Your Wedding Planner
Congratulations on finding your perfect venue, now let’s get planning!
WEDDING TEAM AT FANHAMS HALL
“We’re so excited to be working alongside you both and can’t wai t to be a part of your Wedding j ourney at Fanhams Hall. We will be in touch along the way, but if you need us at any poin t our contact details are below. You will be with us right up until the day of your wedding and will then be handed over to our fantastic Operations Team wh o are the experts at running your day!”
Lauren and Symphonie
Lauren Thomas (Wedding Manager )
Direct Dial: 01920 459 134
Email: lauren.thomas@exclusive.co.uk
Symphonie Wolzak (Wedding Executive)
Direct Dial: 01920 459 133
Email: symphonie.wolzak@exclusive.co.uk
THE OFFICIAL BUSINESS
• Book your dream venue, done!
• Choose between a church wedding, a b lessing or a Civil Ceremony (with Hertford Registrars ). Timing of your ceremony will need to be confirmed at booking stage so please let your wedding coordinator know
• If you decide on a Civil Ceremony, make sure to give your notice of marriage (within one year)
• Arrange your w edding i nsurance
• Agree your w edding b udget
• Draft a rough guest list for your day and evening guests (please note your minimum adult numbers with your wedding contract).
• Guests can book bedrooms as soon as you confirm your wedding date with usspeak to our Reservation Team on 01920 460 511, extension ‘0’ or email fanhamshall@exclusive.co.uk to find out more about our bedroom b ooking website. All bedrooms prices can be found in your wedding contract and discounted rates are only applicable until 2 weeks prior to your wedding date. Bedrooms will be available online until 8 weeks prior, after this guests will need to phone the hotel directly
• Ask your Wedding Party to be a part of your special day
Courtyard Cosy Cosy (double bed)
Courtyard Co mfy
Co mfy (double b ed, a limited number of rooms can be twinned , slightly larger room, extra bed for child @ £30 or cot @ £30 per night )
Courtyard Cool Family Cool Family (two double beds – no more than 2 adults and 2 children )we only have 2 of these in the Courtyard
WEDDING SUPPLIERS
• Choose your Ban d/ DJ for your evening r eception (don ’t forget we’ll need their PLI c ertificates and PAT testing certificates at your final details meeting ). Our sound limiter is set at 94 decibels for all music, bands and DJ’s
• Confirm your guest list and send out your ‘Save the Dates’
• Book transport if needed (if you a re getting married in a church)
• Start shopping for your Wedding Dress or Wedding Suit
• Start wedding party outfit shopping
• Book a hair and make up artist if needed (we can provide a changing room for everyone to get ready in together in the morning if you are getting married on site. Complimentary on the weekend if you’re having your ceremony with us and £250 for a weekday wedding or offsite wedding ).
• Book your photographer/ videographer (w e do allow d rones on site )- our local airport Stansted allows them to go up to a maximum height of 200 metres . We will also need their PLI and aviation certificate s at your final details meeting
• Decide on your florist and all your flo ral arrangements including the bouquet’s , ceremony flowers, table centre pieces, corsages and button holes
• Arrange your w edding cake (or you can even have a cheese tower ) If you aren’t using a professional company , we do re quire you to sign a waiver form which your wedding coordinator can send over to you both
• Make sure to let us know if you’re popping up with a supplier to look at Fanhams Hall so we can let you know if your rooms are free
• All of our suppliers can be found further on in this document or on our website under ‘Wedding Suppliers’
• If you wish to supply any food fo r your suppliers, it will be from £35 per person (main course and one soft drink only ) and they will eat in one of the bar areas during your wedding breakfast. Any evening suppliers, we usually recommend that the y eat from your evening buffet - please let us know of any dietaries.
ALL THE OTHER FUN STUFF
• Set your honeymoon budget and decide whether you will be having a gift list or asking for money towards your honeymoon (please make sure you allocate someone to look after your gifts and money on the day of your wedding)
• Make sure you’ve got your wedding shoes and all of your accessories for the day including your ‘Something Old, Something New, Something Borrowed, Something Blue’
• Arrange your wedding favours ( unfortunately we don’t allow alcoholic favours , candles or matches)
SIX MONTHS TO GO
• Choose your ceremony music (y our function manager will look after this for you on the day so make sure you have plenty of music on either an iPhone or an iPad as a Spotify downloaded playlist please ). You will need it for your guests being seated, walking down the aisle, signing the register, and for the exit of your ceremony
• C hoose your drinks reception and weddi ng breakfast music, this will be played on our portable speakers in the Library for your drinks reception and on the Great Hall sound system for your wedding breakfast. Live music is also welcome!
• Choose and purchase your wedding rings
• Select and order your wedding stationary including invitations, place cards, table numbers and/or menus ( our team will happily put out your wedding stationary on the table for you on the day) . If you are having a choice menu, please speak to your wedding coordinator about place cards and table breakdown
• Get your h oneymoon booked and finalised and maybe add on a mini moon for straight after your wedding to keep the excitement going if you aren’t heading off straight away! Don’t forget to have a look at our other Exclusive properties; we have lots to choose from including two spas , one at Penn yhill Park and at South Lodge
• Make your 50% payment - this can be found in your wedding contract but we will be in touch to remind you along the way with our bank details
• Send out your invitations
• Buy bridesmaids dresses/ the groomsmen’s suits
THREE MONTHS TO GO
• If you are having live music, it’s time to arrange your favourite songs including your first dance!
• Select your final decorations with either your venue stylist or florist (we only allow LED candles)
• Arrange your dress/ suit fittings
• Have your hair and make up trials , if needed
• Make your 75% payment - this can be found in your contract but we will be in touch to remind you along the way with our bank details
• Buy tho se special gifts for your w edding party
• Break in your new sho es (make sure you have some plasters or flats for the evening !)
• We will be in touch to arr ange your final details meeting along with important document s that will need completing before hand (after this meeting we’ll arrang e your final payment breakdown)
• Start writing your speeches
JUST ONE MONTH TO GO
• C onfirm all of your arrangements and timings with your suppliers
• Make sure your floor plan and table breakdown has been completed with dietaries , highchairs and where your guests will be sitting (we’ll send these over to you to complete and will need these back 4 weeks prior to your wedding date)
• Make sure your final payment has been made - your wedding will need to be paid in full before your day please
• Have your final dress fitting
ONE WEEK TO GO
• Meet with your function m anager to discuss your day and drop everything off to go into our Wedding Store Room (please make sure everything is in boxes and clea rly labelled with your surnames and wedding date). Your function manager will be in touch to arrange this with you both - these can be held during the week either in the evening or during the day and can be in person or via zoom
• At your meeting with your function manager, we’ll ask you to sign your function sheet to confirm all of the details for your day
• Put together your handy kit for the day (make up, deodorant, tissues, baby wipes, hair grips, plasters etc)
• Pick up your dress/and suits
LOTS OF QUESTIONS STILL TO ASK?
When do we meet?
• Your menu tasting will depend on when you are getting married with us. For April to September Weddings , your menu tasting will be around January to February . For October to March Weddings, your menu tasting will be around May to June time
• Your final details meeting will take place around 2 to 3 months prior with your Wedding Coordinator depending on availability
• Your pre wedding meeting with your function manager will be up to 1 week prior for you both (the person who will be looking after you on the day and running your wedding)
What happens at your wedding menu t asting?
• We will be in touch to arrange the day with you (if included in your package) Our menu tastings tak e place on a selection of dates that will be available to book online. Ahead of this, we will send you over the seasonal menu s where you will need to select 2 starters, 2 mains and 2 desserts to try. You will then need to choose 1 starter, 1 main and 1 dessert for all of your guests after your menu tasting . If you would like a choice menu there will be a £5 supplement for a starter course, £10 for a main course and £5 for a dessert course per person (this can only be done for a maximum of two course) . If you or any of your guests have any dietary requirements then just let us know, we will either adapt
your chosen dish es where possible or they’ ll be offered an alternative which will be discussed with one of our chefs at your tasting If one of you have a dietary requirement such as vegetarian or vegan, this will be one of the options included at your menu tasting out of your two dishes You can also try additional dishes at your tasting for an extra cost and will just need to let us know when booking. Please let us know if you require your meat to be halal.
• At your menu tasting, you will also enjoy a selection of canapés which will be chef’s choice on the day plus chef ’s choice of sorbet and a selection of wines. In your package, you have our house wine included so if you wish to upgrade your wine , there will be a supplement cost. If you don’t have canapés or sorbets included in your package , just let us know and we can confirm the price for you !
• At your menu tasting, one of our chefs will pop out to say hello and discuss your menu with you! If there’s anything you want to change then just let us know. After your tasting, we will be in touch to confirm all of your choices and any upgrade costs
• Any children attending will be offered a separate children’s menu that you can also select - please be aware that it will be one set menu for all children attendin g unless they have any dietar y requirements . If you wish to upgrad e any children to an adult’s choice of food there will be a supplement cost
Who books the r egistrar?
• You are responsible for booking your ceremony and will need to book the registrar a nd arrange a ceremony time directly with them- please let us know once you have booked your time . The contact details for Hertford Registrar are: The Register Office, County Hall, Pegs Lane, Hertford, SG13 8DE. Telephone num ber- 0300 1234 045. The most booked times are 12pm, 1:30pm or 3pm for your ceremony
When will you be in touch?
• We will be in tou ch throughout the planning journey to invite you alon g to your menu tasting and any events we may host like our Wedding Showcases If you have any questio ns or would like to pop in for catch up just let us know! We’ll also be in touch regarding your 50%/ 75% payment and to arrange your final details meeting
When are my payments due?
• Your £2 ,000 non - refundable deposit (intimate weddings £1,000 nonrefundable deposit and Exclusive Use weddings £5,000 non - refundable deposit ) is due at time of booking along wit h your signed contract. Y our next payment of 50% of the estimated remaining balance listed in your contract will be due six months prior to your wedding date , and your 75% of the estimated remaining balance listed in your contract will be due t hree months prior . Your final payment will due four weeks prior to your wedding date and after your final details meeting onc e you have confirmed all guest numbers and any extras you have added Breakdowns for payments are included in your wedding contract , and payments will be based on this Our prices include the current rate of VAT
What do you need to bring with you/ have ready for your final details meeting?
• Final numb ers including adults, children (including ages) and any babies (we’ll need to know highchair numbers please and overall number of guests )
• We’ll confirm with you your final menu choices and any adaption’s to your menu, drinks reception choices, canapé selection (if included or added on ), wine choices and your evening food option
• Decorations for you r ceremony option and Great Hall or Oak room
• All of your supplier names, contact details , PLI certificates from all suppliers and PAT certificates if using our electricity. We’ll also need to know if they require a hot supplier meal and 1 soft drink (charged from £35 per person and will be served during your wedding breakfast - please make us aware if they have any dietary requirements ). If they are on our suppliers list already we won’t require any certificates as we have these already
• Timings for the day need to include your ceremony time , receiving line (optional) and the decision on whether your speeches will be before or after your wedding breakfast (We do advise that you don’t have your speeches during your meal service as this will delay your meal service) If you have a few nervous speakers, we do suggest the speeches are done before your wedding breakfas t
• Any diet ary requirements your guests have. We will provide a table breakdown document for you to complete and send back to us no later than four weeks before your wedding day so the kitchen can be prepared . If a guest has more than one dietary requirement please make sure to put them under ‘other’ and
specify their dietary requirements - e.g other: vegetarian and gluten free Please let us know if you require any of your meat to be halal.
Are there dining options for me and my guests who are staying night prior?
• Book a private space for you and you r loved ones to gather before the big day! Please check with your wedding coordinator to see if the Oak Room is available on your date - room hire starts from £400 . We can offer our dinner menu (please ask us for a sample menu) for which we will need a pre - order returned to us no later than 10 days prior. Available for a minimum of 15 and maximum of 25. We can do buffet options for 25 guests and over starting from £25pp . We can also offer our Private Dining packages
• Book in for resident dining in the Drawing Room. This space is not private and used for hotel residents . Timings are available every 15minutes for between 110 guests (maximum of 10 per table) Please note that this is subject to availability as we may have other events taking place.
• There are local restaurants in both Ware and Hertford, which are about a 10 minute cab journey away . Ask your coordinator for a list of recommendations should you decide to dine offsit e
What time can our suppliers access our ceremony and r eception rooms from?
• For the Long Gallery and Great Hall, you can access from 8am. For our Sakura room, you can access anytime from 8am . Unfortunately, we can’t guarantee night prior access , but please do ask and we ca n let you know nearer the time All suppliers must collect all their items by midnight on the night of your wedding- we’re unable to take any responsibility for missing items
Do you provide any stationary?
• On the day we will provide simple direction al signs for your guests within the venue so they know where to head throughout the day! All other stationary is to be supplied by you If you are providing a menu for guests to view on the day, please send it to us to proof read before you print. We recommend 1 menu per table rather than individually for guests.
Can we have fireworks?
• Unfortunately not, as our neighbours are very close , but you can have sparklers outside
Do you offer corkage or allow external catering?
• All of our food and beverage offerings are all done in house , but if there is something particular that you would like, please do let us know and we’ll let you know if we can provide this for you and the cost involved
Our beautiful gardens at Fanhams Hall
• You will have full access to all our gardens and grounds , where your day is our wedding team’s only focus . If your wedding breakfast is being held in the Great Hall you and your guests will have private access to the Library Lawn terrace and formal gardens . If your wedding breakfast is being held in the Oak, you and your guests will have private access to the Chestnut Lawn.
Do we have to finish at midnight?
• Feel free to keep the party going for as long as possible! We’re happy to extend your day until 1AM for an additional £500 on Fridays and Saturdays only or until 12:30AM for £250 Otherwise , the bar will become a resident’s bar after midnight. A ny guests that are staying with us will be able to have a few drinks in the bar area once your wedding has finished We will only be able to charge back to the guest’s bedroom after this time and all guests will be responsible for paying on check out Non- resident transactions will not be possible
Can we have a pop up bar within our wedding breakfast room and how does an account bar work?
• We can do a bottled pop up bar in the Great Hall and the Oak room. The set up and staffing cost for this is £250. Please ask your wedding coordinator for a list of what is served on the pop up bar
• You can also opt for an account bar at your final details meeting. You can set the amount and any restrictions such as no shots, no doubles or no bottles. Your function manager will let you know when you are nearing your limit and you can choose to either extend this or end your tab. If you would like to set up a token system, you will need to provide these please! Your guests have t he option to pay with card (we are a cashless venue) or can charge back to their bedrooms if they are staying with us. There is no minimum spend for card payment s
When can we get into our bedroom ?
• Bed room s can be accessed from 2pm . Check out the next day is at 11am.
Can I get ready at the venue?
• On the morning of the wedding, we can provide a changing room for you and your wedding party to get ready in together. If you are getting married on site, the changing room is complimentary on the weekend and £250 for a weekday wedding/off - site ceremonies. Your wedding party will need to move their belongings from the changing room during the room turnaround time later in the day . For our wedding couples, we will move your belongings to your bedroom for you , please be sure everything is packed all together so your function manager can make sure everything is taken up
Why is there a cost involved for a changing room ?
• If your wedding is on a weekday or being held offsite, there is a £250 charge for a space to get ready in on the day of your wedding. Our changing rooms are our gorgeous meeting rooms that are transitioned into a big space for the wedding party to get ready together in. The room hire charge is to guarantee you have a space to get ready in on the day of your wedding rather than a meeting using this space. In the changing room we provide a full length mirror , make up chairs and table mirrors for your party to use
Where can I have breakfast the morning of my wedding ?
• You can enjoy a delicious continental style breakfast (served with filter coffee and a selection of teas) served in your changing room for an additional charge of £15 per person for any guests staying with us or not. We can only provide food for a maximum of 8 guests at 8:30am You are still welcome to go into the Lakeside Pavilion for breakfast if you are staying with us the night before as this is included in your room rate if booked directly with us . Our changing rooms can i nformally hold up to 15 guests s o perfect for your hair and make up to commence!
• If you have anyone that would like to join you for b reakfast the next day but aren’t staying, please do let us know and they will be charged at £22.50 per person to join you in the Lakeside Pavilion
Are you dog friendly?
• We have a handful of dog friendly room s here at Fanhams Hall . For Friday and Saturday bookings, one of them is already included in your compulsory bedrooms, which is a ‘courtyard comfy’ room. If required as a dog friendly room, this will need to be mentioned at the time of booking and will also incur a charge of £4 0 for additional cleaning per dog for a maximum of 2 dogs . We do allow dogs on the grounds and they must be on a lead. We would love to welcome dogs inside but unfortunately they aren’t allowed anywhere that has food being served. If you would like them to be a part of your ceremony, please speak to your wedding coordinator
How will our day run and who will run it?
• Your Wedding Coordinator will be with you up to t he day of your wedding. You will then be introduced to one of our Function Managers who you will meet in the week leading up to your big day. They are the experts in running weddings so please be assured every last detail will be handed over for them to turn your vision into a reality !
Please find an example of timings below. This is just a guideline and can be changed to fit around your day :
1PM
Guests Arrive
1:30PM- 2PM
Ceremony (you will meet with your Registrars separately before your ceremony)
2PM- 3:30 PM
Drinks r eception (perfect time to see your guests and have your photos taken)
3:30 PM- 4PM
Receiving line (t raditionally involves the wedding couple and parents to welcome everyone into your wedding breakfast, don’t worry if you don’t want to include this )
4PM- 6PM
Wedding Breakfast (serve time at 4:15pm once all guests are seated )
6PM- 6:30 PM
Speeches ( if you would like these done before your wedd ing breakfast, just let us know )
6:30 PM- 7:30PM
Room turnaround (s et up time for your DJ/ Band - your bar area will be available for all of your guests or can be the perfect time for them to check in and freshen up ). Tea and coffee will be available as a tea and coffee station for your guests to enjoy if included in your package in the Library
7PM
Evening guest arrival
7:30PM
Evening reception to start
8PM
Cut your cake and first dance
9PM
Evening food (w e’re happy to serve this earlier on in the evening)
12AM
Evening Reception f inish (we can extend this to 1 AM for an additional cost of £500 s o the party can continue or £250 to continue until 12:30 AM! Friday and Saturday’s only). At midnight the bar area will turn into a resident’s bar and all charges will be charged onto your guests bedrooms
Where can my guests leave their belongings?
• Guests can leave bags and coats behind reception, however this is at their own risk and Fanhams Hall cannot be held liable for any damage or loss of goods
Are we limited to your suppliers?
• We have a list of suppliers that have worked at our venue for a number of years, but you can of course supply your own . Any suppliers that need to use our electricity will need to provide a PAT testing certificate and all suppliers will need to provide their public liability insurance certificate The only time we are restrictive to our suppliers is for the festoon li ghting and fairy lights on the Minstrels G allery in the Great Hall, as we are a listed building. If you are using
one of our suppliers, we won’t require any certificates as we have these already from the m
Who will look after our presents and cards on our wedding day?
• Fanhams Hall cannot accept any responsibility for any gifts or cards. Please make sure a member of your w edding party look after these for you throughout the day and evening You will have a dedicated table for these
Do you have a ladder my suppliers can use?
• Due to health and safety we’re unable to provide any suppliers with ladders . If you let them know before, they shou ld be able to provide their own
If I’m having a wedding car, where can it park for photos?
• This can be parked in our beautiful Courtyard near our reception entrance.
Can my guests leave their cars in the car park overnight and what time will they need to be collected from?
• Guests are welcome to leave their cars in the car park , but Fanhams Hall are unable to accept any responsibility for cars left. Cars must be collected by 12PM the next day please. Our local cab company A2B cab s can be contacted on 01920 462 929 No cars are to be left outside the main entrance
Can we bring fun colouring packs and bubbles for the children?
• Of course - these can be set out before your wedding breakfast by your function manager. We love to see children enjoying themselves , but please make sure they are supervised all day by an adult
What’s included in the children’s package?
• Children 0 - 2 year olds who require food are priced at £25. Children 3 - 12year old are priced at £ 40. Both p ackages include their food, beverage and chair hire. All kids over 12 are the adult pricing and discussed at time of booking
Can we have ceiling decor?
• We love seeing unique displays in our spaces. Please discuss what your ideas are about any ceiling displays with your wedding coordinator before confirming any bookings for your special day
THE CEREMONY
How many chairs will th ere be either side of the aisle?
• In the Long Gallery t here will be four chairs either side of the aisle . For our Sakura space, it will be dependent on your numbers so please do ask and we can send you over a bespoke plan!
What if I have more guests, what are your maximum numbers?
• We can seat a maximum 130 in the Long Gallery and Sakura . For an outside ceremon y, the numbers will be the same in case of bad weather
Who will play the music for us and what format does it need to be ?
• Your function manager will look af ter this for you and more details can be found below ;
�� How to Create the Perfect Wedding Playlist on Spotify
Creating a personalised wedding playlist ensures your special day sounds exactly the way you want it to. Follow this guide to set everything up smoothly and stress - free.
�� What You’ll Need
A Spotify Premium account
A device you own (smartphone or tablet) with:
o Bluetooth capabilities
o Fully charged battery on the day (charge to 100%)
Password written down or saved securely to give to the function manager
All playlists downloaded for offline playback
�� Playlist Sections and Suggested Lengths
Below are the essential playlists to create. Add songs that match your vibe for each part of the day.
Ceremony guests' arrival : 30- 45 minutes
Wedding party entrance : 1- 2 songs (if different to Brides)
Bride's/ Groom’s entrance: 1 song– think about what part of the song you want to walk down the aisle, note down the time
Signing of the registrar : 10 –15 minutes
Ceremony Exit : 1st song- main one, followed by 3 - 4 songs for guests exit Drinks reception : 2- 3 hours
Wedding Breakfast entrance: 1 song – think about what part you want to walk into the room. Function manager will get everyone stood up waving their napkins if that is the vibe you are going for
Wedding Breakfast background : 2- 3 hours
�� Pro Tips
Use crossfade settings in Spotify for smooth transitions (Settings > Playback > Enable Crossfade).
Consider instrumental versions or acoustic covers for ceremony parts.
Disabling explicit content might be an idea for a family friendly wedding.
Example playlist titles -
�� It’s your day – make it personal, make it meaningful, and let the music reflect your unique love story.
If I have l ive music (string quartet, harpist etc) where will they be?
• Either as your guests first enter the Long Gallery, in the alcove (on the left hand side of the Long Gallery) or to the right hand side of the registrars table. In the Sakura , they can be either at the back of the room by the entrance or by the registrars table
We’re planning on getting married outside - what chairs do we have, is there a PA system / microphone and what happens if it rains? Will this be sectioned off so our ceremony remains private?
• For the Japanese Tea House, you will have our white foldable chairs which will be used for your ceremony only . For our Gazebo Lawn it will also be our white foldable chairs For both your ceremony and wedding breakfast inside , you will have the limewash chiavari chairs. If you are having sashes, these will need to be provided for your Ceremony and Wedding Breakfast as the chairs aren’t moved from the rooms
We have a PA system at the Japanese Tea House for your music that you are more than welcome to use; we can also provide one hand held microphone for your ceremony. For the Gazebo Lawn, we have power outside so again can provide a PA system for music and one hand held microphone.
On the day of your wedding, the registrars will decide where your ceremony will be held (inside or out) and if it does rain we will always have a backup ceremony room inside for you.
Can we reserve seats?
• Of course - we normally recommend the first two rows on either side . You will need to provide your own stationary for this should yo u wish to have reserved seating with personalised signage
Do you provide an aisle carpet? If not, how long should it be?
• We don’t have a carpet here for you to use , but we have a couple of fantastic suppliers who can help! If you let us know your wedding numbers for your ceremony, we can let you know the size of the carpet you will need. We normally recommend a c arpet of 15 metres by 2 metres. If you are looking to have an aisle runner for your ceremony , please speak to your wedding coordinator
Will someone move our flowers into our wedding breakfast r oom for us?
• Your florist will need to do this for you after your ceremony has finished
Where do we meet the registrars?
• One of you will meet your registrar s in your ceremony room and we can provide a room for the other person to meet the registrars in . You will be unable to meet the registrar in a bedroom , but we are happy arrange a complimentary space, if you are getting married here onsite
Can we have a welcome sign in the ceremony room and do we need to provide an easel?
• Of course! We allocate two easels for your day, a nd we will happily move this around for you throughout the day. Previously , couples have had one side printed with a welcome sign and then the ot her side with their table plan
Can we decorate the stair case in the Main House ?
• This space is already decorated by our team and cannot be changed as it’s an ongoing display for all guests to enjoy. Don’t worry, it’s always something neutral to make sure it goes with any wedding taking place in the main house.
Will the bar be open before our ceremony starts?
• Your private bar will be open for your guests to enjoy a drink , but no drinks are allowed to go into the ceremony room s
DRINKS RECEPTION
When do we take our group photo of everyone attending?
• Your group shot can be taken out on the grounds after your ceremony. If it rains, you can use your ceremony room to take this shot and we will be able to move the chairs for you - unfortunately confetti can ’t be used inside! We only allow biodegradable confetti or real flowers for outside
C an we have live music and where would they be located?
• We do allow live music both inside and out for your drinks reception. For the Library, they can be positioned within the alcove or we can run power for them just outside the doors. No live music is permitted outside during the evening
Can we have light nibbles and are we able to bring our own to place out?
• We don’t allow external food on site unfortunately. We would suggest catering for a few of your guests i f you do want to add on canapés for everyone
Can we decorate the fireplace mantel in the Great Hall ?
• Of course! Please let us know at your final details meetin g what creative ideas you have and if you need any measurements
Who will place out our decorations for our drinks reception?
• Your function manager will be happy to put out small decorations for you and we can discuss this at your final details meetin g
Instead of having a receiving line, can I extend my drinks reception?
• Absolutely! Some people like to have a two hour drinks reception so they make sure they get all the photos they want and have plenty of time to spend with their guests too
Will we miss out on canapés if were having photos taken in the grounds?
• Don’t worry, we make sure you have your own selection of canapés to enjoy
Can our photographer come up with us before hand to look at the grounds?
• Of course - just let us know when so we can check what is happening here on the day. Don’t forget on the day of your wedding we will have our golf buggy available to get you round the grounds and get all those amazing shots
WEDDING BREAKFAST AND EVENING RECEPTION
Who will announce us into the room?
• Couples l ove to ask their wedding party or a close family friend to do this for them! Don’t worry - we’ll let the m know when it’s the right time. We also have some fantastic toast masters we can r ecommend to help your day flo w
Do I set up the ceremony or wedding breakfast room?
• We’ll happily set up your place cards, menus, table numbers, favours and any small decorations but any flower s or centre piece display s will need t o be set up either by your wedding party or a supplier
Can we have festoon lighting?
• We love seeing the festoon lighting in the Great Hall and it suits all year round! Two of our sup pliers Coral and Blue and Dress it Yourself , currently supplies these and their details can be found further on
Do you provide fairy lights?
• We don’t provide them but you’re more than welcome to have them! Just ask for our recommendations for supplier s
Can we decorate the torches on the walls of the Great Hall?
• Many couples add flowers, foliage and fairy lights so you’re more than welcome to do the same! We have 8 in total. This is something your supplier or wedding party will need to set up for you
Do you have a projector and screen we can use for speeches and where would this go?
• We do and we would be happy to provide this complimentary for you. We do ask that you provide the laptop and all the cables needed. This will need to be set up ahead of your wedding breakfast and will stay there until your room turn around The position of the screen will be dependant on guest numbers. We won’t be able to provide a screen if you are at maximum numbers unfortunately due to space
What is the maximum numbers for our top table?
• A maximum of 12 can be seated on the top table You are more than welcome to have a long top, round top table or even a sweetheart table for just the two of you. A floor plan can be found later on in this pack
Where will our cake go?
• Your cake will be positioned just behind yo u for all of your guests to see. Your function manager will then bring this out just before your first dance for that a ll important cake cutting shot
What favours can we have and who will set these up for us?
• Your function manager will happily s et your favours out for you! B iscuit s, macaroon s, cupcake s, gingerbread or a small sweet gift is absolutely fine! Some couples have a charitable donation or even a lottery ticket. As mentioned earlier, we don’t allow alcoholic favour s, candles or matches
Are table number stands included?
• We can provide you with small silver stands , but you will need to provide your own table numbers or table names
What external food do you allow?
• We allow wedding cake s, wedding cupcakes and/or cheese tower If you do have a cheese tower we do not permit external accompaniments such as crackers, grapes or chutney and can provide these for you We also allow a sweet cart, chocolate fountain and a candyfloss machine. You can also have a dessert buffet to include sweets, mini cupcakes, cake pops, cookies etc. This must be supplied by a reputable and certified company please We will also require a waiver form to be signed as well
Do we need to clear everything down at the end of the evening and where will it all be stored?
• Your function manager will clear everything away for you at the end of the night and store it in our wedding store for you to collect the next day . All suppliers must collect and clear away at midnight please. We do not take any responsibility for any lost or damaged items. Anything left behind will be donated or discarded, so please be sure you have not forgotten anything! We will store your items for a maximum of 24 hours after your wedding date
How many people can I fit on a table?
• On a standard round 5ft table you can fit 9 chairs. If you would like more than 9 on a table , we have 4 x 6ft round tables that can fix a maximum of 12 gueststhese can only go in certain locations in the Great Hall so please ask for an updated floor plan
Is there a PA system for background music and do you have microphones ?
• We do have a PA system and two microphones in the Great Hall and your function manager wi ll look after this for you both.
How big is the cake stand?
• We have a ro und and square which are both 4 0cm in diameter (15 inches diameter) . We also have a cake knife that you can use on the da y
When does the cake get served?
• After your cake cutting , your function manager will take it away to the kitchen to be cut up. It will then be served with your evening buffet for your guests to enjoy At your final details meeting you can let us know which tiers you would like cut or saved and how much to be served . If you would like your guests to take any home, please provide cake boxes for them. After your wedding - we can only store your cake for a maximum of 24 hours. We will also need to know your cake allergens such as nuts, eggs, dairy, gluten etc. Please ask your cake supplier to send over a detailed allergens sheet for us to display on the day
How long will the evening buffet be out for and can my guests take it home?
• Your buffet will be left out for your guests to enjoy for a total of 2 hours. We can ’t allow any food to be taken off site unfortunately. Your evening buf fet is usually served around 9PM
What is your candle policy?
• We only permit LED candles to be used. Unlit candles aren’t able to be used for decoration
Are any of the fire places working fires?
• The fire is in th e Atriu m Bar is the only working fire
What can we use the Minstrels Gallery for?
• As the Minstrels Gallery is listed we aren’t able to put anything heavy up there so no DJ’s or Bands but it is the pe rfect place for a strings duo, your bouquet throw in the evening later on, or your photographer to get an amazing shot of your guests enjoy ing your wedding breakfast and to see the room all set up before your guests enter
Can the Wadesmill in the Great Hall be a dance floor instead?
• The Wadesmill is used for our evening buffets only as there are specifi c plugs for our hot plates and it provides a quieter area for your evening reception
Can we use the sweet cart without the sweets?
• Of course, for just £ 100 you can hire the cart on its own or for £150 we’ll include the sweets, scoops, jars and bags for your guests to enjoy! Or you can provide your own sweets, jars, scoops and bags and we can provide a white clothed trestle table at no additional cost. Please be sure you assign someone from your p arty to set this up on the day if you are providing everything
What if I have more guests, what are your maximum numbers?
• Our maximum nu mbers for a wedding breakfast are 130 in the Great Hall . If you have any last minute additional guests, we will need to know at least 2 weeks before your wedding day please. Anyone added on after the 2 weeks, we may not be able t o accommodate due to food orders
Do you provide highchairs for babies?
• We do- just let us know at your final details meeting how many and make sure to include them on your table breakdown
Lift Access
• The venue has direct lift access to the Sakura wedding ceremony room . The Long Gallery is limited when it comes to the ceremony. Please ask your coordinator for more information on this. Please also keep in mind that we have one accessible bedroom only but plenty of bedrooms located on the ground floor if required.
If a guest cancels, when is the latest I can get a refund? What if it’s later than the time frame, what are my opti ons?
• The latest we can be notified of any guest cancel lations is no later than 2 weeks before your wedding date. We can offer you a full refund if you still meet your minimum adult numbers, after this time any cancelled guests will be non refundable. We also have the option of ‘Olio’ who will arrange pickup and delivery of these meals to those in need of a hot meal. Please do speak to your wedding coordinator regarding any cancelled guests and we will always try to help as we kn ow sometimes it can’t be helped
How many guests can I have for my evening reception and how many of them must be catered for in terms of evening food? What happens with my gues ts that have dietaries and will there be someone serving the food?
• It is a maximum of 200 people for your evening reception and 85% of your total day and evening guests must be catered for. All of the food will be labelled for your evening buffet and vegetarian / vegan food will be kept separate. On the evening, someone will monitor the buffet station t o make sure there is an even allocation of food. For some packages - 100% evening catering is required and this will be stated in your package within your contract
How many tables will be taken away in the room turn around and where do my guests go during this time ?
• During your room turn around, you r guests will be invited into the bar area . It’s also the perfect time for your guests to check in and freshen up ! In the Great Hall a few tables will be cleared away , this can be discuss ed at your pre wedding meeting with your function manager
Will tea and coffee be served to the tables after dinner?
• We offer a ‘tea and coffee station’ instead in the Library during the room turn around For the Oak room, this will still be served in the Oak.
Will the wine included in our package be pre poured or left on the table?
• You can have the wine on the tables or we can serve it for you. This can be confirmed at your pre wedding meeting with your function manager. If on the table, the white wine will be on your tables in ice buckets and the red wine will also be on the table. Throughout your wedding breakfast our team will be serving your guests. Any wine left over can either be put on a table within the room or left in the bar area for guests to help themselves to . On each table you will also have jugs of iced water
Where can my photo booth go?
• In the Great Hall, your photo booth can go in the Wadesmill, under the Minstrels Gallery or in the alcove in the Great Hall In the Oak, this can be in the Oak room or the White Hall
Are we allowed a smoke machine / low haze machines / dry ice and confetti can non?
• Smoke machines , low haze machines or dry ice are not permitted due to our smoke alarms. We permit confetti can nons inside only for your first dance
How will my tables look before we add any touches to them?
• Please see an example table set up. As standard, glassware, cutlery and white linen are all included - napkins will be white and folded into a booklet. If you are looking to hire in another colour or add charger plates, please do let us know as we will need this before the room is set
How many bedrooms do you have on site?
• We have 77 bedrooms in total and these come on a ‘first come, first serve’ basis so make sure your guests book early. Our preferential rates in your contract apply to our Courtyard Bedrooms only and can be booked on these rates until 2 weeks prior to your wedding date. As we have a limited number of bedrooms in the Main House, our best available rate s can be booked online via our main website one year before your wedding date
• Once you confirm your wedding date with us, your signature room will be booked for you complimentary (based on your package) and 10 bedrooms put on hold for your guests to book Once these have been booked, we can then add more depending on availability. If you have compulsory bedrooms included in your contract, these will be held once your booking has confirmed. We will then need to know the guest names for these bedrooms and they will be added to your final wedding payment.
• To book a room on the discounted wedding rate, we will require full pre payment at the time of booking. For a family room, single room or co mfy rooms needing an extra bed, please contact the reservation team directly who will be able to arrange this for you
• Guests can check in from 2pm and we’re unable to guarantee an early check in. If you’re looking to din e the night prior with your wedding party please do contact us and we can send over your options
• Bedrooms will be available online (depending on availability) until 8 weeks prior to your wedding date, after this guests will need to phone the hotel directly to receive the discount - this will end 2 weeks prior to your wedding.
C ontracted Bedrooms (For Friday and Saturday wedding bookings)
• We require a minimum of 6 x Courtyard Cosy bedrooms, 6 x Courtyard Comfy bedrooms, Holly and Rose Signature rooms (in the main house) to be contracted for the night o f your wedding for all Friday and Saturday bookings in the Great Hall . These mandatory courtyard bedrooms have been allocated to ensure the comfort of all guests due to potential noise impact of your event. A floor plan of the rooms can be found below
• The Chestnut signature room is included in the package for the night of the wedding for our Great Hall weddings. Intimate weddings that take place in the Oak can add on a Signature room of their choosing based on availability at time of booking.
