Mountain Magnolia Inn, Suites & Restaurant.

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Mountain Magnolia Inn Event Planning Guidelines

Inquiry

It is best to use our contact form to make an inquiry about our availability, pricing, and services for weddings. With a small amount of information about your desired dates and day preference, number of guests, and any additional notes, the coordinator will be able to send a detailed custom response.

Site Visit

An important part in selecting the ideal venue for your event is a personal site visit. If our services and pricing from the inquiry response match what you are looking for in a venue, if at all possible, you should schedule a site visit with our wedding coordinator.

During this visit, you will get a chance to walk through the grounds, tour any available lodging, and discuss event details with the coordinator/innkeeper. We, also, encourage anyone visiting to take a little extra time to look around Hot Springs and even try to have dinner in our restaurant, open normally Friday-Monday from 5:30 until 9:00. We can also discuss lodging options if you would be interested in getting the full experience with a night or two in our little mountain town.

Booking Your Date

With the initial non-refundable deposit of $500, we will place a hold on all lodging and await any guidance from the wedding couple on room assignments for these spaces in the months to come.

Deposit Cycle

Generally, our deposit schedule would be as follows:

  • Booking the date: $500 non-refundable deposit
  • Two months later: $500 non-refundable deposit to further secure the date
  • Two months before the event: 50% deposit from an estimate of expenses that will be created with final menu choices and estimated number of guests.
  • Remaining balance: Due upon check-out after the event is completed

Contract

A contract based on the event date and any specific requirements will be sent to the couple. Please review the contract details, sign, and return within 1 week of receipt.

Room Assignments

The room assignments details are one of the first planning arrangements. Please review the room assignments document, speak to the coordinator about any questions, and provide the coordinator with these guidelines when they have been created. When we have these guidelines, we will open up the lodging to be booked by the individual guests that have been specified for each room.

Room descriptions and rates; additional lodging

Rental Order

For larger events, where tent and rented supplies are needed, it is important that a rental order be started well in advance from the event date. With a good idea of the number of guests expected, we can begin a rental order and get the tent and supplies reserved for the date. The coordinator is happy to help get this order started, and it will also be helpful to make contact with the salesperson at Classic Event Rentals to discuss and explore linen options, chair styles, and any other preferences.

Menu Planning

Ideally, no less than three months before the event, we will start to discuss the menu and beverage selections for the event. When these items have been chosen, the coordinator will create an estimate of expenses that will look much like the final wedding invoice. Our hope is to have and create a very clear picture of the total cost, based on the number of guests that you expect and menu details.

Rehearsal Dinner

We are happy to discuss rehearsal dinner options at any point. We can offer everything from a casual barbecue to a formal dining experience in the main house, and we work with you to make this an affordable and relaxed time to welcome family and friends.

Brunch

Breakfast is included for guests in the main house, Garden House, and Fowler's Bend.

We are equipped to offer a larger brunch for additional guests. This can include anything from quiches, French toast casserole, and mimosas to "build your own breakfast biscuit bar!"

Timeline

As we get closer to the event date, we will discuss the details of timing for the overall occasion. This will include ceremony rehearsal planning for the previous day, time of ceremony, cocktail hour, transition to dining, cake, toasts, special dances, to bar closing.

Vendors

Feel free to contact the coordinator with any questions about vendors and their services. Please provide the coordinator with the names of the vendors and any special requirements and delivery times, as the coordinator will assist these vendors upon arrival.

Rehearsal and Wedding Ceremony

The coordinator will be present to assist in the ceremony rehearsal, usually the day before the wedding.

It is important that the wedding couple makes a plan for their ceremony in considering how guests will be seated, honored guests (such as parents and grandparents) seating, order of processional and accompanied music.

During the rehearsal, we will practice all parts of entering and exiting the ceremony and any other special details. It is best to allow for at least an hour for the rehearsal and encourage all parties involved to come on time, so that the others are not waiting to get started.

Your coordinator will help cue music and those walking in on the wedding day.

Final Guest Numbers

The final number of guests is due to your coordinator two weeks before the event.

It is important to specify in this final number how many are adults, children between 8 and 12 years old, children 7 years old and under, and vendor meals.

The final number of guests will determine our final staffing arrangements and food ordering, and your final invoice will be based on this number.

Special Requirements

In the process of planning, you will discuss with the coordinator any special requirements for storage, decorations, and set-up. The Mountain Magnolia Inn has a walk-in cooler that can be used for a small amount of storage, if needed, and we also have a ladder that can be available for decorating.


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