Event Planner Task Sheet
To make your planning a little easier, we made an event planning task sheet for events at our venue. This is an optional assist for your event planning.
Download Event Planner Task Sheet
Review our Venue Guidelines
Partner Hotel
Are your attendees coming from out of town? Do you need somewhere for them to stay that is nearby & easy to find? Would it help if the hotel was also right downtown Nashville? Our partner hotel, Hyatt House Nashville Downtown / Convention Center, is on an adjacent block and would love to help streamline your stay. Reach out to them, mentioning Horton Events, to complete your Nashville stay experience & keeping it all within walkable distance, with the downtown center right around the corner.
Contact: Stephanie Brauchle [email protected] | 615.933.0103
Venue Layouts
First things first, here are a few documents & prospective layouts that work well at Horton Events
Horton Events Layout w/ Dimensions
The interior Showroom has an industrial ceiling that is 11’T at it’s lowest point.
Event Insurance
Event insurance can be handled through the venue upon request. It will be listed out on the agreement when included in the venue rental.
A-la-carte event insurance can be acquired via Event Helper if you don’t have a policy from which you can pull a COI.
Every event at Horton Events MUST have insurance listing the venue as ‘additionally insured’ for up to
$1,000,000. List the following as ‘additionally insured’: Horton Events, Horton Properties, Tin Cup Coffee,
LLC, Smith Investment Group
Load In + Out
Horton Events is a single-floor venue. There are no stairs anywhere & the whole venue is ADA accessible. Load-in happens through the front doors that open into the Covered Patio. Cars are able to drive under the overhang for a shorter carrying distance. Any vehicle a box truck-size or larger is NOT ALLOWED under the overhang. All large vehicles will need to back up to the gate entrance & no further before stopping to unload or load. Any damage from large vehicles to the overhang ceiling will be charged to the planner, vendor, or relevant insurance policy.
Event Parking
Complimentary Spaces
Complimentary parking spots are outlined in light blue and are adjacent to the venue. The service drive to the right of the building is typically reserved for event vendors (security, caterer, etc.). One spot will always need to be reserved for our day-of on-site venue manager in this section. Typically, they’ll park first and can be boxed in for the duration of the event. Security will also need a space there.
If there are food trucks as part of your event, they’ll typically park in the left light blue section, adjacent to the marquee sign. Otherwise, the event planner, vendors or VIPs are welcome to park in those spots. There are 11 spots + a gated access to the Peabody St parking lot that can function as a 12th parking spot.
Paid Spaces
The orange designated areas are paid parking. Anyone parking in these spaces will need to either pay for their parking through the meters (scannable QR codes on signage around the area), or through a pre-paid parking arrangement through Horton Events.
- Pay through meters – The meters use dynamic pricing, so it will change based on how many cars are parking there. It works similarly to an Uber surge pricing. Generally speaking, the rate is around $10/space/first hour.
- Don’t pay – The parking company is active and will check the parking lot multiple times a day, especially on busy weekdays / seasons. Parking tickets can be as high as $80, and they have been known to leave multiple tickets in a day on cars that haven’t moved since their last pass.
- Pre-pay – $10 for a 5-hr stay. Horton Events can distribute QR code for parkers to scan & take advantage of the preferential pre-paid pricing. They will scan this QR code & NOT scan the parking meter signs. Horton Events will coordinate the pre-pay option through the event planner & send a bill for the spaces once they are finalized. The event planner can then choose to add it to the ticket price or cover the cost elsewise.
Pre-pay process
- The event planner sets a final number of spaces for prepayment
- Horton Events bills the planner for the spaces at $10/space/5hr parking
- Attendees arrive at event & ignore QR signs for parking
- The planner will decide & vet who gets prepaid parking & who doesn’t
- At venue, they scan the QR code for validated parking & register their car
- The parking validation lasts for 5hrs. Parking beyond that will be through the meters, on their own
Party Barges
The landlord has an arrangement with some party barges to load in / out in the Lafayette parking lot. They regularly pick up passengers and drop them off in that lot. It is not uncommon on the busy days (Fridays & Saturdays) for there to be ~4 school bus sized vehicles pulled in awaiting their passengers. They often, but not always, have a parking attendant to ensure that their busses are able navigate the parking lot. Event parking will need to take this into consideration.
Trash & Dumpster
It’s ugly. We know. The trash has to go. At the end of the evening, it is the responsibility of the event planner (& by extension, the caterer) to empty all the trash cans at the end of the evening. The dumpster is located in the parking lot behind the building (see graphic below). There are two routes to get there, shown. If you would like to go through the gate, ask the venue manager on-site at your event to unlock it for you. Unless requested, expect the gate to be locked.
In-house Inventory Suite
Included in the rental of the venue are access to our inventory suite of tables, chairs, etc. Using our inventory suite comes with a setup fee of $150 for one of our team members to put out all of our items to the configuration of the event planner’s choice.
GOBO
Our ETC Source Four Jr GOBO projector is available for your use! We have a limited selection of generally useful slides to choose from. You can also go online & purchase a customized one with personal initials, dates, logos, etc. Below are the specs for getting a slide of your own:
- Slide Type: M size
- Glass slides project sharper images than metal ones
Horton Events Inventory Suite
— Fruitwood Folding Chairs – qty 148
— 9′ Rectangular Farm Tables – qty 3
— *5′ Round Ballroom Tables – qty 13
— *8′ Round Ballroom Tables – qty 2
— Highboy Tables – qty 4
— **Marble-top Cafe Tables – qty 4
— LED Up Lights – qty 8
— Turnkey Sound System (inside) – qty 1
— Mobile Bar – qty 1
— Pipe & Drape, assorted – 48′
*Round tables are best used with linens. Horton Events does not provide linens. We can provide a linen rental vendor referral upon request.
**White Marble-top Cafe Tables MUST be used indoors.