Hosting Party Guide

Photo by Danica Shea Photography

You’ve picked the place, now what?

We are thrilled to have you at Willow Creek! And understand first hand the length of your wedding to-do list. We’re here to help your special day go off without a hitch, starting with a simple guide of what we’ll need from you – and by when.

Planning Meeting
Link to schedule an onsite planning meeting at the venue.

On Site Rental Items
We have a growing collection of items available to rent, you can view those items here.

Special Event Insurance
Link to The Event Helper website. *Note: the Special Event Insurance policy should be obtained and signed by the individual who also signed the venue rental agreement.


Are guests permitted in the house?

Use of the suites and bathrooms in the house are for the wedding
party and significant family members only. Premium portable
restrooms will be on site for guest use.

Can I provide my own alcohol?

You may bring in your own alcohol during the day while in the suites. Once the ceremony begins, all alcohol must be provided through the chosen bartending service.

When is my final payment due?

Three weeks prior to the wedding. A separate invoice will be issued to reflect any rental items or additions that have been requested.

When is the cut-off to submit my final headcount?

Three weeks prior to the wedding.

Is there WIFI at the venue?

WIFI is available for vendor and guest use.

What if it rains?

Special event tents are the weather contingency plan and we
ask every hosting party to reserve one. These are not provided by the venue. It’s better to have it reserved and not need it, than need it and not have one available. We recommend a 40’x40′ tent with walls. This covers the reception space and the walls can make a big difference if it’s windy. We do have two 10’x20′ event tents available to rent on site.

Can vehicles be left in the parking lot overnight?

Yes, vehicles may be left in the parking lot overnight and picked up the following day.

Is a ceremony rehearsal included?

One hour is allotted in the week before the wedding, usually the evening before. This does need to be formally scheduled and the time reserved. Dinner may also be hosted at the venue if requested.

If dinner is requested, it may be hosted on the property following the rehearsal for $100 for an additional hour (with a max of two hours) plus rental costs for chairs and tables. Set up of rented chairs and tables is included. Trash cans will be provided and trash
disposed of.

Tables and chairs are included for the first 100 guests, what if my guest count is higher?

If your guest count exceeds 100 and you need additional tables and chairs, you will just be charged for the exact amount that is needed over the 100.

If you are needing a 6′ or 8′ rectangle/banquet, a 5′ round, or bistro/cocktail table for any additional tables, we have those sizes available and they can easily be added to your guest table rentals through the venue.

8′ banquet or 5′ round tables rent at $13 per table and chairs rent for $5 each. 6′ banquet tables rent for $12 each. Bistro tables rent for $13.00 each. *(plus tax, price subject change).

Set up is included for all rented tables and chairs.

What size linens will I need for the tables I’ve rented through the venue?

The most commonly used linen sizes are listed below. This does vary based on the use of the table and preferred drop length (how far the linen hangs down). A full drape is recommended for the feature tables (sign in, gift, head, etc.) while a lap length of 15″ drop is nice for guest seating.

6 ft or 72 inch rectangular tables – 90 inch x 132 inch rectangle tablecloths will leave a full drape. A 60 inch x 102 inch will leave a 15″ drop.

8 ft or 96 inch rectangular tables – 90 inch x 156 inch rectangle tablecloths will leave a full drape. A 60 inch x 126 inch will leave a 15″ drop.

5 ft or 60 inch round tables – 120 inch round table cloths for a full drape, 108 inch round for some leg room, 90 inch round for a 15″ drop.

33 inch bistro/cocktail round tables – 120 inch round tablecloth will drape to the ground. If you’ll want to add a tie back, a 132 inch round tablecloth is recommended.

Can I have rental items delivered to the venue?

Yes. If you’ve rented items from other vendors, they may be dropped off at the venue. This may happen the day of the event (MUST be after 9 am) or the day before. If delivery is the day before, it MUST be scheduled with us to ensure site accessibility. Items may only be left outside in the designated area on the paved driveway. Nothing may be left inside overnight ahead of the event.

*Please note, we cannot sign for or be responsible for any items that are delivered. We encourage you to have someone meet the delivery to ensure accuracy. You are ultimately responsible for any and all rental items brought on site.

Pick up may be scheduled for the next day. If event is on Saturday, pick up may happen on Monday. Rented items that are awaiting pickup need to be completely moved off the grass and placed in a designated area on the paved driveway. Again, this pickup must be scheduled with us to ensure site accessibility.

Are there any restrictions on dance floors?

Because the reception area is grass, we do have to take precautions to keep it looking great all season long. Dance floors are required as open dancing will damage the grass. They also must be put down and taken up same day. They can not be set up and left overnight. If you’re having your dance floor delivered and picked up by a rental company, please discuss with them what is needed to assemble/disassemble the dance floor.