Answers to Every Question
We understand that planning an event or wedding can be quite difficult, so we have outlined our policies below along with FAQs. If you have any other questions or concerns, please contact us and we will gladly help you however we can.
Deposits & Payments
A $1,000 deposit is due upon booking your event date. The final payment is due one week prior to your event date. Final payment needs to be made in the form of a cashier’s check, credit card or cash. Unfortunately, no personal checks are accepted as final payment. Deposits, however, can be made in any form of payment.
Staffing Fee & Gratuities
An 18% operations staff fee is added to all food and beverages served unless otherwise noted. This is used to pay the salaries of our valued banquet, kitchen and administrative staff. Gratuities are not obligatory; however, if you feel your banquet staff has exceeded your expectations, you are more than welcome to provide a gratuity.
Our prices are for the length of time listed on your contract. Events that extend beyond this time will be charged an overtime fee. Overtime is at the discretion of management.
Vendor Fees for Meals
Should you wish to provide food and non-alcoholic beverages to these hardworking professionals, a fee of $45 per individual will be added to your final bill.
We strive to provide all of our guests with the best possible service and experience at our venue. Therefore, we ask that your guests not arrive prior to your event start time. Please consult with your coordinator if this is an issue. Pictures prior to your contracted start time may not always be possible due to other events, but other time slots can be arranged.
We reserve the right to make decisions on continued service of alcoholic beverages. No outside alcohol is permitted on the property, and no shots will be served under any circumstances. Any guest who appears under the age of 25 will be asked to show proof of age and will not be served without proper ID. We strongly recommend that any vendors you hire refrain from consuming alcoholic beverages on the premises.
Fees for Children
For children under five years of age who do not require a meal, up to five children are free of charge. Chicken tenders and fries will be provided at $15 per meal to children under five who require a meal. Meals for children six to twelve years of age are half the price of the contracted cost. Meals for individuals from 13 to 20 years of age are full contracted cost, minus the cost of alcohol.
The Grand Oak Villa is in charge of all events held and reserves the right to deny any outside vendors to proceed with any unapproved actions. Client is responsible for any damage done to the venue by its guests.
Is there an event coordinator on-site the day of my event?
Absolutely! From the day you book your event with us, your event coordinator will be there for you every step of the way to ensure your day is flawless.
Are vendor meals discounted?
As a courtesy to the bride and groom, we do discount your vendor meals. You chose them to make your day memorable, and they appreciate the kind gesture of a meal.
If my ceremony is contracted for outdoors and the weather is not ideal, do you offer indoor accommodations? Is there an additional fee?
Every couple wants the perfect weather for their outdoor ceremony as planned; unfortunately, we don’t have control of the weather and occasionally need to move the ceremony indoors. The outdoor ceremony site fee that is collected initially upon the contract will be put toward the indoor arrangements.
Are linens, tables, chairs, silverware etc. included in the price?
Yes! To make your experience with us a pleasant one, we aim to help with the details that make your event a success. If you prefer specialty linen, we can certainly assist you with that.
Is there a rental fee?
There are never any hidden fees with us at the GOV—the price per person includes the room as well as the menu chosen provided that the contract minimum is met.
Are there any decorating restrictions we should know about prior to our event?
While we do enjoy celebrating with you, we do not allow confetti, glitter, tape, tacks, or anything hung from the walls or ceiling.
Is it possible to buy additional time for my event? If so, when do I need to decide?
Yes! If you would like to purchase an extra hour, you are welcome to do so when you book your event with us. If you are unsure at that time, you may call us to see if there is availability up until two weeks before your event.
Are centerpieces included with your packages? May I bring candles for the tables?
We understand that every couple has unique ideas for their reception, and with that in mind, we do offer packages that include centerpieces as well as a limousine and DJ. You are certainly welcome to bring in candles as long as they are glass-enclosed.
Do you offer direction cards for my guests?
While GPS is a wonderful thing, we are happy to supply you with specific directions to The Grand Oak Villa upon request.
Are there hotels in the area that you work with that you can recommend for my guests? Do they offer a shuttle?
Yes, we work closely with area hotels that will offer a discount based on a minimum number of rooms booked for your event. Shuttles directly associated with the hotel are not typically offered, although we do work with a variety of other options that we can certainly pass along to you.
Is The Grand Oak Villa handicap accessible?
Yes, the entire venue is easily accessible for all guests.
What is the deposit amount required to secure a date? When is it due? Is it refundable? What is the payment plan required?
For weddings, we require a $1,000 deposit due upon signing a contract, and it is refundable for 30 days. We do not have a required “payment plan,” although if you would like to make payments during the planning process, we will post the amount to your account and a receipt will be sent or given to you upon receipt. Full payment is due two weeks before the wedding by certified bank check or credit card.
For other events, a $500 deposit is required for the Jr. Ballroom and $1,000 for the Grand Ballroom. Full payment is due prior to the event.
Do you have a bridal suite available?
We do have a bridal suite that is yours to use during your contracted time with us. We suggest that you and your bridal party arrive dressed and fully prepared so you can relax and enjoy this special time with your girls before you say “I do.”
What time can my vendors start setting up on the day of the wedding? Is it possible to start the set-up the day before? How early can deliveries be made? How much time will I have for décor set-up? Does the venue provide assistance getting gifts or décor back to the designated car, hotel, room, etc. after the event has concluded?
Every event is unique regarding set-up, décor, etc. We try to accommodate the best we can and typically allow DJs one hour, depending on the time of the event. We cannot guarantee set-up the night before due to other events scheduled. As far as décor, we can certainly help you with the set-up and take-down prior to the end of your event. Our staff will box your items for removal. We suggest that your vendors give us a call the week of your event to schedule a time to coordinate drop-off of your items. Be sure to label all items with date and name of event.
Do you provide a coat check service?
Yes, we will provide a coat check staff member for your guests during winter months.
Do you offer a food tasting prior to finalizing our menu selection?
We invite you to our open house two to three times per year so you have the opportunity to taste the culinary expertise of our valued chefs. Follow us on social media and sign up for our email list for upcoming dates.
Can I bring a cake in from an outside baker, or must I use a cake offered by your preferred bakery? Is there a cake cutting fee? Do you provide special cake cutting utensils?
You may bring in your own wedding cake by a licensed and insured bakery if you choose. As a courtesy, we will gladly cut and serve your cake to your guests without a cake cutting fee.
We will also provide special cake cutting utensils upon request.