Frequently Asked Questions

Questions to Ask When Evaluating Your Venue

The following list of questions and tips (used with permission from Here Comes the Guide) will help you make a good decision when deciding on your venue. Print these questions out and use them as a guide while you’re talking with a venue contact or reviewing a venue information packet. And of course, add your own questions that relate to your particular event (e.g. “Can my dog be the ring bearer in my ceremony?”)

TIP: Don’t forget to have a notebook or your planning binder handy so that you can record your answers to all these questions.

What dates are available in the month I’m considering? To find out which dates are available, please call our office to get the latest calendar options at 936-873-2700 or email us at events@rocklakeranch.com. Dates in the spring and fall are very popular and fill up quickly.

How many people can this location accommodate? Using the resources we have here at Rock Lake Ranch, we can comfortably accommodate 300+ guests.

What is the rental fee and what is included in that price? Is there a discount for booking an off-season date or on Sunday through Friday? For information on our wedding packages and prices,click here. There are discounts for Friday and Sunday weddings as well as off-season dates.

How much is the deposit, when is it due, and is it refundable? What’s the payment plan for the entire bill? The initial payment to reserve your date is $1,000. Five hundred of that is a down payment on the facility rental, while the remaining five hundred is a security deposit that is refundable if there are no damages to the property. Around ninety days before the wedding, we will send you an invoice for the remaining amount and any applicable taxes, which will be due sixty days before the wedding.

Can I hold my ceremony here, too? Is there an additional charge? Is the ceremony site close to the reception site? Is there a bride’s changing area? How much time is allocated for the rehearsal? Yes, of course. We have a special outdoor chapel area that is included in both our Hickory and Grand Cedar packages. It is a short walk away from the Pavilion, our main reception area. Both meet ADA accessibility guidelines. The groom gets ready in the well-appointed Groom’s Quarters upstairs, while the bridal party prepares in the adorable Writer’s Cottage tucked away on the property. Also included in the pricing is time for your rehearsal, usually an hour and a half, and a rehearsal dinner location if you choose the three day Grand Cedar package. Scheduling for the rehearsal will be dependent upon other scheduled events.

What is the cancellation policy? If you cancel more than sixty days before the wedding, we refund your down payment but your security deposit is kept. After sixty days, half of the money paid will be refunded, excluding the security deposit. Any cancellation due to closure of Rock Lake Ranch (for example, a natural disaster) will result in either a full refund, or we will reschedule based on availability.

What’s your weather contingency plan for outdoor spaces? Rock Lake Ranch has a well-thought contingency plan in the event of foul weather. For cold, we can enclose the pavilion and have infrared heaters that keep guests comfortable. For rain, when it has rained a lot prior to the ceremony, there is no concern as the whole wedding area, particularly the ceremony site has excellent drainage and recovers very quickly. In the event that it is raining most of the day, we can move the ceremony to the Pavilion, too. We’ve had several opportunities to put the plan into action and it has worked well. You are in good hands should the weather not cooperate.

How long will I have use of the event space(s) I reserve? Is there an overtime fee if I stay longer? Is there a minimum or maximum rental time? At a minimum, the one-day packages allow you to have use of the facilities from noon until midnight (11 PM on Sundays and weekdays). Additionally, the Grand Cedar package allows access from Friday morning at 8 AM until Sunday at 5 PM.

How much time will I have for décor setup? Does the venue provide assistance getting gifts or décor back to a designated car, hotel room, etc. after the event has concluded? We allow lots of time for setup prior to your ceremony. Because we are a single event venue, we can usually accommodate your set up needs earlier than the minimum times allowed just by calling and letting us know. Consult our policies for more detail.

Is there an outdoor space where our guests can mingle beforehand? Is there a separate indoor socializing place? Guests gather before the ceremony on the arbor by the ceremony area.

Do you have an in-house caterer or a list of “ preferred” caterers, or do I need to provide my own? Even if there is an in-house caterer, do I have the option of using an outside caterer instead? We work with a broad range of caterers and welcome you to use your favorite one. We do have a suggested vendor list that we give to our couples to help you get started with your search. But we do not require that you use these vendors–they are simply people we have worked with and feel good recommending.

If I hire my own caterer, are kitchen facilities available for them? Yes! The Cabana serves as a staging area for your caterer and other wedding professionals. It has a 19.2 cu. Ft. professional refrigerator, propane burners and a large propane grill (subject to cleaning fee). It is well designed for the flow of food in and out.

Are tables, chairs, plates, silverware and glassware provided, or will I have to rent them myself or get them through my caterer? Rock Lake Ranch provides a wide assortment of tables and chairs, set to your specifications. We also have a floorplan tool that you can use to tell us exactly how you would like your set up, and our staff works to make sure everything is set to your specifications.

Can I bring my own wine, beer or champagne, and is there a corkage fee if I do? Can I bring in other alcohol? You may bring in your own libations of your choice. We are not licensed to sell alcoholic beverages. Our insurance requires that all alcohol is served by a TABC registered bartender. We can provide you with names of bar tending services or you may bring your own bartenders if they are TABC certified.

Are there restrictions on what kind of music I can play, or a time by which the music must end? Can the venue accommodate a DJ or live band? We frequently host live bands as well as DJs for events at RLR. Our electrical hook-ups are conveniently located throughout the venue. We do abide by the local noise ordinances.

Is there parking on site? If so, is it complimentary? Do you offer valet parking, and what is the charge? If there is no parking on site, where will my guests park? Are cabs easily accessible from the venue? We have plenty of free parking, (117 spaces in our new parking lot and an overflow lot nearby.)

How many restrooms are there? Our restrooms are of the quality you might expect at a nice hotel or restaurant, and have a capacity of over 300 guests. In addition, there are staff restrooms in The Cabana.

Do you offer an on-site coordinator? How much help can I get with set up and décor? We work with many outstanding wedding coordinators and can make recommendations. In addition to your coordinator, we always have a property coordinator on duty to help if you need anything.

What security services do you offer? Do I need to hire my own security guards, or does the site hire them or have them on staff? [TIP: In general, you should have 2 security guards for the first 100 guests and 1 more for every additional 100 guests.] Rock Lake Ranch requires that you hire a security guard. We can suggest local officers who are familiar with our property at your request.

Does the venue have liability insurance? Rock Lake Ranch carries general liability insurance, but does not carry individual event insurance.

Can I hire my own vendors (caterer, coordinator, DJ, etc.), or must I select from a preferred vendor list? If I can bring my own, do you have a list of recommended vendors? You may choose your own vendors, and we do have a list of recommended vendors that we are happy to share with you when you book your wedding.

What overnight accommodations do you provide? Do you offer a discount for booking multiple rooms? Do you provide a complimentary room or upgrade for the newlyweds? What are the nearest hotels to the venue? TIP: Some venues have partnerships with local hotels that offer a discount if you book a block of rooms. Other than overnight for the bride and groom in the Writer’s Cottage included in the Grand Cedar Package, we do not provide overnight accommodations. There are thousands of hotel rooms nearby, as well as a number of bed and breakfasts. We are pleased to recommend many nearby options.

Do you have signage or other aids to direct guests to my event? We have well-marked road signs as well as pedestrian signs to guide your guests throughout the venue. Our website includes a printable map and directions as well.

More Tips:

• If you really love the site, ask the venue representative to put together a proposal with all the pricing and policies—including the tax and service charge—so you have an idea of the basic cost.

• Bring a camera with you to every location you visit, and organize the photos by location name when you get home. After seeing a series of places, it’s easy to confuse them. Having a photographic record will help you remember what was special about each site.

• Pay attention to venue as a whole: Check out everything, including the restrooms, the foyer, the dressing rooms, the outdoor lighting and even the kitchen. You want to be sure your vision can be realized at this location. If possible, make arrangements with the site representative to visit the venue when it’s set up for a wedding.

• Get EVERYTHING in writing. Your date is not officially reserved until you sign a contract and, in many cases, give a deposit—even if a site contact says you don’t need to worry about it. Once you’ve found THE PLACE, make sure you ask what is required to get your booking locked in and then follow through on satisfying those requirements. And don’t assume that just because the site coordinator said you can have 4 votive candles per table, you’ll get them. Before you sign a contract, read the fine print and make sure it includes everything you and the site contact agreed on. As new things are added or changed in your contract, have the updated version printed out and signed by you and the site representative. Also, document all your conversations in emails and keep your correspondences.

(The preceding questions were written by Denise Auerbach at Here Comes the Guide website and are used with their permission.)