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Included
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what is included

Below you'll find our full list of our offerings and exactly what we provide to you when you host your magical day at Willow Falls

EXCLUSIVE USE OF OUR 7-ACRE PROPERTY IN THE WOODS WITH GENTLY SLOPING WATERFALL

Willow Falls is a versatile event space that is ideal for up to 75 guests in attendance in May, June, September and October. The property features a gently sloping, natural, 70-foot waterfall, surrounded by woods, walking trails lit by warm Edison lighting, gazebos, winding porches, a stone terrace, fire pit, and lush gardens. 

HIS & HER HOMES

It’s your wedding day! The property includes two homes. The Main House has the feel of a French countryside villa, and the Bungalow offers a fairytale-like experience. Traditionally the Bride and Bridesmaids use the Main House and the Groomsmen get ready in the Bungalow. Two separate spaces, private from one another, yet both overlooking the waterfall. The perfect setting to connect with your bridal party. The beauty of it all... it’s your day and you get to decide!

3-NIGHT STAY ACCOMMODATING UP TO 14 OVERNIGHT GUESTS

The greatest value you will find at Willow Falls is the 3-Night stay for 14 of your closest friends and family. Checking-in on Thursday and checking-out on Sunday, you are also permitted to host your rehearsal dinner and/or send-off breakfast on property. To get a glimpse of the stunning rooms and accommodations, feel free to click here to view photos of each room.

Main House - 3 Bedrooms (Up to 10 Guests)

"Waterfall Suite" - Master Bedroom #1

2 People - 1 King Size Bed

"Cloud Nine" - Bedroom #2

4 People - 2 Full Size Beds

"Perch" - Bedroom #3

2 People - 1 Queen Size Bed 

1 Person - 1 Lofted Full Size Bed

"Waterwheel Overlook"- Entry / Den

1 Person - 1 Single Size Day Bed

Bungalow - 2 Bedrooms (Up to 10 Guests)

"Burrow" - Main Bedroom #4

2 People - 1 Queen Size Bed

"Bunkalow" - Bedroom #5

4 People - 2 Queen Size Beds

2 People - 1 Daybed & 1 Trundle

"Falls Overlook" - Living Room / Den

2 People - 1 Queen Size Pull-Out Couch

Below is our suggested timeline while at Willow Falls.

Thursday Afternoon

Settle in and Explore Willow Falls 

Friday

Set-Up | Rehearsal | Dinner

Saturday

Your special occasion 

Sunday

Reminisce with those closest to you over breakfast / brunch.  | 4pm late check-out

*One additional night stay for a Monday checkout will be considered given the availability. Although you may want to plan a shorter stay with us, pricing remains the same.  

VENUE MANAGEMENT & HOSPITALITY STAFF

Our team will have the responsibility of managing your day-of wedding operations associated with the property of Willow Falls. Tasks include maintaining property lighting, restrooms, enforcing contracted terms and securing premises.

An insured day-of coordinator / planner is required. Willow Falls is happy to offer our preferred in-house coordinator at an affordable cost.

SOUND & LIGHTING *New for 2024

Whether you bring your own Spotify playlist or hire a DJ to plug into our sound system, we have all the equipment to create the perfect atmosphere for your wedding celebration.

BYOB! 

At Willow Falls, we understand that our clients want to make their special event as memorable and affordable as possible. That's why we offer our clients  a major savings when they bring their own alcohol. Please note that bartenders are mandatory and are exclusively provided by the service providers listed on our preferred vendors list.

EIGHT-FOOT FARM TABLES AND YOUR OWN SWEETHEART TABLE

When you become a beloved client of Willow Falls you get access to our inventory of 8' x 40" farm tables (enough seating for 75 people) and your own sweetheart table which is commonly used for the bride and groom. View images of our tables and chairs HERE.

*Please note linens and table settings are not provided by Willow Falls.

WOOD FOLDING CHAIRS

Our Antiqued Wood Folding Chairs offer guests the best seat in the house as they witness the magical moment our couples say, “I do”. Following the ceremony, chairs will need to be transitioned to the dinner by your caterer and/or appointed guests to perfectly complement our rustic farmhouse tables. 

 

It’s extremely rare that WF couples have to rent additional tables or chairs for their wedding because we provide everything you need at no additional cost. 

INDOOR BATHROOMS

No renting port-o-potties here! The Main House at Willow Falls includes a His & Her bathroom for day-of guests and private bathrooms for overnight guests.

STAGING KITCHEN 

We have a dedicated kitchen for your catering team of choice for staging and heating your reception dinner. Our kitchen includes a large sink, dishwasher, refrigerator, commercial grade ice machine, freezer, stove-top & oven and plenty of countertop space for food prep.

VENDOR GUIDE

Planning a wedding can feel truly overwhelming and you may not know where to start! That’s why we give all couples our curated list of Preferred Vendors once you book your wedding. We share our vendors in hopes to save you hours of Google searching. While selecting from our approved vendors is required, our list is evergreen and we are happy to make exceptions. 

Pricing
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investment

May - June

$12,500

  • 3-Night Stay | Thursday - Sunday

  • Saturday Celebration

  • Up to 75 Day-Of Guests

  • 14 Overnight Guests

July - August

$10,500

  • 3-Night Stay | Thursday - Sunday

  • Saturday Celebration

  • Up to 75 Day-Of Guests

  • 14 Overnight Guests

  • Intimate Celebrations Offered

September - October

$12,500

  • 3-Night Stay | Thursday - Sunday

  • Saturday Celebration

  • Up to 75 Day-Of Guests

  • 14 Overnight Guests

*ACH transfers will be used for processing payments. If you prefer to make payment via credit card, please be aware that a 3% credit card fee will be imposed. In addition to the amount stated above, all events require a Refundable Damage Deposit 30 days prior to event date.

*Intimate celebration discounts are offered for up to 30 day of guests.

payment schedule

Three equal payments

  • Payment 1 - At signature of contract - secures date *Non-Refundable

  • Payment 2 - Midway between contract and event date

  • Payment 3 - 60 days prior to event date

Refundable Damage Deposit - $1,000

  • Payment 4 - 30 days prior to event date

*Payment plans can be customized upon request separating accommodations from wedding venue fees.

FAQs
  • What should I expect my total budget be?
    While you are considering multiple venues to celebrate your most memorable occasion we thought it might be helpuful to provide you some information regarding your budget. TheKnot.com Budget Breakdown suggests that the venue represents 30% of your overall budget. Willow Falls differs from most venues in that we offer overnight accommodations. We understand that this may not be something you initially anticipated within your budget. Our venue rental represents approximately $7,500 of the overall costs while overnight accommodations are approximately $4,000. According to TheKnot, this means on average most our clients spend approximately $25,000.
  • Can I use a Credit Card to make payments?
    For your convenience, we have streamlined the payment process by enabling online payments. ACH transfers will be used for processing payments. If you prefer to make payment via credit card, please be aware that a 4% credit card fee will be imposed. Upon signing the contract, you will receive instructions on how to make payments securely through our online portal. Your date will be officially reserved once the initial payment is received.
  • How much does the venue cost?
    Willow Falls differs from most venues in that we offer overnight accommodations. We understand that this may not be something you initially anticipated within your budget. Our venue rental represents approximately $7,500 of the overall costs while overnight accommodations are approximately $4,000. Our rental rates vary depending on the date. In order to best serve you, please fill out our inquiry form with details about your event and we'll get back to you as soon as possible.
  • Can the venue fees be separated from accommodations?
    Yes, we are happy to customize payments upon request separating accommodations from wedding venue fees invoicing multiple clients. Example: $8,000 Wedding Venue Fees 2 Payments of $4,000 +$1,000 Refundable Damage Deposit $2,700 Main House Accommodations 2 Payments of $1,350 $1,800 Bungalow Accommodations 2 Equal Payments of $900 *Payments above includes all taxes and fees.
  • What other costs should I be expecting?
    All taxes and fees are included within our advertised price. In addition to the amount stated on the information page of our website, all events require a Refundable Security Deposit 30 days prior to event date. A La-Carte Services include: Bartenders At Willow Falls, you have the flexibility of bringing your own beverages (BYOB), leading to significant cost savings for you. However, please note that bartenders are mandatory and are exclusively provided by the service providers listed on our preferred vendors list. Service: $100 per hour per bartender Vintage Trailer: $500 Gratuity encouraged Rehearsal Dinner Staff *Required if tables and chairs need repositioning 5pm arrival - 9pm departure 1 Hospitality & 1 Maintenance Staff Member $500 Non-Refundable Deep Cleaning Pet Fee $500 We're happy to welcome your fur babies! ❤️🐾 Dogs Only - 1 Dog Under 65lbs or 2 Dogs Under 30lbs Please see the FAQ "Are pets allowed on property" for further details. Celebrations of more than 30 day of guests should anticipate securing a tent & trolley.
  • Will I be able to visit the property before my date?
    Absolutely! You are welcome to book a walk-through inspection with a Willow Falls Venue Manager up to verify the condition of the venue. If there aren't any appointments available please contact us through your client portal and we will be happy to schedule some time with you given the properties availability.
  • What is the cancellation policy?
    If the event is cancelled, you must inform us in writing. However, please note that regardless of the circumstance each payment is non-refundable after the payment has been submitted. Payments 30 days late will result in the forfeit of the event date. Damage Deposits will be refunded. If you decide to move the date of the event, you may do so, pending availability. A 10%-20% booking fee may be charged for date changes. Payment Schedule: Payment 1 - At signature of contract - secures date *Non-Refundable Payment 2 - Midway between contract and event date Payment 3 - 60 days prior to event date Payment 4 - 30 days prior to event date *Damage Deposit
  • How do I book my date?
    To book, we require that you pay a non-refundable 1st payment of your total rental fee, sign your contract agreement, and pay a refundable $1,000 damage deposit (refundable deposit is not due until 30 days before the event), which is typically refunded within thirty (30) days after your event, provided there are no additional overages, or damages. The final amount is due in-full sixty (60) days before your event. We accepts cash, check, money order, most major credit cards, and wire transfer. We recommend using the wire transfer form of payment to avoid credit card processing fees.
  • What dates are available?
    We recommend that you fill out our inquiry form in order to check on availability of a specific date. We’ll quickly reply to confirm if the space is available. Additionally, feel free to call our Director of Operations - Blake Segall at 727.300.9687 who will be happy to give you all available dates for our venue spaces and send you a custom quote.
  • When can we start setting up?
    Our venue rental includes a 3-Night Stay. You may set up at any time. We encourage your vendors to arrive no later than 10am on the day of your celebration. For Day-Of Celebrations our venue rental includes a total of 12 hours. 10am -10pm. View our Sample Timeline in the FAQ titled "What is the schedule for my celebration?" Should you desire a custom time, please ask your venue manager to build you a custom quote. We can accommodate a variety of rental periods up to 12 hours long (full day rentals) as well as quote mulitple day rentals.
  • Can you hold a possible date before I book with you?
    Yes! We will offer you a 48-hour courtesy hold on a potential event date. This will allow you to time to look over our contract proposal and policies. After this 48-hour hold, you would be required to sign your agreement and pay your deposits in order to secure your date.
  • Do I need an appointment to view the space?
    We would love for you to experience the magic of Willow Falls. Please fill out our inquiry form or given our availability schedule your own private tour!
  • What is the schedule for my celebration?
    Here is our suggested timeline to make best use of Willow Falls 10:00 - 2:00 Vendor Arrival / Set-Up ​ 2:00 - 3:00 Guest Arrival ​ 3:00 - 3:30 Ceremony | Stone Terrace ​ 3:30 - 5:00 Cocktail Hour | Front Porch / Trail * Chairs moved from ceremony to reception * Photo Booth Open * Bar Open * Bridal Party & Family Photos ​ 5:00 - 7:00 Dinner | Upper Wood Patio * Introductions * Speeches * Cake cutting 7:00 - 9:30 Dance Party | Stone Terrace * 8:45 Last call * 9:00 1st trolley leaves Willow * 9:00 Bar closed * 9:15 Last song * 9:30 Bride & Groom exit photo op * 9:45 2nd trolley leaves Willow ​ 9:30 - 10:00 Clean-Up * 10:00 ALL day-of guests must be off property * 11:00 Exterior event lighting turned off
  • Is the property reserved exclusively for our use during our stay?
    Please note that there is an owner's vacation home on the property. Rest assured, your privacy and comfort are of utmost importance to us, and the owner's home is situated in a way that ensures a peaceful and undisturbed experience during your stay. You will have your own private driveway and exclusive access to the main house and bungalow, where you can enjoy all the amenities and delights this enchanting retreat has to offer.
  • Is the property wheelchair accessible?
    Willow Falls is not ADA compliant however there are ramps that make navigating the property more convenient for those with health conditions or physical impairments.
  • What send-off items are allowed for weddings?
    Sparklers are allowed but must be extinguished in sand buckets with a fire extinguisher on hand. Bubbles, glow sticks, ribbon wands, pennant flags, and foam fingers are allowed. We do not allow fireworks, paper lanterns, balloon releases, silly string, or tossed items (i.e. confetti, eco-fetti, glitter, birdseed, rice, etc.) Flower toss is permitted, but needs to be cleaned up prior to departure by the day of planner (the venue manager is not responsible for this clean up). It is the client’s responsibility to clear all debris by the end of the rental window. Additional charges do apply for any clean-up of items by the Willow Falls staff.
  • Is the property pet friendly?
    With a Non-Refundable Deep Cleaning Fee of $500 we're happy to welcome your fur babies! ❤️🐾 To ensure a clean and comfortable living environment for all tenants, we take extra measures to manage and maintain the property's cleanliness. The pet fee covers the additional costs associated with specialized cleaning services that help mitigate dander and other potential allergens. It's important to note that the pet fee is not meant to single out pet owners or imply that pets are inherently unclean. Rather, it serves as a means to ensure that the property remains in good condition and that necessary measures are taken to accommodate both pet owners and non-pet owners alike. Dogs Only - 1 Dog Under 65lbs or 2 Dogs Under 30lbs Client agrees to indemnify and hold harmless Willow Falls, its owners and its operator from all liability and damage suffered as a result of the guest's pets. Guest will abide by the following policies: Pets must be fully trained Pets must comply with local legislation requirements Pets must not be left unattended Pets are not allowed on beds or furniture Guests are responsible for the disposal of poop in outdoor trash cans Any disturbances such as barking must be curtailed to ensure the neighbors are not inconvenienced Guests are responsible for all property damages and/or personal injuries resulting from their pet Willow Falls reserves the right to charge guest's security deposit commensurate to the cost of such damages including but not limited to: Pee or poo inside the homes and/or outside on property Excessive pet hair or dander Paw Prints on Furniture or Linens Chewing or scratching of Willow Falls Property
  • Is smoking allowed?
    Smoking is strictly prohibited except in the designated fire pit area. ​Cigarette bins will be provided for the disposal of cigarette butts. Cigarette butt pollution, smoking indoors or outside of a designated smoking area will result in a fine determined by Willow Falls staff directly deducted from the security deposit.
  • Does the property offer heat and A/C?
    Willow Falls is predominantly an outdoor venue for wedding celebrations exceeding 20 guests. Outdoor heating elements can be rented from our preferred vendor. Hendersonville, NC Weather Averages
  • Are there any noise ordinances?
    All music must end by 9:15pm and all day-of guests must be off property by 10:00pm. Bands are not permitted on property. Please be mindful of our neighbors during your stay. Amplified music is only allowed through our in-house sound system on a single day during your stay. Our property's quiet hours of 10:00pm until 10:00am are in place to ensure that everyone can enjoy a peaceful night's sleep. We care a lot about maintaining good relationships with our community, so we appreciate you following our "house rules" during your stay. We are committed to Rent Responsibly standards. This means we follow best-in-class guidelines to ensure you have a peaceful, safe and memorable stay with us. We use smart home technology to improve your experience. NoiseAware is a smart home device that measures volume levels throughout the property and allows us to respond to noise nuisances without disrupting your stay. NoiseAware is 100% privacy compliant and is required on this property. If you have any questions, please ask. We are committed to your comfort so please let us know if we can do anything during your stay to make it more enjoyable. Failure to comply with the local noise ordinance will result in a fine determined by Willow Falls staff and directly deducted from the security deposit.
  • Is there a dressing area on-site?
    Traditionally the Bride and Bridesmaids use the Main House Master Suite complete with a private restroom and the Groomsmen get ready in the Bungalow Living Room Area. Two separate spaces, private from one another, yet both overlooking the waterfall. The perfect setting to connect with your bridal party. For day-of rentals, the only bedroom offered is the Main-House Master in the Main house.
  • Are candles allowed?
    Yes, however all candles must be contained in candle holders with at least a 3” lip. No candles are allowed on the floor, and no tapered candles are permitted unless they are fully encased in a hurricane glass.
  • What decor and lighting elements are allowed?
    We allow additional decor that does not mar or damage any surface, landscape or in any way compromise the property. No holes can be drilled or nail-driven into any surface. Additional lighting and rentals can be sourced from our preferred vendors. Please speak with your venue manager at Willow Falls prior to securing any outside vendors.
  • Do you have a catering kitchen onsite?
    Underneath of the main house there is a prep kitchen featuring ample counter space for plating and prep, large commercial grade sink, refrigeration, microwave, and trash cans. Only approved caterers may use this prep kitchen area. Please see approved caterers on our vendor list. Caterers may opt to bring in additional cooking equipment with prior approval. Please check with the Willow Falls venue manager for any restrictions. The WF staff will need to know your catering choice thirty (30) days prior to the event to ensure the staff knows our rules and guidelines for serving in our space.
  • Are we allowed to bring our own alcohol?
    Yes! At Willow Falls, you have the flexibility of bringing your own beverages (BYOB), leading to significant cost savings for you. However, please note that bartenders are mandatory and are exclusively provided by the service providers listed on our preferred vendors list. Service: $100 per hour per bartender Vintage Trailer: $500 Gratuity encouraged Although you may only serve beer and wine we require you submit back to us an approved North Carolina's Limited Special Occasion Permit no later than 30 days prior to your event date. The Wedding Alcohol Calculator & Shopping List You Need to Stock Your Reception Bar
  • Where do my guest park?
    Willow Falls has a parking arrangement with the two gracious neighbors on Little Willow Circle. Up to 15 cars may park on either side of the road during your event (this includes parking for your vendors and Event Coordinator) as long as they do not block the neighbors’ driveways. For any guest count over 15 vehicles shuttle arrangements are required with a Shuttle Transportation service company to transport your guests to and from your event at Willow Falls. Shuttle vendors and convenient pick-up / drop-of locations are included within our preferred vendors list.
  • Does the property offer in-door and outdoor spaces?
    Willow Falls is predominantly an outdoor venue for wedding celebrations exceeding 20 guests. Our Stone Terrace Ceremony Site and Wooded Patio Reception Deck allows for a maximum of 75 Guests. A 20' x 40' tent providing coverage of the Wooded Patio is encouraged to have on standby in case of rain. Our preferred tent vendor offers a great cancellation clause if rain is not in the forecast. The Main House includes a His & Her bathroom for day-of guests and private bathrooms for overnight guests. By its nature Willow Falls is a home. 16 guests can be seated indoors within the Main House dining and kitchen area for a traditional meal.
  • What spaces do you offer?
    Our venue offers exclusive use of our 7-acre property in the woods with a gently sloping waterfall, walking trails lit by warm Edison lighting, gazebos, winding porches, fire pit, and lush gardens. The property rental includes two homes for a 3-night stay for 14-20 of your closest friends and family. The Main House has the feel of a French countryside villa, and the Bungalow offers a fairytale-like experience. Traditionally the Bride and Bridesmaids use the Main House and the Groomsmen get ready in the Bungalow. Two separate spaces, private from one another, yet both overlooking the waterfall. The perfect setting to connect with your bridal party. The beauty of it all... it’s your day and you get to decide! The ceremony site is located on our lower stone terrace underneath a natural cathedral of trees. With the sound of flowing water and the wind rustling through the leaves your "I-Do's" will forever be one of the most memorable moments in your life. Guests will make themselves at home exploring the property and enjoying cocktail hour on the front porch. Dinner is served on the Upper Wooded Patio and the evening will conclude with dancing under the stars on the stone terrace, right where you kissed for the first time as a married couple. Guests counts must not exceed our maximum occupancy of 75 guests at any time.
  • How many guests can attend?
    Guests counts must not exceed our maximum occupancy of 75 guests at any time.
  • Why do you require vendor approval?
    We have worked to establish professional relationships with outstanding, quality vendors in the area. While the majority are exceptional partners, unfortunately, there are a few vendors we have chosen to exclude from our approved list due to excessive problems. We don't want any of our clients or their guests to have a bad experience on their event day. We have chosen a select list of stellar vendors on our Approved Vendor List that we would encourage you to look at. Trust us when we say your event will go much smoother if you hire from our list!
  • Am I allowed to use my own bartenders or have my caterer provide bar service?
    At Willow Falls, you have the flexibility of bringing your own beverages (BYOB), leading to significant cost savings for you. However, please note that bartenders are mandatory and are exclusively provided by the service providers listed on our preferred vendors list. Service: $100 per hour per bartender Vintage Trailer: $500 Gratuity encouraged
  • Who will be working with us from Willow Falls?
    The Director of Operations will be your main point of contact throughout the planning process, beginning with contract signing through your damage deposit return. A Venue Manager & Hospitality Staff Member is included in the contract pricing and employed by WF. On the day of, a Willow Falls venue manager will work closely with your event planner to ensure all your wishes come to fruition. The venue rental fee does NOT include an event or wedding planner, whose job requirements would entail decorations and the fine point details of the event (please see our vendor list for approved event planners). We do require a day of coordinator for all weddings and events. The day of your event, a WF venue manager manager will be on site for the duration of the event to ensure everything runs smoothly with the venue. Venue Manager *Included 10am arrival - 10pm departure Maintains property sound & lighting Enforces contracted terms Securing premises Gratuity encouraged Hospitality *Included for events with 30+ Attendees 1pm arrival - 10pm departure Assists Venue Manager Cleans Main House kitchen & bathrooms A La-Carte Services include: Bartenders *Required if alcohol is served At Willow Falls, you have the flexibility of bringing your own beverages (BYOB), leading to significant cost savings for you. However, please note that bartenders are mandatory and are exclusively provided by the service providers listed on our preferred vendors list. Service: $100 per hour per bartender Vintage Trailer: $500 Gratuity encouraged Rehearsal Dinner Staff *Required if tables and chairs need repositioning 5pm arrival - 9pm departure 1 Hospitality & 1 Maintenance Staff Member $500
  • Can we post pictures of our event on your website?
    We’d love to share your pictures of your special event! However, it’s really important that your photographer secure media rights from you in order for us to use these pictures. We have a section on your photographer vendor form to outline this.
  • Where should our guests stay?
    Please see our list of vendors for accommodations.
  • Are there any restrictions on vendors I can use?
    We have hand picked the best vendors in the area to work within a variety of budgets. All vendors must be licensed, insured, and approved in advance of your event (our preferred vendors list have already gone through this process). Should a vendor provide their services without prior approval, there will be a $250 fee (per vendor).
  • Which vendors need their own insurance?
    Accidents happen to the best of us, so we do require any vendor (professional or not), who is working in our space to provide us with a COI. This includes your caterer, photographer, baker, musician, event planner, florist, etc. There are a few exceptions to this. Please contact your event manager for more information on insurances needed.
  • Can I have the property flipped for my rehearsal dinner and day-of celebration?
    The greatest value you will find at Willow Falls is the overnight stay for up to 14 of your closest friends and family. Checking-in on Thursday and checking-out on Sunday, you are permitted to host your rehearsal dinner and/or send-off breakfast on property. We hope to provide you privacy during your stay to make Willow Falls your own. WF venue management and hospitality staff is included for your day-of celebration only. WF staff will not be on property Thursday, Friday or Sunday unless otherwise contracted. Rehearsal Dinner Staff *Required if tables and chairs need repositioning 5pm arrival - 9pm departure 1 Hospitality & 1 Maintenance Staff Member $500
  • Do I need to hire an event planner or coordinator?
    Yes. A licensed and insured day-of coordinator is required to manage vendors, load-in/load out, and the event timeline. These details must be submitted prior to the event. Your event coordinator must be on-site or have a representative on-site for the entirety of the day-of celebration arriving no later than 10am and departing no sooner than 10pm to manage vendor details, questions, clean-up etc. Please pick from our approved vendor list provided. Your personal Willow Falls venue manager will be on-site during your event to answer any questions, provide general assistance, and oversee the building and our staff, but he/she will not coordinate your event.
  • Who caters my celebration?
    Please see our approved vendor list. We have an incredible group of caterers that can fit into a variety of budgets. Whether you are looking for passed hors d'oeuvres, buffet, food stations or a plated meal, our approved caterers have you covered! Non-Approved Catering: In special situations, WF may be able to allow catering that is not on our approved list. If you wish to go off our approved list, there is a vendor fee that will be added to your venue rental (per vendor). Willow Falls requires that any vendor entering our space be approved at least thirty (30) days prior to your event and need to sign our catering agreement form before any quotes are sent out or any deposits paid. We do this to ensure that you are working with reputable, licensed, and insured vendors who will not only do a great job for you, but also treat our venue well and follow our policies. To request vendor approval, please consult with our WF Director of Operations. If a caterer that is not on our list brings us the client, we do waive the vendor fee.
  • What happens if my vendor doesn't submit proof of insurance?
    Our clients are responsible for making sure that all their vendors are approved and insured. In the event you have a vendor show up who is not approved, there will be a $250 fee taken out of your security/damage deposit for each vendor who is not approved.
  • What if a vendor does not have insurance?
    If your vendor doesn't have insurance, either you or they will need to purchase a one-day policy. Most one-day policies are around $90-$200, depending on the type of vendor and risk. Your vendor might be able to get one day insurance through their homeowner's insurance or look at a reputable insurance company like K&K Insurance or The Event Helper. (We do not receive any sort of compensation for this recommendation.) Of course if your vendor is running a business, they really should consider a year-round policy.
  • Where do I get tables and chairs?
    When you become a beloved client of Willow Falls you get access to our inventory of 8' x 40" wood tables and chairs (enough seating for 75 people) and your own sweetheart table which is commonly used for the bride and groom or the dessert bar. That's between a $1,500-$2,000 savings! View images of our tables and chairs HERE. Following the ceremony, chairs will need to be transitioned to the dinner by your event coordinator and/or appointed guests. ​ *Please note linens and table settings are not provided by Willow Falls.
  • Do I need an alcohol / liquor permit?
    North Carolinas ABC Commission Limited Special Occasion Permit *Please submit an approved Permit no later than 30 days prior to your event date. Yes, we do require a Limited Special Occasion Permit even if you only plan to serve Beer & Wine. While serving liquor may not be part of your initial plans, it is important to recognize that liquor may still be present on the property during your overnight stay. By obtaining the permit, you ensure that you have liability coverage in the case of any unfortunate circumstances that may arise. Having liquor on the premises, even if it is not served by you or staff, can still pose risks and potential liabilities. Guests may bring their own alcohol and accidents or incidents involving liquor can happen unexpectedly. It is better to be prepared and have the necessary coverage to protect yourself and your guests in such situations. A Limited Special Occasion Permit can provide you with the necessary legal protection and liability coverage. It demonstrates that you have taken the responsible step of acknowledging the potential presence of liquor on the property and have taken measures to mitigate any associated risks. While you may not foresee liquor being served on the premises, it is always better to err on the side of caution and be prepared for any eventuality. Obtaining the permit will give you peace of mind and ensure that you are adequately protected in case any liquor-related incidents occur during your guests' stay.
  • Am I responsible for clean up?
    The short answer is "you shouldn't be" :) Too often our clients are burdened with the responsibility of clean up. It is the responsibility of your licensed coordinator / planner to ensure that all vendors understand and abide by our policies. Client: At check-out, it is your responsibility to remove all personal items, signage, floral arrangements, candles, trash, recycling, and any other items brought to the property for your event. Florist / Decorators: All centerpieces, candles, and decor that is not property of Willow Falls must be removed from tables and taken off the property. Catering: To ensure the return of your damage deposit, you (or your caterer) must complete the following break-down procedures immediately following your event: Clean the staging kitchen. The venue provides cleaning supplies Dispose of all trash in the dumpster located at the top of the driveway. Please do not use, remove or commingle any kitchen cookware or utensils from the private homes. *Vendors may not store personal belongings overnight.
  • What details do I need to share with my guests or vendors?
    Event Timelines - make sure that your guests and your vendors are aware of the specific event times (including set-up and break-down) outlined in your rental agreement. Your day of planner will help with the timeline and also send out details to all of the vendors involved. Parking - Remember, only 15 cars are allowed on and surrounding the property. Once your guest count (or car count) is confirmed. Give your guests and vendors a heads up about parking, trolleys, or using ride-share services prior to the event will be a huge help to everyone! Policies - while we want you to feel that our space is completely yours during your event, we also want to make sure that our property and your guests are well cared for. Please share with vendors and guests details outlined in our policies to avoid any potential damages or mishaps.
  • Im booked, now what?
    Tour the Venue for our staff to answer last minute questions Sign the online proposal/contract Pay your 1st payment Book your event planner/day of coordinator off our preferred list (required) Schedule tour with your planner to talk about your vision Review our preferred vendor list - a $250 fee is charged to book anyone off our preferred list (Fee does not include photographers, videographer, or hair & makeup) Do not gather quotes or sign any contracts with vendors prior to venue approval. All vendors must complete our vendor application form and show proof of license and insurance Pay for your event/wedding insurance - WedSafe or Private Event Insurance for your security & safety Finalize trolley / valet services up to 60 days before event Final payments due midway between contract and event date & 60 days prior to event date Refundable Damage Deposit of $1,000 due 30 days prior Vendor Forms and approval must be completed 60 days before your event for any vendors not already on our preferred list Work with event planner to confirm timeline and reception layout Check-in to Willow Falls We can’t wait to make your vision come to life! - Willow Falls Staff ❤️🌿
  • Do I need an insurance policy?
    We recommend privateeventinsurance.com or wedsafe.com. The policy will cost approximately $100-175. This is not required, but highly recommended to cover you on your wedding day.
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