Frequently Asked Questions
Frequently Asked Questions: General
Do I need to make an appointment to view the space?
Yes, an appointment ensures that both the venue coordinator and the space is available.
How many guests can I invite?
The Pavilion can seat up to a maximum of 125 guests for a sit down reception. If you plan to have a band, and or dancing, we recommend you stay closer to 100 to allow for the extra space required. Our outdoor ceremony space, The Forest Glade, can accommodate up to 200, however, the reception would then need to be a strolling/cocktail type with limited seating.
What is your payment policy?
We require a non-refundable deposit of 25% of the venue fee and 50% of the lodging rental at the time of signing. If you choose to have your guests pay for their rooms directly, your lodging deposit will be applied to the remainder of your bill, once these funds have been collected. The rest will be paid in 3 more installments outlined in your contract, with the final payment due 30 days prior to your event.
Am I required to have a wedding coordinator? What about a wedding planner?
We will provide one of our preferred wedding coordinators that is familiar with our venue for the “day of”, including the rehearsal the day before. A wedding planner is not required, however, we would be happy to recommend a certified wedding planner, or work with yours to ensure your day goes as planned and exceeds your expectations for a flawless event.
Is there a bride’s changing area? What about the groom and groomsmen?
Our newly finished Bride’s Tower offers the perfect place for you and your bridesmaids to prepare for your walk down the aisle. This two level space features a powder room, a lower level dressing area and an upper level make-up/sitting area with a view. We have three make-up stations with state of the art back-lit mirrors, plenty of natural light and a beautiful marble vanity. Step out on your private deck for a little fresh air and sunshine. We suggest using one of the cabin’s as a groom’s cabin. These are bigger than the rooms and offer a living room with a TV, fireplace, and wet-bar area.
When will I have my rehearsal?
Ceremony rehearsals are included in the rental price and are scheduled the day before the wedding. You are allotted an hour for your rehearsal. Our wedding coordinator will be there and if you have a wedding planner, we recommend they attend as well.
Is your facility handicap accessible?
Most of our venue locations are handicap accessible, however, lodging and the upstairs Great Room are not. Ceremonies in the Glade may be viewed from the Pavilion deck.
What about restrooms for my wedding guests? Do we have to rent port-a-potties?
We have fully plumbed public restrooms located at the Pavilion and on the first floor of the lodge. No need to rent portable restrooms.
Frequently Asked Questions: Ceremony/Reception
Do you have an in-house caterer or a list of preferred caterers? Do I have the option of using an outside caterer?
We have the luxury of working with some exceptional caterers to provide the perfect fit for your event. Our venue coordinator will work with you to determine which of our caterers will provide the experience you’re looking for based on your tastes and budget. Should you choose an outside licensed and insured caterer, we do require adequate staffing to support your given wedding size—typically this is not an issue, but again, we want to ensure a successful event you will be proud to hold here at Sylvan Valley Lodge and Cellars. Using an outside caterer may incur an additional fee and a security deposit if they need access to our commercial kitchen.
Are tables, linens, chairs, plates, silverware and glassware provided?
Tables, chairs, and house linens are included in the venue rental. All other items are provided by our catering teams. If using an outside caterer, you will need to arrange these items through them.
Do you provide alcohol service? How is it priced? Are there additional charges for bar staff? Is there a beverage minimum?
We are fully licensed to provide beer and wine service. We are also licensed for retail sales. As such, you may purchase beer and wine directly from us at package vs. consumption prices. Our venue coordinator will help you determine the amount of beer and wine you will need based on your number of guests and make suggestions according to your preferences. In effect, you will pre-purchase beer and wine and if there is any left at the end, it is yours to take. Bar service fees are $150 for 3 hours of service (one bartender required per 50 people). Additional time will be billed at $50 per hour per bartender. Bar service incudes all glassware and ice in addition to a dedicated bartender. Our bartenders abide by all state and local alcohol laws including age restrictions. We do not require a beverage minimum.
Is there parking on site? Is it complimentary? Do you offer valet parking? If a shuttle service is needed, can you assist with setting it up?
We have free parking for up to 100 cars on the property. Considering most guest come 2 or more to a vehicle, this has proven to be adequate for weddings up to 150 guests. We can help you set up shuttle services if needed.
Can I decorate to suit my purposes? Are there decoration guidelines or restrictions? How much assistance can I get with the set-up/decor?
You may customize the space with additional floral arrangements, bows, table decorations, etc. The venue does not permit anything to be affixed to the walls or other property structures without prior approval of the venue coordinator. Set-up of decor and any assistance needed should be discussed with the venue coordinator. Confetti, large sparklers, and un-globed candles are not allowed. Only biodegradable items may be tossed as the bride and groom leave the wedding. Please no rice or silk petals. Alternatives include: Lavender buds, bird seed, real flower petals, and small sparklers.
How much time do I have for decor set-up and when do my decorations need to be cleaned up?
You will have access to the designated space 2 hours prior to your event for decorating. Items may be brought in earlier and may be set up early depending on their location, but access to decorate tables will not be available until 2 hours prior to the event. One of the advantages of our Destination Packages is that your reception decor does not have to be removed until the following day. Our staff may consolidate your decor into one location for you to pick up in order for them to begin their break down process.
Are there restrictions on what kind of music I can play, or a time by which the music must end? Can the venue accommodate a DJ or Live Band?
All music and the event must end by 10 PM. This is in keeping with the county ordinance and out of respect for our neighbors across the valley. There is ample electrical access available at all of our venue locations on the property for Bands and DJs.
Do you have a list of recommended vendors (florists, photographers, hair stylists, cake bakers, wedding planners, musicians, DJs, etc.)? Do I have to choose from the list?
Yes, and we are happy to offer suggestions especially for vendors that have done a wonderful job here in the past and are familiar with our property. You are welcome to choose your own vendors provided they meet any necessary legal requirements with respect to licenses and insurance.
What is the weather contingency plan for outdoor spaces?
With our Pavilion, we always have a covered option if the weather turns imperfect. We can set up the ceremony inside with a little advance notice and then flip back to a reception site following the ceremony. This usually takes around a half-hour to 45 minutes to accomplish, during which time guests may relocate to the Knot Bar for bar service and hors d’oeuvres. Smaller outdoor ceremonies may be moved to other indoor locations on the property.
Are we required to purchase additional insurance or provide security for our event?
No, as a licensed Bed & Breakfast and Winery, we carry full commercial insurance in all of our guest areas, including riders for alcohol consumption. We handle our own security, no additional security is required.