Cedarwood Frequently Asked Questions
How do I decide if Cedarwood is right for me? What next?
Come see us! We can arrange a site tour and initial event consultation to determine if Cedarwood has the capacity and ambiance that is right for your wedding or event. With over 20 years experience in the wedding industry, our staff can give you expert advice to help you with your planning process. If you choose Cedarwood for your wedding site or event venue, we will begin customizing details once a contract is signed. We will meet again as needed to finalize details prior to the big day.
Who will be responsible for running the event?
Cedarwood’s staff will be on-site to help with parking, to make your guests feel welcome and comfortable, and to ensure that everything is set up according to our final planning session. We will work with our vendor-partners so that every aspect of your wedding runs smoothly. Our all-inclusive packages include the services of a professional, certified wedding director that will make your day flawless and stress-free with personalized attention to the wedding party and every detail of the day.
Can I have exclusive use of Cedarwood? Are we restricted to certain areas?
We do not have more than one wedding or event at a time. Cedarwood offers exclusive use of our facilities, including the historic Yarbrough House, patios, gardens, landscaped grounds and parking area for each event based on your designated period. Most brides and event hosts use a combination of sites so that guests have ample room to enjoy all aspects of this beautiful country estate, both inside and out!
Do you have a minimum number of guests for a wedding?
There are minimum guest guarantees for Cedarwood’s all-inclusive wedding packages, but we will prepare the ceremony or reception site according to the number you request. Changes in the guest count should be provided to Cedarwood two weeks prior to the event.
Do you have spaces for indoor and outdoor ceremonies?
Most wedding ceremonies feature Cedarwood’s natural beauty and take place outdoors on our garden terrace. The terrace seats up to 200 guests comfortably on a lush green lawn. The ceremony room inside the historic Yarbrough House can seat up to 60 guests for intimate candlelight weddings.
What happens if we plan an outdoor wedding and it rains?
If the weather forecast predicts a 30% chance of rain, Cedarwood provides a 30 x 40 foot tent for the stone terrace and will move your ceremony under cover. If you are expecting more than 100 guests you must rent an additional 30 x 30 foot tent to cover the dance floor area. Cedarwood will secure the tents from a bonded rental company with the proper permits and a flame protection rating of NFPA701. A separate payment is required to secure a tent.
Are you open all year? Do you offer discounts for Friday or Sunday weddings?
Friday and Sunday package rates are discounted throughout the year. Monday through Thursday rates are even more deeply discounted. Our Morning Glory package offers a substantial discount for daytime rentals. Cedarwood may be booked any day of the year, excluding some major holidays. Holidays will be charged the Saturday rate. A military discount of $250 if offered to active members of the US Armed Forces.
Are my rental rates guaranteed?
Cedarwood’s rates are always subject to change. However, once a contract is signed, your package price is locked in at the current price. The only extra expenses to you are optional amenities that you might select in advance of the event or an increase in your guest count.
Are we required to set up and tear down chairs and tables for our ceremony and reception? Who is responsible for clean up?
Cedarwood’s all-inclusive packages include set up and tear down of all event furnishings, coordination of all amenities, and clean up, so that your only responsibility is to enjoy your event. If you bring any personal belongings to Cedarwood, you are asked to remove them directly after your event. We cannot be responsible for any items left on the property beyond your rental period.
How long is our rental of Cedarwood and are there set times for weddings?
Our wedding and reception packages are based on 8 hour and 5 hour blocks of time. Your contract will specify an “in” time and an “out” time. Additional hours are sometimes available for purchase in advance on a pro-rated basis, based on availability. Evening events must end no later than 11:30 PM. All persons involved with an event are required to clear the house and grounds before 11:30 PM to avoid overtime charges. Early arrivals and late departures by the wedding party, guests and/or vendors will result in a charge against your security deposit at the rate of $125 per 15 minute increments.
Do you have a private bridal suite?
Cedarwood has a Bridal Suite with adjoining powder room. The use of the Bridal Suite is included in our packages. The Groom and Groomsmen are not left out at Cedarwood! Use of our Grooms Cottage is also included.
Are decorations included in the rental rate?
All packages at Cedarwood include beautiful floral and décor, provided by our on-site award-winning florist and event team. For those who want an even more elaborate event, a wide range of designer quality amenities can be added to our packages for an unforgettable experience.
Can I use candles?
Candles are a major element of all events at Cedarwood! We light the interior of the house, and provide candles on reception and service tables. You may also elect to add our signature “grounds lighting package”, which includes a magical display of torches and candles throughout the property. All candles must be provided by Cedarwood, or otherwise approved in advance by our staff. Due to fire hazard, we may restrict the use of candles in certain areas of the house or grounds. All candles must be confined to glass containers.
Can we provide our own flowers and decorations?
Cedarwood’s packages include flowers and decorations for the altar, house, grounds as well as all personal flowers for the wedding party. You can customize and supplement your floral and decorations with our on-site florist. Services such as tent draping and event lighting must be provided by professionals, and no nails, screws or permanent adhesives may be used to anchor decorations. Real rose or flower petals, bells, bubbles or sparklers are acceptable for your farewell on the lawn.
Are tables, chairs and linens included?
Cedarwood’s packages include the essentials for your ceremony or reception. Chairs, tables and service tables and table linens are included. A wide array of specialty linens, overlays, chair covers, chair bows, napkins, china, glassware, crystal, food service and décor items can be selected through our design studio. Damaged table linens resulting from burns, wax, ink or red wine stains, or other irreparable harm will result in a charge your security deposit.
Is there ample parking and easy access for my guests?
Cedarwood has ample, free self-parking for your guests in our one-acre private parking lot. Access to the parking lot directly off Whites Creek Pike and is marked for easy identification by your guests. A staffed parking attendant is included in your package.
Can we have music and dancing?
Our stone terrace includes a 30 x 30 foot dance floor with ample space for a live band or DJ. Amplified music must end by 10:00 Pm Monday through Thursday, and by 11:00 Pm on Friday, Saturday and Sunday.
Do you offer children’s programs or babysitting?
All children must be accompanied by and under the direct supervision of parents or other guardians at all times while attending an event at Cedarwood. Although Cedarwood can not be responsible for the care, safety or behavior of children during your event, we can provide a list of caregivers or babysitters for hire. You may consider special seating or programs for children attending your ceremony and reception.
Are there any restrictions regarding your Pet Friendly Policy?
Cedarwood allows pets to participate in weddings, but at all times must be in the care of an appointed handler. Your pet must be on a leash and kept outside on the terrace or grounds. Special permission must be obtained before allowing them inside the historic Yarbrough House. Your pet may be left unattended in the Grooms cottage inside a secure crate. You and your pet handler are responsible for cleaning up all accidents and making sure the pet behaves in an orderly manner. Damage to the grounds or property by your pet will result in a charge against your security deposit.
Do you provide time for a wedding rehearsal the night before the wedding?
Your wedding director will provide a rehearsal for members of the wedding party upon arrival at your contracted rental period.
Can I choose my own caterer?
Cedarwood’s wedding package includes allowances for food and beverage service. We are happy to contract with a caterer of your choice, providing they are licensed, insured and approved. The Metropolitan Nashville Public Health department requires that caterers providing food at Cedarwood must provide us with a copy of their up to date food permit for our files.
Is alcohol allowed? Can we bring our own?
You may bring alcohol to Cedarwood to be served at your event, but it must be served at all times by a licensed bartender with an up to date Tennessee Alcoholic Beverage Commission Server Permit. Cedarwood will hire bartenders and provide bar set up service at an additional cost. Guests may not bring their own alcohol or serve themselves and cash bars are not permitted. Due to strict laws concerning the serving of alcohol, it is the bartender’s responsibility to ensure that no alcoholic beverages are served to guests less than 21 years of age. All event hosts and bartenders must indemnify Cedarwood from liability and responsibility associated with providing alcohol or they will not be permitted to serve at the event. The bar must close 30 minutes prior to the event end time and no later than 11PM.
Can I bring my own cake? Is there a cake-cutting fee?
A wedding cake and cake cutting service is included in all Cedarwood’s packages. If you wish to arrange for your cake independently, a licensed and insured vendor must supply the cake.
Do you have a smoking policy?
As a historic home, Cedarwood is a non-smoking facility. No smoking is allowed on the porches, the reception terraces or inside any part of the house, groom’s cottage or restrooms. An outdoor smoking area will be designated to accommodate smokers. Damages to linens and furnishings resulting from cigarette or cigar burns will be deducted from your security deposit.
What is your deposit and payment policy?
A $500 security deposit is required to reserve a date at Cedarwood. The security deposit is placed in an escrow account and returned to you after the event, barring damages or overages. Security deposits are refunded on the first Monday of the month following your event. Within 2 weeks of reserving a date, an initial payment of 25% of the total package cost is due with a signed contract. The second payment of 25% is due at your event planning meeting, or 6 months prior to your wedding. The final payment is due in full no later than 60 days prior to the date of the event. Optional amenities or adjustment costs are due two weeks prior to the event. Failure to pay timely will result in cancellation of your event. Payments must be made in cash or by check. A fee of $20.00 will be charged for all returned checks.
What is your cancellation and refund policy?
The $500 security deposit is refundable after the event, less any damages, overages, add-ons or rentals not previously paid. If you cancel the event at any time after the $500 deposit is paid, the security deposit is forfeited. More than six months: If you cancel your event more than six months prior to the scheduled date of the event, your payments are refundable except the $500 security deposit. Within six months: If you cancel within six months of your reserved date, your payments are forfeited unless Cedarwood is able to rebook the contracted date. In that case 25% of your package will be reimbursed; however, the remaining 25% is forfeited as an administrative fee. Within sixty days: If the contracted date is cancelled after the final payment is made within 60 days of the event, the entire cost of your package is forfeited, unless Cedarwood re-books the contracted date, in which case Cedarwood will refund 50% and retain the remaining 50% as an administrative fee.
What happens if we change our wedding date?
If you change your event date more than six months before your contracted date, we will transfer all deposits and payments to the new date. If you request a change of date within six months of your reserved date, the change will be treated as a cancellation and subject to our cancellation and refund policy. A new contract will be required to rebook a date.
Who is liable for damages and/or injuries?
You are liable for all damages to the premises, furnishings, fixtures, carpeting, equipment and landscaping occurring during and/or as a result of your event, whether caused by you, your guests or any other persons on the premises as a consequence of the event other than Cedarwood employees. You are jointly and severally liable for all injuries and/or damages to guests, family, the wedding party and vendors, their representatives, agents, and employees attending the event for which you are contracting the use and/or services of the Cedarwood premises and/or as a consequence of the event, both during attendance at the event and, in the case of alcohol consumption, subsequent to their departure from the event, and you indemnify and hold Cedarwood harmless from any and all liability associated with damages and/or injuries associated with the event.
Terms
Taxes are included on package amenities. A State Sales Tax of 9.25% applies to certain add-ons • No additional service charges are added to our package prices. • Payments can be made in cash or by check. • A $500 security deposit is required to reserve the date for your event. If you cancel the date at any time, you forfeit this deposit. The security deposit is not considered a payment toward your package cost, and will be refunded after the event, barring any damage or overages. • A signed contract must be completed within two weeks of reserving a date. A deposit equal to 25% of the package cost is due upon signing a contract. A second payment of 25% is due at your initial planning meeting, or 6 months prior to your wedding. • Final payment of the balance is due in full 60 days prior to the date of the event. • The cost of additional guests and amenities will be due two weeks prior to the date of the event. • If you cancel your contracted date more than six months prior to the event, your initial payments are refundable. If canceled within six months prior to the scheduled event, payments will be refunded (less a 25% administrative fee) only if Cedarwood is able to re-book the contracted space on the same date. If canceled sixty days or less prior to the event, no refund is made unless Cedarwood is able to re-book the contracted space on the same date (less a 50% administrative fee). • If you change your event date more than six months prior to the event, we will transfer all deposits and payments to the new date. If you request a change of date for your event within six months of the contracted date, the change is treated as a cancellation and a new contract will be required to book an alternate date.
