General, Packages, Payments, Ceremony, & Reception questions answered all in one place!
General QuestionsWhat should I do if I have questions?
We strongly encourage you to call or come by our office as often as you wish with your questions throughout your entire planning process. We have many years and several thousand events worth of experience, and are happy to offer advice and ideas you will find helpful.
What is the process once I book?
Once your contract is signed and you deposit is received, you are officially a Chateaux Bride! You will receive an email from your event concierge, who will be with you every step of the way to assist you with anything you need. Smell as many roses, taste as many cakes, and twirl in as many dresses as you possibly can! Your event concierge will be there to remind you of payments, as well as to help you schedule your walk through and rehearsal.
When is the walk through meeting scheduled?
Your walk through meeting will ideally take place about a month before your event. Your event concierge will contact you 6-8 weeks out from your event to schedule this meeting.Who should attend the walk through meeting?
A member of the Chateaux staff (ideally your event concierge), your catering captain, and you! Many guests will bring family members or friends who have been helping plan attend the meeting as well. This is a fun meeting, where we decide your tables, chairs, linen colors, as well as firm up your timeline & vendors.
Will there be any additional charges at the walk through meeting?
The walk through is where we decide any additional rentals that you would like. Many events upgrade linens, add additional rental items, or have additional guests over 100 people. These charges will be due in full, no later than 2 weeks prior to your event.
How are additional guest fees calculated?
Anyone who needs a chair in the main ballroom, will be charged an extra guest fee. Generally, we say any guest over the age of 2. If you are planning to have a lot of children at your event, a great option is to rent the lower level and have a kids party. You can hire a few babysitters, bring some children’s movies, and order pizza. This is also nice for the parents, as they can enjoy the reception knowing that their child is safe, and just a few stairs away.
Are there any hidden fees?
No! We pride ourselves in being upfront with everything. (We are one of the only venue that includes taxes and fees in our base pricing) Please read your brochure thoroughly so that you are completely aware of everything that is included in your booked package. We also clearly state what the prices are for any upgrades or rentals in our brochure. If you have any questions, or are unsure of what is included, please contact your event sales representative. We want you to be well aware & happy with all rental items.
Who should I contact with last minute changes?
Please email or call our administrative office at 303.466.8078 ext 3, or contact your event concierge. We will make every attempt to accommodate any last minute changes.
When can I arrive to get ready?
You are welcome to arrive anytime during your contracted set up time. If you need help identifying that time, any member of our staff can look it up for you. We can occasionally accommodate the addition of set up time if our schedule allows. Additional set up time is charged at a rate of $75 per hour.
What happens during my set up time?
When you arrive for your event, our set up crew will be completing the set up of your tables, chairs, linens, and any rentals purchased through the Chateaux. Your Event Manager will be on site when you arrive to greet you, and help assist you with last minute details. Your vendors will be arriving as coordinated and directed by your event manager. It is our goal that during this time you are in the bride & groom suites, getting ready, relaxing, and building memories that will last a lifetime.Who will set up my favors, guest book, centerpieces, etc?
Your event manager will work in conjunction with all of your vendors to ensure a seamless set up time. It is the most helpful if anything that you would like placed be clearly labeled, and easy to find. When possible it is best to take photos of how you would like things to look. Please bring everything assembled, and easy to place. There is a lot to do during this time, and there is not enough time to complete complicated assemblies.What happens after my event?
After your event we will review all paperwork, including notes from your event manager, our security and our cleaning crew. We will compile all information, and begin processing your end of event paperwork.
When will my deposit be returned?
Your deposit will be returned 2-6 weeks following your event. Most deposits are returned very quickly, however please allow for a little more time during wedding season (May-September).
Inclusive Package Questions
Is the Chateaux included in the package price?
When you are booking an inclusive package, you take the package amount, and add it to the facility fee for your specific day and time to get your total contracted amount. The Chateaux is included in the Elegance on a Budget Package.
What if I do not need all of the services in a package?
Just let the Chateaux sales manager you are working with know! We would be happy to put together a custom package just for you!
How do I select my vendors?
Some package options give you a choice of vendors. We recommend you visit websites, meet with, and in some cases do tastings with all of the vendors you are interested in. If you are looking for some specific recommendations, please contact your event concierge. We have seen it all, and are happy to point you in the right direction!
Once I decide on a vendor, how do I let you know?
Once you have decided on a vendor, let you event concierge know. We will book them and do the rest of the work for you!
Can I switch/cancel a vendor after the Chateaux has booked them?
Please make sure you are happy with the vendor before you book them through us. A fee of $250 will be assessed for any vendor changes or cancellations once they have been booked. Many vendors turn away other business when you have booked a date, therefor we must pay them a cancellation fee to compensate the for their time and effort.
What if I would like to upgrade with a vendor from what is included in my package?
Upgrades can be made, booked, and paid for directly with each specific vendor at your discretion.I did not book a package, but would like to add one. Is that still an option?
Absolutely! Our packages are designed to provide you with a stress free planning experience. Many vendor include much more for the price than you would receive if you booked them on your own. All payments go to one place, and you only have one contract. Just contact your event concierge or any member of our administration team at 303.466.8078 Ext 3 and we would be happy to add it for you!
When are my payments due?
If you have booked Facility Fee only: 100% of your balance is due 6 months prior to your event.
For any package: 50% of your contracted amount is due 6 months prior, and the remaining 50% is due 3 months prior.
Your walk through balance is due no later than 2 weeks prior to your event.When will the fees for my rental items & extra guest fees be due?
We call this your walk through balance. This is due no later than 2 weeks prior to your event.What forms of payment do you accept?
We accept cash, check, all major credit cards & money order. Please note that credit cards will be assessed a 1% processing fee.Who should I give a gratuity to, and what is the appropriate amount?
If you have booked a package through us, your vendors are provided a modest gratuity. Additional gratuity may be given if you feel a vendor has done an outstanding job.
Gratuities of $100 ($150 for all day events or events of 5 hours or more) to your site manager, and in the case that wait staff was hired from the Chateaux, $50 ($75 for all day events or events of 5 hours or more) to your captain and $25 ($35 for all day events or events of 5 hours or more)to each bartender(s), floor and kitchen staff is standard. It is a general rule to offer some sort of a gratuity to all vendors. The appropriate amount to offer is more tricky. Unlike restaurants, where gratuities are based on a percentage of your bill, you should choose an amount anywhere between $25 and $300 for each vendor who provided you with their services and expertise before and/or during your event. The amount should be based on the amount and quality of the service. For example you might want to offer $25 to each of the wait staff and $50 to the catering captain because they had more responsibilities and perhaps did an outstanding job. You may wish to offer a gratuity to someone who was extremely helpful in the planning process, even though they were not actually at your event. Or, you may wish to offer a large gratuity (we have seen as much as $600) to someone who “saved the day” and prevented a major catastrophe by going above and beyond the call of duty. In any event, use your best judgment as anything you offer will be very much appreciated.
Ceremony QuestionsCan I have my pet in the wedding?
We love pets! However, because food is being served, there are health code restrictions. Please contact your event concierge to obtain written approval prior to your event.
Who provides the Ceremony Music?
The ceremony music should be provided through your DJ, or a hired musician. Unfortunately, we cannot have ceremony music played through our system, nor can we provide microphones.
Who will coordinate my bridal party?
Your event manager will be there for your rehearsal and ceremony to coordinate all of your bridal party.
When will my rehearsal be scheduled?
Most people prefer to have the rehearsal the day before their event. These are booked based on availability and are subject to change up until 6 weeks prior. Most rehearsals are held from 3-4 pm, or 4-5 pm. Your event concierge will give you your final rehearsal time at your walk through appointment.Who should attend my rehearsal?
Anyone is welcome. Most people bring their bridal party & close family. Although they are welcome, it is not necessary to bring your officiant to the rehearsal.What happens if there is inclement weather and my ceremony is scheduled to be outside?
If you know the weather is going to be bad, and you let us know at least 3 hours prior to your ceremony time, we will set up for an indoor ceremony. If you decide to pull in the ceremony at the last minute, the guest will be seated at their guest tables, and we will create an isle down the center of the ballroom. Your ceremony will then be held under our fabulous bay windows.Who will coordinate my bridal party?
Your event manager will be there for your rehearsal and ceremony to coordinate all of your bridal party.
ReceptionAre there any decoration restrictions?
Please consult your copy of the General Rules that you were given with your signed contract for a full list. But generally, nothing that will do damage to the building or floor. If you have specific ideas, please contact your event concierge, we are happy to work with you to find a solution that works for you!
Can I use sparklers for my send off?
As long as there is no fire ban restrictions for our area at the time of your event. Your event manager will take the sparklers at your reception, and work with your guests to ensure the perfect goodbye to the newlyweds.If I do not hire a DJ, can I use your sound system?
Our sound system can be used for light background music (only!) on CD. However it is recommended that you use a professional DJ.
Does the Chateaux allow outside catering?
We do. The caterer must have prior approval by a Chateaux owner. The requirements for approval are that the cater be full-service, licensed, and properly insured.
What happens if I choose to do the food myself, or have a restaurant drop it off?
You would need to hire Chateaux Staffing. Our staff members will act as your full service caterer, to serve and manage your event. This fee for staffing is charged at $7 per guest and is based on your final guest count that you provide at your walk through appointment.
How will I know if my caterer is full-service, licensed, and properly insured?
Contact one of our owners (Sarah, Marissa or Pam) at 303.466.8078 Ext 3. You must receive written approval, or chateaux staff will be required, and your caterer will be considered “drop-off”.
What if my drop-off caterer is providing 1-3 staff for the buffet?
A large 3 of “drop-off” caterers have a few staff members here during dinner service, who then help package the food, and take any of their trays and chaffers . home. Our staffing is happy to work in conjunction with them. Chateaux staff will still be charged at the fee of $7 per person.
What do I need to bring when dropping off the food?
All chafers, serving platters, and utensils need to be dropped off with the food at the beginning of the event. In addition, if you would like any left over food to packaged for you to take home, please provide our staff with sufficient take home containers.
Who do I use for my alcohol service?
Celebration Beverage is the exclusive beverage provider of the Chateaux at Fox Meadows. please visit www.celebrationbeverage.com for more informaation.
Who provides the bartenders?
Bartenders must be hired through Celebration Beverage only.
When will I know who my event manager is? Can I request someone specifically?
We will let you know who your event manager is at your walk through appointment. If you do have a specific request, please let us know and we will do our best to accomodate it.
Have questions that have not been answered? Call us! We are happy to help in anyway that we can! 303.466.8078