How to Book the Perfect Weddiing Site

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How to Book the Perfect Wedding Site

Both at Thornewood Castle or Elsewhere – 10 Key Steps

(Note: Thornewood Castle answers shown in italics. Especially see our [This can save you money] notes below on how our wedding package prices save you money at Thornewood Castle).

Welcome to Thornewood Castle. Your wedding will be a very important and special day in your life. We have had many wonderful and beautiful weddings here at Thornewood Castle. Thornewood is a very special romantic and poetic location. We have written this brief guide to highlight important considerations in selecting and planning for the use of your physical wedding/reception site, or "venue".

1. First, pick a date(s). You will be more likely to get your desired venue [and possibly save $ money] if you can be a little flexible in your perfect date. Saturdays always fill up first, then Sunday’s, then Fridays and then occasional weekdays. Many venues will charge extra for Saturdays. For week days, you often can have your choice of any date. If you want an outdoor wedding, wedding sites with nice outdoor locations will book the summer weekends very fast, often a year in advance. Be sure you eventually pick a date that will not change. Most sites will require a non-refundable deposit to hold your selected date.

At Thornewood Castle: All the above applies to us. Because our sunken garden is so beautiful in the summer for an outdoor wedding, our summer weekends (May/June to September) book very early. December is another very busy month and you want to plan ahead as much as possible if a holiday motif is your heart’s desire. Thornewood is exceptionally beautiful during the holiday period. Our Christmas decorations are usually up by mid November.

2. Then decide how many wedding/reception guests you plan on having. This is a very important decision—both your (1) site selection and (2) your total costs will hinge directly on this number. Every site has a maximum number of guests that it can accommodate (often regulated by the Fire Marshall). Some wedding sites will also charge extra for guests above a certain number, for the extra wear, tear and personnel it often takes. Your total number of guests will significantly narrow your choices of wedding sites. Your wedding guest count will either be (1) too large for a site to accommodate, or (2) too small (i.e. the site’s minimum charge is too large to be practical for your size group), or (3) you will fit right in the group size range that fits (numbers and $ cost) for that wedding site. Also, all caters quote their prices per guest. So your group size is very important and the earlier you can estimate this number (and hold to it without changes) the better for you.

At Thornewood Castle: Our facility size and standard rental fee usually works best for wedding groups up to 100 guests. We potentially could host a much smaller group, with a somewhat smaller rental fee, on a weeknight [This can save you money]. (See our fee schedule below). Call for quote on weddings larger than 100 guests.

3. Parking. Your guest list will determine the number of car parking spaces required. Determine where you guest will park and any necessary parking arrangements. Be sure to discuss this with your potential venue. Many sites have limited on-site parking and you will need to arrange for a shuttle to and from an off-site parking location. You have a lot of options for the shuttle. You can arrange for valet parking or self-parking with a shuttle. The shuttle can range from a rented car or van to a small shuttle bus. You can hire a parking company to handle all details or hire just a vehicle and driver. Be sure your wedding invitations specify the parking arrangements and where your guests should first drive to. Often some car-pooling is helpful.

Thornewood Castle: for a wedding party of up to 100 guests, we have on-site parking for about half or more and an available adjoining parking site at the gate that can accommodate the rest of your guests. No shuttle is needed [This can save you money].

4. Next decide if you will host your wedding ceremony and your reception at the same or different locations. Generally, it will cost more the longer your time requirements and two sites will often cost more than one. Also decide your time preferences, for the ceremony and reception. Many sites host two weddings a day and you will have to select from time slots that are available. Almost all locations will have both a time of day/night limit and an overall event time limit.

At Thornewood Castle: Our most common wedding event is the combined ceremony and reception [This can save you money], but we can accommodate just the ceremony and/or just the reception. We also host only one wedding on a given day. All wedding events here must be completed by 8:00pm (including clean up). Our scheduled event time is for six hours (for either ceremony and/or reception) including set up, photos and clean up. So, for example, you could book 2-8pm, or 1-7pm, or 12 noon-6pm, etc. Special arrangements must be made for later reception/wedding times. Please discuss with Deanna if you want a reception lasting later into the evening.

5. Decide if you will serve alcohol and which kinds (champagne, wine, red wine, beer, keg beer, hard liquor, etc.) Many sites will have different polices on this and you will want to find one that matches your preferences. Be aware that many sites will at least prohibit red wine (for the stains). All venues will require that all Washington State Laws be followed regarding alcohol service. Some sites will require you to purchase all alcohol through them and thus the alcohol is catered by the facility. This arrangement is typically the most expensive for you. Other sites will allow to you to bring your own (you will have to purchase the State Banquet Permit for a nominal $10 fee from any state liquor store). Sometimes the alcohol is catered in by a business or caterer licensed by the state to do so You will have to shut the bar down well before the scheduled end of your event. Many wedding sites have learned that the hardest part of hosting wedding parties is ending them, by the scheduled time, if alcohol service is not ended before the scheduled ending time. You will want to do your part to make sure that everyone safely enjoys himself or herself.

At Thornewood Castle: We do permit you to bring your own alcohol, [This can save you a LOT of money]. But we do not permit keg beer, hard liquor or red wine. (Red wine may be served if beer is not served). We do require an alcohol server (i.e. no self-service of Alcohol). We can recommend some sources of bar tenders, if needed. Alcohol service must end one hour before your event scheduled end time (it’s needed for clean-up time anyway). Alcohol may also be catered in by any business licensed by the State to serve in such a manner.

6. Clarify your catering and setup options. Determine what catering restrictions of the venue. Many have exclusive caterers. Clarify what tables, chairs, if any and any other equipment comes with your site rental. Most sites will require your caterer to be responsible for all tables and chairs associated with food service. Many sites will require you (or your caterer) to be responsible for renting chairs for your ceremony/reception (including set up and take down). Decide and clarify what decorations you will need or want and what is permitted. Many venues will also charge your caterer a percentage of the caterer’s fees to you, which fee is usually buried in your bill form the caterer.

At Thornewood Castle: We allow your choice of caterers [This can save you money], subject to their meeting all health code requirements (and we haven’t had prior bad experiences with them) or you may do it yourself [This can save you money]. We also do NOT charge your caterer a percentage fee [This can save you money]. We can recommend some caterers to you, if you want some references. Our rental fee includes all chairs for your ceremony (including our labor to set and take down, either in the garden or inside the house) [This can save you money] plus chairs/ tables in the ballroom for about 75 people [This can save you money]. Your caterer will need to provide their food service tables and any other tables required (we can also rent you and set up these extra tables for a small extra fee [This can save you money]). Most brides find that minimal or no additional decorations are needed are Thornewood Castle [This can save you money].

7. If your wedding is outdoors (which can be lovely), have a plan B, in case of bad weather, such as tent rentals and bathroom facilities.

At Thornewood Castle: Fortunately, our home is large enough to accommodate your entire wedding party inside OR outside, so this is not an issue for 100 guests. [This can save you money (i.e. no tent rentals)] For a larger number of guests please speak with Deanna regarding inclement weather arrangements.

8. Understand all restrictions and/or availability of any other requests, additional equipment or personnel requests you have. Examples include DJ’s, music, dancing, gift tables, photograph easels, projection screen, coat racks, handicap requirements, rose petals on the lawn, throwing rice on your departure, limousine parking, space to unload your horse & carriage, helicopter landing site, sea plane accessibility, etc. (We have seen them all).

At Thornewood Castle: We allow many of the above and have space to accommodate a wide variety of requests. We also have a professional sound system, including microphones that you may use in the house. Just bring your ipod or CD’s [This can save you money]. We also have a large 10’x8’ projection screen that drops from the ceiling [This can save you money] (bring your projector).

9. Get a written contract. Be sure to read it very carefully, asking questions about anything you do not understand. If you want something that is different than what is in the written contract, do not rely on a verbal statement that you will get what you want and to ignore the written contract. This is very important. The purpose of the written contract is to clarify what everybody is to do and exactly what you will receive (who, what, where, when and how). Especially understand when payments are due, what is and what is not refundable and potential cancellation conditions and any other venue restrictions. Don’t ignore these restrictions and assume they don’t matter.

At Thornewood Castle: We work especially hard to make sure everything is in our written contract with you. We go an extra mile and also will furnish you with brief letters for you to give to your selected "sub contractors” (such as photographer, D.J., etc.) that explain to them what our requirements and agreements with you are.

10. Confirm Price and what is included.

THORNEWOOD CASTLE WEDDING RENTAL PACKAGE PRICES:

Saturday is $4,500 plus sales tax for up to100 guests;

Sunday is $3,500 plus tax for up to 100 guests.

Call us for pricing for other days of the week [This can save you money] or if guests exceed 100 (varies by availability, day of week and number of guests). This fee includes use of the sunken English Garden, the lawn, the loggia (large covered porch), Ballroom and Great Hall for six hours (including setup and clean up). Event must conclude (including clean up) by 8pm or earlier. Includes chairs for ceremony (outside OR inside,) tables/ chairs for guests and all other items as outlined as outlined above.

HOW TO BOOK YOUR PERFECT WEDDING:

1. Please call us at (253) 584-4393 or email us at info@thornewoodcastle.com to check availability of your preferred date(s).

2. Schedule a date and time to meet with Deanna Robinson at Thornewood Castle for a tour and discussion of your perfect wedding arrangements.

3. Then review and sign the event rental contract including a $1,000 non-refundable deposit.

4. Congratulations! Your have booked your perfect wedding site!

Wedding Photos

Interior

500 year-old Stairway