Planning Your Wedding
Events at the Mountain Magnolia Inn
After reviewing the website and pricing information available on each page, it is best to use our contact form to make an inquiry about our availability and any further questions you have about our pricing and services. Our sales and coordinating team will be happy to respond promptly and set up a tour when at all possible.
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, please contact our wedding sales coordinator to schedule a site visit.
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 to get a feel for the sweet town in which we live. We can also discuss lodging options if you would be interested in getting the full experience with a night or two at the Mountain Magnolia Inn.
Booking Your Date
With the initial non-refundable deposit, 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.
Generally, our deposit schedule would be as follows:
- Booking the date: $1000 non-refundable deposit.
- Three months before the event: 50% deposit from an estimate of expenses that will be created with menu choices and estimated number of guests OR generalized estimate if menu details have not been decided upon.
- Remaining balance: Due upon check-out after the event is completed.
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 2 week of receipt.
The room assignments details are one of the earlier 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. The Mountain Magnolia Inn innkeeper will reach out to the assigned guests to confirm rooms, request deposits, and share helpful information with your guests.
After we receive these guidelines, we will open any lodging that is not assigned to the public or to general availability to wedding guests.
For events of 30/35 or more, 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 wedding coordinator will help get this order started and relay the information to the salesperson at Classic Event rentals. You can get an idea of the products and choices by viewing the CER website at www.classiceventrental.com. Once the order is started, you will make direct payment to CER, and the coordinator will assist in making changes and updates as needed and when final number of guests are determined.
You will work closely with the wedding coordinator and chef to put together a wedding day menu that will be delicious and represent your personal tastes and preferences. Ideally, by 3 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 a menu document for you to review along with revising the estimate based on the specific choices. Our goal is to create a very clear picture of the total cost, based on the number of guests that you expect and menu details.
We are happy to discuss rehearsal dinner options at any point. We can offer everything from a casual barbeque 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.
Breakfast is included for Inn and Garden House guests.
We are equipped to offer a larger breakfast/brunch for additional guests. The brunch details will be set up in advance and have service and facility fees based on needs and number of guests. This can include anything from quiches, French toast casserole, and mimosas to “build your own breakfast biscuit bar”!
At any point and 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.
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 15 days before the event. It is important that you get the numbers to the coordinator at this time or before, because the rental updates are also due 2 weeks before delivery and changes will be made based on these numbers.
It is important to specify in this final number how many are adults, children between 7 and 12 years old, children 6 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.
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.