1. Is insurance required?
a. Yes, liability insurance is required. You might already have coverage if you have homeowners or renters’ insurance. It is normally called “third party coverage”. You will need to ask your insurance agent about this and get proof of insurance if you do have it already. Please make sure it covers “host liquor liability” if you plan to have any alcohol at your event. If you don’t already have insurance, then don’t stress! It’s very easy to get a stand-alone policy. These normally cost around $100-$150 depending on some variables. I would recommend getting a few quotes from a few difference insurance companies to compare.
b. We also require our weddings to get something called “event cancellation insurance”. This protects your financial investment into the wedding from things out of your control like weather disasters, illness, etc. Please make sure to read the fine print to understand what’s covered and what’s not and what type of proof you would need if you did need to file a claim. Each company is probably a little different. This normally ranges in price from $75 - $130 unless you opt to get “cancel for any reason” which is more of a premium price and will likely cost around $200 but does offer more coverage in case you think you might need to cancel at some point. We have a lot more info on our website under the “Insurance” section under the “Resources” section (here is a link to the resources section: https://carolynbaldwinlakepavilion.com/resources.
Here is a link to insurance info: https://carolynbaldwinlakepavilion.com/insurance-information
2. Are there any “hidden fees”?
a. No. The only thing that doesn’t get considered sometimes is the retail sales tax (currently 5.3% for the state of Virginia) and the damage deposit (which is in addition to the rental fee) but is refundable after the event as long as there’s no damage etc. according to the contract terms.
3. Can we hire vendors not on the list?
a. Yes. It is important, esp. for paid catering vendors to be licensed and insured. We will ask for proof of insurance from you for your paid caterer.
4. What is the alcohol policy?
a. We require you to have “Host Liquor Liability” included in your insurance if alcohol will be present at your wedding/event. You will need to get an ABC Banquet License, which is very easy to get online and costs around $40.
5. Can friends and family make some food?
a. I want to be honest - it’s really hard to coordinate doing your own food and can add a lot of stress to your wedding, so we really do not recommend it. If you are paying anyone to do the food then they need to be licensed and insured, but if it is family or friends volunteering to do it it should be covered by liability insurance - you need to verify with your insurance that this is covered though. There are things to consider - The food needs to be kept at a certain temp to avoid food poisoning. Please check food and safety guidelines for more info on this - here are some links: https://www.vdh.virginia.gov/environmental-health/food-safety-in-virginia/food-safety-basics/
https://www.vdh.virginia.gov/content/uploads/sites/6/2023/07/usda-wedding-food-safety.pdf
The food needs to be at the right temp. when it arrives to put on the sternos. You can possibly transport hot/warm food in insulated coolers to keep them hot/warm. We do not have adequate ovens to heat up the food, so do not plan to use them to heat things up - it will be a mess. The food needs to arrive already hot/warm because the sternos will keep it warm but not warm it up if it’s not already warm enough. The food needs to stay at a safe temp and you need someone watching the sternos at all times. We had a sterno catch on fire a couple years ago so we will need a name and contact info of who will be in charge of watching the sternos to avoid this again. Someone also needs to be in charge of putting away the food in the fridge or throwing it away after a certain time period has passed to avoid anyone getting sick. There also needs to be a plan for trash since normally a professional caterer helps take care of the trash.I just want to make sure your day is as wonderful as it can be and that everyone has as good an experience as possible. Please let me know if you have any questions.
6. Are there local overnight accommodations?
a. Yes! There are a number nearby within 10-15 minutes!
Please don’t hesitate to reach out with any questions. Our website has a lot of helpful info under the “Resources section” including info about alcohol and insurance requirements. Here is a link to local accommodations: https://carolynbaldwinlakepavilion.com/local-vendors
