Cedarwood Frequently Asked Questions
Effective 1.1.2010
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 explore our all-inclusive wedding and reception packages to determine if Cedarwood has the capacity and ambiance that is right for your wedding. With over 20 years experience in the wedding industry, our staff can give you expert advice in the planning process. You can reserve a date at Cedarwood by paying a $500 security deposit.
When do I begin planning?
Within two weeks of reserving a date, a signed a contract and initial payment of 25% of the package is due. Once in place and the initial payment is made, we can schedule a planning session at your request to start customizing details. We ask that you select bridesmaids’ dresses prior to planning so that your wedding colors are established. Initial planning meetings normally last up to three hours. Afterward, Cedarwood will prepare a detailed, descriptive written wedding plan for your review and approval. A second payment of 25% is due at this time. Adjustments to the plan can be made at any time and we can meet again as needed to finalize details. A meeting with Cedarwood’s wedding director will also be scheduled approximately 30 days in advance to discuss wedding day timelines, activities and protocol, including a final review of your wedding plan. A final guest count is due two weeks prior to the wedding and final modifications to the plan, if needed, will be made at that time.
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 complete wedding planning and 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.
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, Pavilion, 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 and maximum guest counts for Cedarwood’s all-inclusive wedding packages. Within these parameters, we will prepare the ceremony or reception site according to the number of guests in your contract/wedding plan. Increases in the guest count must 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 50 guests in the Double Parlor for intimate candlelight weddings. The Pavilion, Barn and front lawn are also possibilities for wedding ceremonies.
What happens if we plan an outdoor wedding and it rains?
If the weather forecast predicts a 30% chance of rain, Cedarwood will move your ceremony to the covered Pavilion. If you are expecting 150-200 guests the rental of a tent for the driveway or garden terrace may be required for adequate, covered reception seating. Cedarwood will secure the tent from a bonded rental company with the proper permits and a flame protection rating of NFPA701. Advance notice of 24-48 hours and separate payment are required to secure a tent.
Are you open all year? Do you offer discounts?
Friday and Sunday evening package rates are discounted throughout the year. Monday through Thursday rates for evening packages are even more deeply discounted. 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 is 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, an increase in your guest count, or contingency charges due to weather (tents, heaters, optional valet parking.)
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 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. Accordingly you are not able to drop off personal belongings or event items (including bar beverages) prior to your contracted arrival time.
How long is our rental of Cedarwood and are there set times for weddings?
Our wedding and reception packages are based on 8 hour, 5 hour and 3 hour blocks of time. Your contract will specify an “in-time” and an “out-time.” Additional hours are sometimes available for purchase in advance at $500 per hour, 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 private bride and groom suites?
Cedarwood has a Bridal Suite with adjoining powder room in the main house. A Groom’s cottage is located in the Carriage House. Use of our Bridal Suite and Grooms Cottage is included in all Cedarwood packages.
Are decorations included in the package?
All packages at Cedarwood include custom floral and décor, provided by our on-site award-winning florist and design team. For those who want an even more elaborate event, a wide range of optional amenities can be added to our packages on an ala carte basis for an unforgettable experience.
Can I have candles?
Candles are included as a major element of all packages at Cedarwood! We light the interior of the house, and provide candles on reception and service tables. Evening packages also include our signature “grounds lighting package,” a magical display of torches and Mason jar candle lanterns hanging from trees throughout the property, as well as five black wrought iron 30-candle chandeliers for the dining Pavilion. Other optional event lighting can be added on an ala carte basis.
Can we provide our own flowers and decorations?
Cedarwood’s packages include customized flowers and decorations for the altar, house, grounds as well as all personal flowers for the wedding party. A detailed description of décor will be specified in a custom wedding plan. No outside florists are allowed, but you can customize and supplement your flowers and decorations with Cedarwood’s on-site designers. Services such as 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 grand send-off.
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 candle wax, ink, red wine or other stains will result in a charge of $40 per linen from your security deposit. As smoking is prohibited in the historic house and pavilion or other dining areas, cigarette burns to table cloths will result in a charge equal to the full cost of the linen.
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 is marked for easy identification by your guests. Optional valet parking can be arranged at a separate cost.
Can we have music and dancing?
Our stone terrace includes a 30 x 30 foot covered 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. Children count as a guest if they will occupy a chair. Only infants who are held by a parent do not count.
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, Pavilion or Barn. Your pet may be left unattended in the Grooms cottage only if secured inside a crate. You and your pet handler are responsible for removing waste from the grounds, 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 before the wedding?
The Cedarwood wedding director will provide a rehearsal for members of the wedding party upon arrival at your contracted rental period. Separate rehearsals for the bride and groom can be arranged. Rehearsals on other days are not possible.
Can I choose my own caterer?
Cedarwood’s wedding package includes allowances for food and beverage service. You may choose a caterer from our list of “in-house/preferred” licensed caterers who are familiar with our facilities, provide excellent food quality and service and are adequately insured. The use of caterers outside this list must be approved by Cedarwood and will result in a loss or partial loss of the catering amenities and allowances included in your package.
Is alcohol allowed? Can we have a bar?
Cedarwood does not include bar services in our packages, but they can be added at an additional cost. As event host, you may bring alcohol to Cedarwood to be served to your guests, but it must be served at all times by a licensed bartender with an up to date Tennessee Alcoholic Beverage Commission Server Permit. (Exception is a champagne toast, defined as one glass of sparkling wine per person – served simultaneously.) Cedarwood will hire bartenders and provide bar set up service at an additional cost. Guests may not bring their own alcohol (BYOB) 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 packages. You may not bring your own wedding cake or arrange for your cake independently. You may, however, provide a groom’s cake independently of Cedarwood.
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, barn, groom’s cottage or restrooms. Outdoor smoking areas will be designated to accommodate smokers. Damages to linens and furnishings resulting from cigarette or cigar burns will be deducted from your security deposit equal to the full cost of the damaged item.
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 initial event planning meeting or 6 months prior to your wedding, whichever occurs first. The remaining balance is due in full no later than 60 days prior to the date of the event. Optional amenities, additional guests 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 service fee 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 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.
What happens if Cedarwood is not able to provide services for my wedding?
Should a wedding have to be cancelled or re-scheduled for an emergency, unforeseen facility problem un-related to severe weather, Cedarwood will refund all funds and absorb any costs related to re-scheduling your event at Cedarwood. If an alternate venue must be booked, Cedarwood will forward all funds paid and assist in the transition. We recommend event cancellation insurance to cover losses or extra expenses incurred due to severe weather, available through www.wedsafe.com.
Who is liable for damages and/or injuries?
Cedarwood maintains corporate liability insurance, however 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 services of Cedarwood – both during attendance at the event and, in the case of alcohol consumption, subsequent to their departure from the event – and you hold Cedarwood harmless from any and all liability associated with damages and/or injuries associated with the event.
We recommend the purchase of event liability insurance through www.wedsafe.com.
Is event insurance required?
Although not a requirement of booking Cedarwood, we strongly recommend the purchase of a one-day event liability and property damage policy, and event cancellation insurance to protect you from any potential losses. These policies can be secured online within a few minutes, are very reasonably priced and will cover losses from personal or property damages or extra expenses incurred due to severe weather, sudden illness or withdrawal of military leave. Details are specified online at www.wedsafe.com.
Payment and 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.
