Rental Procedures

THE HISTORIC REDWOOD BALLROOM
Introduction to Rental Procedures

The Ballroom at Meadowbrook Park is an important part of the fabric of the local community as well as one of the premier rental halls in the region. Because of its historical significance and the architectural beauty, the Ballroom is truly a one of a kind structure which has withstood the march of time and is as functional today as it was when it was first opened in 1935.

Because of its rich history, the Hopewell Township Trustees, who are charged with the responsibility of caring for the landmark, have instituted a reservation policy insuring those families renting the facility know full well the legacy they are a part of. They now help insure the building will be treated with respect and dignity. It is to be understood that each Lessee will help keep the building in excellent condition for future generations to also enjoy.

In order to rent the Ballroom for a wedding reception, the couple must have a face to face meeting with park management. The couple’s parents are also required to attend the meeting. At this meeting the ground rules for use of the building are discussed and the individuals are made aware of the awesome responsibility they are undertaking by renting a historical landmark. Meadowbrook Park has expectations regarding behavior and conditions which are to be met upon signing a rental agreement. Among these are a limit of 600 invited guests, a limit to the amount of alcohol that is to be brought onto the premises, and the requirement of ending the event at 11:00 pm.

The management also has a requirement of the Lessee notifying the park of the following items as they pertain to the reception:
a. Who the caterer is and a copy of their food service license.
b. The vendor for the alcohol and the amount of alcohol ordered for the event.
c. The entertainment (DJ, etc.) and their associates.
d. Any other aspect of the reception/event which might be considered out of the ordinary such as Hot Air Balloon, Candles, Balloons, etc. inside/outside of the ballroom.

The management of Meadowbrook Park also wants to assure each person who signs a lease for the building completely understand they also assume the liquor liability for the event. It is up to the Lessee to police the alcohol and make sure the laws of the State of Ohio are followed with regard to providing alcohol to guests. There is to be no alcohol brought to the event by the guests. Underage guests are not to be served alcohol.

In addition to the rental fee, there is also a security deposit that is due 30 days prior to the event. This fee is set by management at the conference and can range from a minimum of $500 to a maximum of $2,500.

STEPS AND PROCEDURES AND GUIDELINESFOR RENTING THE HISTORIC REDWOOD BALLROOM AT MEADOWBROOK PARK
Inquiries regarding the Ballroom should be directed to Meadowbrook Park.
Phone: (419) 937-2242.

Step 1 – Securing a date

Open dates and information may be obtained between the hours of 9 am to Noon Monday through Friday during the fall, winter and spring. During the summer months the office hours are from 9 am to 8 pm.

The rental fee for the Ballroom is listed under the pricing guide

Wedding Reception Introduction Letter (Form 1)
a. General information and ground rules

Wedding Reception Family Information (Form 2)
a. Information required before the meeting with park officials.

Once the Wedding Reception form has been received by Meadowbrook Officials and reviewed a meeting will be set up with the families involved in the wedding. This meeting is to explain the regulations and importance of insuring that the Ballroom is treated with respect so that it is available for future generations to enjoy.

At this meeting, a contract will be signed by the parties involved and with the payment of a non-refundable deposit, the date will be secured.

Wedding Reception Contract for the Historic Redwood Ballroom at Meadowbrook Park
a. Copy of the formal contract

Step 2 – Decoration regulations and mandatory forms

Ballroom Wedding Reception Advisements (Form 3)
a. Basic information regarding liquor and guest numbers
b. (Form 3A) has Alcohol data to help figure total Alcohol limits
c. (Form 3B) has basic Alcohol consumption information

Wedding Reception Checklist (Form 4)
a. Information required 30 days before event date

Decorating Regulations (Form 5)
a. Basic Layout of floor plan for planning purposes
(Form 5A) is a normal layout with long tables seats 470)
(Form 5B) is a blank layout for your use
b. This form is due within 10 days of the wedding for set-up.
c. Regulations are designed to help preserve the wood interior

Step 3 – Deposit and Balance Due

Balance of Contract Fees
a. Security Deposit is due 30 days prior to the scheduled event.
b. Any unpaid rental fees are also due 30 days prior to the event.
This includes any extended time fees or other added fees that were agreed to during the planning stages leading up to the final set-up.

Step 4 – Return of Security Deposit

Return Procedure
a. Following the event, the Management of Meadowbrook Park shall make an assessment of the condition of the Ballroom and determine if any damages or violations of the written contract have occurred. If there are no violations, the manager submits the Deposit return for payment. If there is damage, the manager submits the amount of damages and files a report indicating what amount should be deducted from the deposit.
b. The Security Deposit return is then certified by the Manager and sent to the Hopewell Township Fiscal Officer. The Fiscal Officer then submits the return to the Board of Trustees for payment.
c. The security deposit will be paid no later than the second Township meeting following the event.(Hopewell Trustees meet every other Monday).