Event Frequently Asked Questions
WEDDING AND SPECIAL EVENT INFORMATION
Thank you for considering The Virginia Cliffe Inn as the location for your wedding, reception, or other special event. This informational packet is designed to answer our clients most frequently asked questions.
RESERVING THE VENUE
Virginia Cliffe Inn offers hourly rental options and several event packages, all designed to fit your needs based on the season, type, and size of your event! The venue can accommodate up to 250 guests depending on the type of event. We have ample parking space and host a range of events from weddings, rehearsal dinners, bridal and baby showers, holiday celebrations, corporate meetings, and more! A deposit of 25% -33% of the total price is required to secure the date. The deposit percentage varies depending on how soon the event will take place, and the remaining balance is split into scheduled payments for your convenience. All contracts are based on a first come, first serve basis.
VENUE SPACE
Virginia Cliffe Inn offers an indoor-outdoor combination event space that includes The Clifton Cottage, 30’x50’ Pavilion, 40’x40’ Tent, and two 10’x12’ Bar Tents surrounded by an inviting lawn, large trees, lush gardens, and a pond with swans. The Cottage and Pavilion are temperature controlled and the tented areas include side panels from mid-November to mid-March. The Clifton Cottage has a kitchen, living room, three restrooms, and a dressing room with a bathroom on the second floor. Furthermore, a separate building housing a dressing room with a bathroom, and private entrance is included in all wedding packages.
CEREMONY SITES
Clients may choose one of five ceremony locations, two of which are ideal during inclement weather. *
- Front porch of the Manor House
- Anywhere on the front lawn
- Rose Garden
- 30’x50’ Pavilion*
- 40’x40’ Tent/Gazebo*
EVENT TIME
Virginia Cliffe Inn offers “by the hour” rental options for small weddings and special events from January to March and/or when coordinated with other scheduled events. This option is usually agreed upon 60-90 days prior to the event. There is a minimum hourly rental time based on the day and we are happy to provie an estimate for you. Note that venue rental time includes the arrival, preparation, event time, clean-up, and departure of vendors, renters, and non-lodging guests. You do not need to include equipment set-up and removal provided by the venue in your contracted timeframe. The earliest arrival time is 9:00AM and Virginia Cliffe Inn guarantees the set-up of all equipment (included in the contract) three hours prior to the event start time (e.g. ceremony). All events must end by 10:00PM which includes the shut down of music, bar and/or serving food and beverage. Clean-up and packing must be complete by 11:00PM. Vendors, renters, and non-lodging guests are required to vacate the property by 11:00PM.
ADDITIONAL TIME, RENTAL EQUIPMENT, AND SERVICES
Purchasing additional time allows clients to access the dressing rooms for hair and make-up. Extra time does not include earlier set-up of equipment provided by the venue. Rental items (tables, linens, chairs, yard games…etc.) and services (venue planner, bar-tender, full-service clean-up…etc.) are also available. Wedding rehearsals are scheduled 30 days prior to the event and clients can add a rehearsal if it’s not included in the package. Renters are responsible for the set-up, breakdown, and removal of any equipment provided by outside vendors.
DECORATING AND CLEAN-UP
Decorating
Virginia Cliffe Inn does not decorate and suggest you designate or hire a professional to complete this task. The venue will set-up tables with linens three hours prior to the event, giving you adequate time for decorating. Decorations hung around the venue must be approved prior to the event as certain applications like glue, tape, nails…etc. can ruin our facilities. Non-perishable and non-biodegradable celebratory adornments such as fake petals, confetti, glitter, silly string, bird seed, rice, and ribbon are prohibited. We suggest ribbon wands, glow sticks, bubbles, lavender, and balloons for a celebratory exit or send off. Sparklers must be approved 30 days prior to the event as special conditions apply. In addition, fireworks, Chinese lanterns, and cold spark machines are forbidden due to the potential risk of danger to our clients, guests, vendors, staff, and facilities.
Clean-up
Clients are responsible for the clean-up of decorations and trash generated from the event. Inquire with your caterer and other vendors to confirm they provide clean-up service. We also recommend clients designate a few people to assist with packing decorations and disposing trash, however the venue does offer a full-service clean-up option for your convenience! Virginia Cliffe Inn provides trash bins during the event and a has dumpster on-site.
VENDORS
The Virginia Cliffe Inn allows you to choose a professional, licensed caterer of your choice. We are happy to provide a list of recommend caterers, bakers, DJs, florists, officiants, photographers, and other providers that are familiar with and have worked at the venue. Vendors not familiar with the venue may schedule an appointment to visit the site and see the facilities. We encourage clients to use our venue planners however outside coordinators are always welcome.
ALCOHOL
Virginia Cliffe Inn encourages you and your guests to drink responsibly. The venue cannot be held liable for alcohol misconduct and requires the renter to designate a bartender or an individual of the legal drinking age to manage the distribution of all alcohol. If you or your caterer purchases alcohol for your guests, you are required to provide the One Day Banquet License. Apply for the license at this website: https://www.abc.virginia.gov/ebanquet/public/welcome.do
CANCELLATION POLICY
Virginia Cliffe Inn understands unexpected life events and emergencies occur. Clients have the option to postpone their event within one-year of the original event date. Cancellation with a refund, minus the non-refundable deposit, is allowed 9 months prior to your event.
FINALIZING DETAILS
Virginia Cliffe Inn will arrange a one-hour appointment 30 days prior to the event to finalize details. If your package does not include a Venue Planner, the Event Manager or other staff will arrange the meeting.
We know you've got questions...
We offer multiple wedding packages depending upon your needs and the size of your event. A recommendation will be made to you on the applicable package following an in-person venue tour. Once you have decided to host your event here a signed contract is required to secure the date along with a deposit of 25-33% of the package price , dependent upon how soon the event is. All contracts are on a first come first served basis.
Guests may book their accommodation to stay at the inn the night of your event. Please give them our website address, and they can book online via the Book Accommodation Now button.
We offer a combination of both indoor and outdoor spaces for all events. Our permanent tent and Four Seasons Pavilion are available to keep you and your guests dry and comfortable.
We require our clients to work with a licensed professional caterer in the State of Virginia. We offer a kitchen with stove and fridge and freezer for the warming, staging and serving of pre prepared food.
The Virginia Cliffe Inn includes tables, chairs and table cloths in all wedding and event quotes. You are also free to bring in any equipment of your own. Equipment supplied by us is set up and broken down by us before the event starts and after it is complete.
All events must be finished with all vendors, guests and staff off the property by 11.00pm.
We encourage you to decorate with your own decorations and personalize your event as much as possible. Our gardens offer many beautiful locations for photos and serve as a wonderful backdrop for you to add your own touches. Decorating usually occurs at the beginning of your contracted time frame on your event day.
We do not permit anything that you cannot clean up at the end of your event, for example: confetti, fake or non biodegradable rose petals, glitter, silly string, fireworks, Chinese lanterns, or rice. We do permit sparkler exits and bubbles. Please do not use anything that causes damage to our structures such as staples, nails, screws or pins.