1

FREQUENTLY ASKED QUESTIONS TABLE OF CONTENTS “Life is just a bowl of queries”

“Life is just a bowl of queries” hroughout the Springwood website there are photos of TSpringwood and photos of actual events that try to capture CEREMONY some of the joy, beauty, and overall experience of Springwood. However, there is nothing like being at Springwood to assess whether our venue can be adapted to your vision. Although some VILLA WATERFALLS of the set-up can be modified, there is no substitute for being at Springwood to see the spatial relationships of each site and FOOD & BAR SERVICE to know whether this is what you have in mind. [In fact, many couples--and , in particular--have said that Springwood is TABLE ASSIGNMENTS better than they could imagine.]

e urge you to visit Springwood to discuss with an event FLORAL Wmanager the details of our event packages. Because not all couples have their ceremony on-site, our ceremony package PAVILION / TENT SIDES is separate from reception packages, both in terms of time and amount. Also, Springwood Manor and the Villa at Springwood are MUSIC / AUDIO two separate venues, and thus, are contracted separately.

BE SURE TO ASK QUESTIONS! PAYMENT n the following pages, there are answers to some frequently Iasked questions, with the identification of some typical items and services requested as add-ons. This is an attempt to help you be prepared when you actually do visit. It will help you to focus on the important characteristics of what your ideal venue is. However, please don’t expect to get all of your questions answered here. Come and see and believe for yourself.

t is always best to try to assess all that you might want for your Ievent before you sign the contract. Sometimes that is possible and sometimes there are things you think of later. We hope this helps. 4 5

CEREMONY CEREMONY

: What is the rain plan at Springwood Manor? : We know that Springwood Manor has many beautiful outdoor Q Qspaces. [See www.springwood.org/cersites.html.] Why do you : Springwood Manor has an amazing rain plan for ceremonies. say you have only three ceremony sites on the grounds? AOur vaulted ceiling pavilion feels like an outdoor cathedral. . . with two majestic chandeliers that were hand-forged by a : The three ceremony sites that you are referring to (garden artisan! The drape shown in the photo below is an Asquare, gazebo, and stone patio) are specifically set up or additional charge. “wired” so that Springwood can provide music for your ceremony. Because Springwood has speakers throughout the Manor as well as on the grounds at all ceremony sites and on the rear deck, music is also part of Springwood’s packages. For the ceremony, you select the specific music and we execute it. We also have a Clavinova piano that is tied into our house sound system. This piano has digital music selections which can be played in piano, harp, orchestra strings or a variety of other instruments. Because of our unique setting, Springwood handles the music for ceremonies, the cocktail hour and dinner; the client selects a DJ or band to handle announcements and dancing. The DJ or person selected to announce the couple and/or party may use Springwood’s wireless microphone in order to be heard at all locations, both indoors and outdoors.

: Regarding PROGRAMS - do you have baskets to hold Q programs for the guests? I would like to have our groomsmen :What is the rain plan for a ceremony at the Villa? also act as ushers and hand out programs, but obviously they Q are only able to do so until they need to be in place to walk down : A spacious 30’ by 40’ tent covering a larger walled and well- the aisle. Can we possibly have a small column or table on which to A drained patio is available May-September for ceremonies place a basket of programs? and receptions at the Villa as a rain plan. Adjacent to this : In order to avoid confusion of baskets, you should bring area are 4 additional guest rest rooms, a bar and a prep kitchen for Aprograms in your basket as you would like it placed. Springwood’s chef to use in catering your event at the Villa. If you Springwood staff will place that basket in an appropriate place decide to rent an additional tent for your outdoor reception due to depending on where you choose to have your ceremony. its size, Springwood staff will be able to assist you with this tent rental and its placement on the grounds. 6 7

CEREMONY CEREMONY

: What time can the wedding party show up to get ready for the : Are we able to have ONLY a ceremony (without a reception) Qceremony? Qat Springwood?

: Arrival of the wedding party is ONE HOUR PRIOR TO THE :Although couples can have a ceremony (with or without a A START OF THE CEREMONY. [NOTE: Prior to this time, at each Areception) in the glass atrium at Springwood Manor IN THE of our two venues (Manor and Villa), the gate may be closed WINTER MONTHS, there is a new ceremony and reception venue at and you may not be able to enter the grounds.] Groom, groomsmen, the VILLA at Springwood that is available to couples who choose to and come to Springwood already dressed in wedding have ONLY a ceremony (without reception) at Springwood APRIL- apparel. Springwood staff will help the groom and groomsmen get OCTOBER. This area includes three ponds and a stone-lined their boutonnières pinned on. They then meet the photographer stream, leading to a covered bridge and spectacular waterfall with a (typically outdoors) to have “guy pictures” while the is slipping 55-foot drop--and photo opportunities galore. into her . The bride comes with hair and make-up done. When the bride is ready, the photographer goes to her room for photos his location provides a number of with bridesmaids and sometimes with mothers and dad. Tnew wedding ceremony sites--one at the base of the waterfall and a second on the naturally lush greens (of the former : Will you serve hors d’oeuvres to the bridal party in their pre- golf course). At this location, couples Qceremony rooms at the Manor or Villa? have more choice in selecting the time of their ceremony : Generally, there is no food that is contracted as part of the rather than being A wedding ceremony package. Thus, there is no food or alcohol constrained by other served in the pre-ceremony preparation/waiting rooms. Hors events occurring d’oeuvres are served immediately AFTER the ceremony. Waitstaff at Springwood will serve hors d’oeuvres during the cocktail hour of the reception to Manor. The Villa the wedding party and family wherever they are after the ceremony-- at Springwood has usually on the grounds with the photographer taking photos. a tented patio for a rain plan as well :Is a table with linen available for a or sand as an entrance and Qceremony or do we need to bring something? parking that are separate from the : Such a table with linen is included in the Springwood Wedding Manor. ACeremony Package. 8 9

VILLA WATERFALLS VILLA WATERFALLS

: Is it possible for us to get married at the Villa waterfall, : If we rent the Villa for overnight accommodations, can we and then have our reception at Springwood Manor where the Q Qhave photographs there ? Will the waterfalls be running? glass atrium is? :You are certainly welcome to use the grounds for photographs : Absolutely! However, this scenario if you rent the Villa for overnight accommodations. However, means that you wish to use two A A use of the waterfalls for photographs requires a separate request venues, requiring two contracts--one for a to “turn on” the waterfalls for a period of time and an associated ceremony only at the Villa at Springwood charge. The waterfalls are not necessarily “running” because and the other for a reception only at you are staying at the Villa for overnight accommodations. The Springwood Manor with glass atrium. waterfalls are “turned on” for events--ceremonies, receptions, rehearsal dinners, etc. : Can we have our ceremony and : If we rent the Villa for overnight accommodations, are we reception at Springwood Manor and Q permitted to bring in food to the Villa for a ? also go to the waterfalls at the Villa for Q photos? :If there are more than 10 people at the Villa, we must classify it as an event (not an overnight stay) and charge a facility use : Again, the waterfalls are part of a A fee, based on the number of guests. If alcohol will be available, you separately leased venue. There is no A are required to have a bartender (provided by Springwood at a fee) guarantee that the Villa or the waterfalls to supervise and monitor the service of alcohol. To bring in food will be available for use unless you sign for an event requires Allegheny County Health Department certifi- a contract for use of the site or use of the cation and a certificate of liability. Thus, in general, our chef must waterfalls for your photo (at at hourly rate). prepare food for events at the Villa. Such a contract will include a separate charge for this service. This scenario Overnight accommodations at the Villa at Springwood are available assumes there is no other event occurring for up to 6 guests with a 2-night minimum. Two nights at the Villa at the Villa on the same day as your event. for up to 6 guests is $1,075 [2019] plus tax and service fee. Occa- sionally we are able to accommodate an additional guest or two. However, these additional guests REQUIRE additional bedding (airbed or cot), towels, dishware, etc. The charge for additional guests is $75 per guest per night [2019]. 10 11

FOOD & BAR SERVICE FOOD & BAR SERVICE

: Are hors d’oeuvres included in Springwood’s reception : Am I permitted to bring an outside caterer? Qpackages? Q : YES, three hors d’oeuvres are included in all of our reception : Springwood has an excellent in-house chef who prepares Apackages. You make three selections from the current list of Aand supervises the food service. He must be present with our hors d’oeuvres selected by our chef. These hors d’oeuvres are waitstaff for all events. Thus, it is not particularly cost effective generally served butler-style (or “passed by waitstaff”) during the to pay for an additional caterer to bring in food and warm it at our cocktail hour. facility with an additional kitchen fee. Occasionally, however, our chef has worked with outside caterers who have Allegheny County : Can we purchase additional hors d’oeuvres? Health Department approval and a certificate of insurance, primarily Q in the service of certain ethnic food. : YES, additonal hors d’oeuvres from our list of hors d’oeuvres A that are served butler-style are typically between $3 and $4 : We will have only a few vegetarian guests. How do we handle per person. Additional hors d’oeuvres that are not on this Qspecial dietary requirements? list are market price. Vegetable crudites and a stationary display : The buffet dinner service includes a pasta choice as a of cheese and fruit are also available. However, we generally Avegetarian entree. For a served dinner, however, you choose recommend that these displays be purchased for half the size of a vegetarian entree which is served to those guests. You only the event. That is, if you anticipate 150 guests, add a cheese/fruit need to tell us where these meals are to be served (that is, at what display for 75. This keeps the price reasonable and eliminates table number). Our chef is also willing to handle other dietary waste. requirements, such as those of vegans, persons who require glucose-free meals, persons with various allergies, etc. All of these : Do you offer kids’ meals? requests MUST be discussed with Chef in advance of the event. Q We do not have such variations “on hand”; that is, they cannot be : YES, for children less than or equal to 8 years of age, kids’ requested at the time of the event. Ameals are provided when you select a served dinner. A kid’s meal consists of chicken tenders, mac ‘n cheese and a fruit : Do you provide flutes for a champagne toast? cup. (Kids’ meals are not offered with the buffet service because Q : YES, you provide the champagne and we supply the flutes. kids can find something on the buffet to eat without serving ASome couples choose to have a champagne toast at the them something different.) The price differential depends on the dinner table or from the atrium balcony. For both of these options, reception package that you choose. we provide a flute at each place setting. Most couples, however, have their toasts on the rear deck, where we provide a table, linen and flutes for those guests who choose to drink champagne rather than something else from the bar (alcoholic or non-alcoholic). 12 13 FOOD & BAR SERVICE FOOD & BAR SERVICE

pringwood’s bar service consists of non-alcoholic beverages : I would like our guests to have a couple of different options S(including soft drinks, mixers, juices and ice), bar and Q for non-alcoholic beverages (in addition to soft drinks). What bartenders. This service is included in all of our reception do you suggest? packages. There is NO ADDITIONAL CORKING FEE. The :Springwood uses large urns to serve iced tea or lemonade. client provides all alcoholic beverages served by Springwood’s A Also, our chef has some delicious non-alcoholic punch bartenders. Recommendations for stocking your bar are available recipes. Each of these options is an additional charge, upon request. Bartenders must be provided by Springwood; the depending on your choice. client is not permitted to provide bartenders. NO SHOTS OR ENERGY DRINKS ARE SERVED AT ANY TIME (not : How do you handle signature drinks? Will your bartenders even for a “”), and alcoholic favors are not permitted. Qmake and/or serve our signature drinks? SERVICE OF ALCOHOLIC BEVERAGES ALWAYS ENDS ONE HOUR :Springwood bartenders will serve signature drinks, but they PRIOR TO THE END OF THE EVENT. Springwood reserves the right Amust come pre-made. You can drop them off the day of the to limit the alcohol consumption of any guest at any time. event along with the alcoholic beverages that will be served at your event. : Are we permitted to have bottles of wine on the dinner tables? Q : What about your smoking policy? Would you allow a cigar : NO. If you want wine served to each guest at dinner, there is Qbar? Aa fee of $2.25/person [2019] to do so. The bar is open during : Smoking at the Manor is only permitted at the outdoor dinner, however, permitting guests to go to the bar to get their drink Asmoking deck (signage says “Smoking Pavilion”), which is of choice. also where we have on occasion set up a cigar bar at an additional charge. Your guests may not smoke inside the MANOR or VILLA, : How many cases of beer fit into the cooler in the main bar? on the rear deck of the Manor, in the Manor Pavilion where dancing Q occurs, or on the grounds of the MANOR or ViLLA. : The capacity of the bottle cooler in the primary bar is 18 Acases. Springwood cannot accommodate kegs of beer. : Who places the topper on the cake? Q : The bakery has the responsibility for the set-up of the Acake/cupcakes and the secure placement of the topper on : How many bartenders staff the bar? the cake. If you have a heavy cake topper, be sure to discuss this Q : There are two bartenders for up to 150 guests; additional with the bakery so that they can put a dowel in the cake to secure Abartenders are added if needed for a guest count greater the placement of the topper. than 150. If you want an extra bar and/or bartender, there is an additional fee depending on the additional service requested. 14 15

FOOD & BAR SERVICE TABLE ASSIGNMENTS

: What is Springwood’s cake-cutting fee? : What is the ratio of waitstaff to guests? Q : Springwood has NO cake-cutting or plating fee. Q : The ratio of waitstaff to guests at Springwood is A A approximately 1:20-25; that is, 1 waitstaff to 20-25 guests, depending on the food service choices. :What time can we drop off the alcohol, cookies, etc? Q NOTHING can be left overnight before the event or after : When do you need the final guest count? And seating Athe event. The drop-off time on the DAY OF THE EVENT for Q assignments? How many seats are there at a table? ALL the items you want to use on that day is 10 AM. : The final guest count is due 3 weeks prior to the event A date. This final count, which will be used to prepare : Is there a fee for a cookie table? Or traying of cookies? the final invoice, can go up but not down. That is, Q : A cookie table with linen is included in all reception you can still add a few guests who have not responded as of that Apackages at no charge. You can bring cookies to date, but we don’t expect you to add whole tables of guests after Springwood (at the 10 AM drop-off time) ON TRAYS and this date. The seating assignments can be provided a week later, Springwood staff will set your trays on tiers on the cookie table specifically, 2 weeks prior to the event date. Please ask Springwood at no charge. If you bring cookies trayed, remember to bring staff to send (via e-mail) a seating chart (template) to assist you whatever the guests need for service (e.g., napkins, plates, take- in preparing your table assignments if they haven’t provided it home boxes or bags). already. For buffet and station food service, we need to know how f, however, you want to bring cookies to Springwood in boxes on many guests will be seated at each table. The standard is up to 10 Ithe morning of the event, and you want Springwood staff to tray guests at each table. For a served dinner, we need to know how those cookies on our trays, replenish the trays during the event, many guests at each table BY MEAL TYPE unless you have chosen and then re-box the leftover cookies at the end of the night, there is to serve a combination plate (which, by the way, seems to make the a flat fee of $350 [2019]. This fee applies to candy set-up as well. food service go more smoothly). With a combination plate, guests are served both entrees and sides that you have chosen, and thus, : What are VENDOR MEALS? the food service is not slowed by guests asking for an entree other Q : Vendor meals are special meals prepared for DJs, band than the one they chose in response to your invitation. A members, photographers, etc. Pay attention to your vendor contract because some vendors may require the same : Does Springwood have anything to hold cards or food that you are serving guests. If you want them to eat the same Q envelopes? If so, is there a charge to use Springwood’s card food as the guests (even if they are not eating in the same place), box or should we provide our own? the price will be the same. If you wish to have the chef prepare a : Currently Springwood has both a table-top bird cage for light meal (typically boxed so that they can take it somewhere on A cards and a floor model bird cage. You may use our box at no the deck or grounds to eat), the price is $35 each [2019]. Vendors charge or bring your own. DO NOT typically eat with guests. VENDORS ARE NOT SERVED ALCOHOLIC BEVERAGES. 16 17 FLORAL PAVILION / TENT SIDES / PATIO HEATERS

A member of my family is a florist. We want her to create & :Are sides available for the pavilion at the Manor and tent sides Q set up all of our flowers & coordinating decorations. Is this Qfor the tent at the Villa? Is there an additional charge if needed? possible? When do we have to decide we want them?

You can bring in anything that Springwood staff can place, e.g. : Springwood staff typically make the decision about pavilion Aalready prepared centerpieces, potted plants or other vases/ A and tent sides on the day prior to the event. If we think we urns. These items can be brought to Springwood at the 10 AM drop- need sides to protect guests from rain for example, we will add off time for placement with no additional charge. If you have a much those sides that we think are necessary at our expense. That may larger quantity of decorative items that you drop off to be placed, be half of the perimeter or all of it. If we don’t anticipate rain and there may be an installation charge. Please discuss this with our have made the decision not to put the sides up, but you want sides florist. anyway, you must tell us at least three days before the event. The charge is $1 per linear foot. For the pavilion, the long side is 50 feet; THE ONLY FLORAL ADDITIONS THAT SPRINGWOOD’S FLORIST the short side is 35 feet; sides all the way around would be $170. For MUST DO [AND OUTSIDE FLORISTS ARE NOT ALLOWED TO DO] the Villa tent, the long side is 40 feet (a second long side is walled) ARE DECORATIONS THAT ARE ATTACHED TO STRUCTURES, such and the short side is 30 feet, with a total perimeter charge of $100. as garlands or drapes on pergola or gazebo at ceremony sites, Usually this is a joint decision, however, with no charge. ribbons/bows or garlands on stairways or atrium balcony, etc. imilarly, patio heaters are available for chilly evenings in the Some of Springwood’s reception packages include centerpieces and SPavilion for dancing at a charge of $75 for each patio heater with other decorations such as candle torchieres on the atrium sills, etc. propane. Up to 3 patio heaters are available at this rate. If you want If you want Springwood’s florist to provide any floral or decorative more than 3 patio heaters, you must pre-pay the current rental and item that is not included in your event package, there will be an delivery charges to obtain such additional patio heaters. additional charge based on what you select. Our florist will also give you a bid on your personal flowers (i.e., bouquets, boutonnières, etc.) if you want her to do so. See the floral flip book, “le fleur,” on our website (as a PDF or flash document) for more details. 18 19 MUSIC/AUDIO PAYMENT

Q: Is our DJ permitted to plug into your house system? Q: How much is the deposit? : NO, your DJ MAY NOT plug into our house system. Your DJ : To reserve the date of an event, a NONREFUNDABLE A(or band) brings his own sound system for dancing, and thus, A deposit of $2,000.00 [2020] is required. will be heard only where he sets up. Since all of our speakers are A contract is signed at that time to lock in the price. individually volume controlled, however, we are able to turn our music off where dancing occurs but, at the same time, play back- ground music in other parts of the facility and grounds for guests : When is the final payment due? who are not dancing and mingling elsewhere. Most DJs use our Q wireless microphone to announce the bridal party on the deck : Final payment is due 2 weeks prior to the event date. stairs in order to be heard at all locations, both indoors and out- A doors. Then, if you choose to have your on the deck patio, Springwood typically plays the first-dance song on our sys- tem so that it can be heard in that location as well as throughout : Do you have a payment schedule? the facility and grounds. You or your DJ can also burn a CD for Q cocktail hour if you desire. We can play his mix on our system if he : One-fourth of the estimated base cost is due NINE brings a burned CD or we can play our mix of your selected genre. A MONTHS prior to the event date; one-half of the estimated Because Springwood has speakers throughout the manor as well base cost is due SIX MONTHS prior to the event date. If your as on the grounds at all ceremony sites and on the rear deck, event date is less than nine months from the time you book your Springwood typically handles the music for ceremonies, the cock- event, we set up an estimated half payment about midway to your tail hour and dinner; the client selects a DJ or band to handle an- date. A final count of guests is due three weeks prior to the event nouncements and dancing. and full payment of the balance is due two weeks prior to the event date. Checks are payable to “Springwood Conference Center.” : Can we bring our own musicians? Q Although CREDIT CARDS ARE ACCEPTED, payments made : YES. Remember, however, that musicians must bring their by credit card will be assessed a fee of 3.5 percent on the amount Aown sound system and they will be heard only where they set of the payment made. up. For example, live musicians at the ceremony site will be heard at the ceremony site but not where the guests arrive. Thus, in this All prices are subject to a twenty percent service fee as well case, Springwood typically provides prelude music throughout the as applicable state and county sales tax. All payments are facility and grounds prior to the start of the ceremony. NONREFUNDABLE upon receipt. Damaged or missing property of Springwood will be billed at replacement costs. 20

©2020, Springwood Conference Center, LLC 1000 Indiana Road Verona, PA 15147 tele: 412-793-7453 [email protected]

www.springwood.org