trucks

We LOVE that you want to have a food truck at your event, just please make sure you follow the rules in order to have a seamless experience during your reservation.

Please take a look at the rules and regulations by clicking the link below. You will find a listing of not only the sweet, but the savory food trucks that are already permitted through our planning and codes department.  Is your preferred vendor not listed?  Not a problem, just refer the vendor to the website to submit an application and pay a permit fee that is good from Jan. - Dec of the current year.

When you have a food truck in any of our parks, you must prepay. There is to be absolutely NO money transactions in the park system. The vendor must put out a private event sign and cater strictly to the people in your party.  The vendor may not serve anyone outside of your party or accept any money while on park property.