FAQ

Looking for answers? This FAQ is sure to help…

who can cater our wedding?

You are welcome to choose whoever you like to caterer your wedding. We do have our favorites, and you can find those listed in our preferred vendor list. We do require that the caterer you choose is a full-service caterer. This means above beyond providing the food for your wedding, they provide the dinnerware (plates, cutlery, linen napkins), they have staff to maintain the buffet line, serve the plated meal, or food-truck service (whatever service route you decide), stay to clean up from the meal, including bussing the tables, and taking out trashes. We do require that all caterers preform up to our service standards and sign a catering agreement which includes a 10% venue service fee. This catering agreement must be signed before working at Woods & Co.

Do you have any suggestions for a late night snack?

If you didn’t contract this service through your caterer, the Homemade Cafe in Pepin will deliver pizzas and other options for you and your guests to enjoy for a late night snack.

can I bring in my own food while we get ready?

Yes, you can most definitely bring in your own brunch, lunch or snacks while you are getting ready, before guests arrive. If you wanted, there is a local grocery store in town that will deliver lunch for you. Check out E&S Fresh Market’s website here.

what are the responsibilities of the venue manager?

From the time you arrive to the time that you leave, a venue manager will be on site. Their primary job is to take care and over see the maintenance of the building during your event. They will open and close the building, answer venue-related questions from the couple, wedding party, and vendors, restock restrooms, and adjust the temperature if need be.

Things that they are not responsible for are setting up and tearing down of decor, coordinating between individuals at the event, and managing timelines. These are best handled by your Day-Of Coordinator.

Do we need to hire a professional day-of coordinator (DOC) for our wedding?

Yes, we want to make sure that everyone involved, but especially you and your family and friends are able to enjoy the day to its fullest without having to stress about the details of the day. At a minimum, the job of your DOC is to work with vendors on the day of, assist with set up and/or tear down of decor, help gather family, wedding party, etc to where they need to be and when, and execute your processional. Though these are the minimum requirements, you are welcome to hire them to be more involved in your event.

How many rows of benches are in the bluff face ceremony space?

There are 15 rows of benches, with 4 benches in each row (two on each side of the aisle). 

What is a typical timeline for the wedding day?

Timelines will of course vary for each event. Below are a couple of good timelines to get you started.

***Friday, Saturday and Midnight ending Thursdays/Sundays***

10am-Wedding party arrives to start getting ready (if you need to get ready sooner, we can add that on for you- please let me know if this is something you are interested in).

10am Decorating begins

4:15pm Guest arrive by car

4:10pm Final shuttle drops off guests

4:20pm Ceremony seating begins

4:30pm Wedding party lines up

4:35pm Ceremony begins (this gives time for late guests to get seated)

5:00pm Ceremony ends

5-6pm Social Hour

6pm Guest start to get seated for dinner

6:15pm Grand March

6:25pm Blessing (if having one)

6:30pm Head table starts dinner

7:30pm Cake Cutting/Desert Served

7:35pm Toasts

7:45/8pm First Dance Father-Daughter, Mother-Son Dances Dance floor open

9:45pm First shuttle departs

10pm Late night snack

10:30pm clean up begins in background (centerpieces put away)

10:45pm Second shuttle departs

11:15pm Bar makes last call for alcohol

11:30pm Bar closes, music ends

11:45pm Final shuttle departs

12am Midnight final guests depart

Midnight-1am clean-up finalized, final walk-through done

***Alternate timeline for 10pm end (Thursday/Sunday)***

10am-Wedding party arrives to start getting ready (if you need to get ready sooner, we can add that on for you- please let me know if this is something you are interested in)

10am Decorating begins

3:15pm Guest arrive by car

3:10pm Final shuttle drops off guests

3:20pm Ceremony seating begins

3:30pm Wedding party lines up

3:35pm Ceremony begins (this gives time for late guests to get seated)

4:00pm Ceremony ends

4-5pm Social Hour

5pm Guest start to get seated for dinner

5:15pm Grand March

5:25pm Blessing (if having one)

5:30pm Head table starts dinner

6:30pm Cake Cutting/Desert Served

6:35pm Toasts

6:45/7pm First Dance Father-Daughter, Mother-Son Dances Dance floor open

8:30pm clean up begins in background (centerpieces put away)

9:15pm Bar makes last call for alcohol

9:30pm Bar closes, music ends

9:45pm Final shuttle departs

10pm final guests depart

10pm-11pm clean-up finalized, final walk-through done

how do we know what our beverage options are, and how do we let you know?

You can access all of the beverage information and options in Planning Central here. 45-60 days before your event, a member from our team will reach out to you to get your beverage choices, service upgrades, and your hosting budget. At that time, a card number will be collected and kept on file for any beverages that you will be hosting for your event.

What are my clean-up responsibilities?

Cedar Lounge and Primrose Suite:

  • All personal items must be tidied up in the both areas 30 minutes prior to the ceremony.

  • We ask that personal items be packed away in bags to “grab and go” at the end of the night, if they cannot be moved to vehicles or the cabins.

  • Access to these areas will be limited to parties that have the key code for the doors (this code will be displayed in both the Cedar Lounge and Primrose Suite those needing access).

  • The venue manager typically checks on this area during the ceremony to bring any leftover alcohol to the bar to be served there.

End of night Clean-up:

  • All items brought onto the venue property must be removed by the end of the contracted clean-up time.  This includes any rented items from other vendors.

  • All boxes must be broken down and placed into the dumpster. All remaining garbage and trash inside the garbage receptacles needs to be placed in the dumpster.

  • All remaining food must be taken with you or put in the dumpster, including items in the mini-fridges.

  • Any flowers, floral arrangements, and ceiling installations must be removed from the venue and/or disposed of in the dumpster.

  • Anything that comes in with you for your event NEEDS to leave with you at the end of the night. Please have a clean-up plan in advance. Any time overages or items left could result in extra charges.

Final Walk-through:

  • Our staff will do a final walk through with a designated point person or your DOC at the end of the evening, where they will sign off that all of the above items have been taken care of. We want you to enjoy your time at Woods & Co, but also want to make sure that the facility is well cared for at each event.  If items are not properly disposed of or there is an excess mess not addressed, you may be charged a portion or all of your damage deposit to cover the cost of the extra hours for our staff to clean up.

Can cars stay overnight?

Yes, cars left in the venue parking lot need to be picked up by noon the next day. NO CAMPING OR OVERNIGHT STAYS OF ANY KIND ARE ALLOWED OTHER THAN IN THE CABINS (IF RENTED).

How does the whole marriage license thing work?

If you are a non-resident of Wisconsin, you can go to any county courthouse in Wisconsin within 30 days of the wedding.  Check out the link here with more in-depth information regarding this from Pepin County. If you are a resident of Wisconsin, you can get your marriage license in your home county.

Are we able to do a rehearsal dinner and or rehearsal on site the day before our wedding?

At 6 months before your event, we are able to offer the option of a rehearsal dinner the day prior to your wedding, if we do not have another event scheduled for that day.

-If you do a self-led rehearsal only, the fee is $250. 1-hour rehearsal window.

-For an on-side rehearsal dinner at the venue in the indoor lounge room or outdoor social area, weather dependent, the fee is $500 (self-led rehearsal included)-2 hour window for dinner. There is a $250 beverage minimum. Add on decorating the reception room day before for an additional $250 (discounted if you rent the venue for a rehearsal dinner).

-To just decorate only, with no rehearsal dinner, the fee is $500. 2-hour window.

are we able to set up the day before?

If we do not have another event before your wedding, we can offer you to set up the day before your wedding if desired. See above.

Do you have recommendations for locations for rehearsal dinners in the area?

where do I go to get the special event insurance policy that Woods & co requires?

You can take out the policy anywhere you like, but most couples go to one of the three websites listed below. These companies specialize in this type of insurance and make it pretty streamline for couples to obtain the policy (usually 10 minutes or less). You can also check out your homeowners insurance, but a lot of times, they are more expensive. We require a minimum of $1,000,000 general aggregate policy and Woods & Co Weddings + Events, LLC must be listed as additional insured.

what is your maximum capacity?

250 people is the maximum capacity for the ceremony and dinner. This includes you, your wedding party, and guests. You are welcome to invite an additional 49 people to the dance only. Vendors and venue staff do not count in the 250 maximum capacity.

where do most people stay?

Beyond staying at the on-site cabins, we are less than 5 minutes away from the Town of Pepin. There are many VRBOs and AirBNBs in the area. The Pepin Motel is a common place where guests stay, as well as the AmericInn which has locations in both Wabasha and Lake City. The Cobblestone Inn is also a great resource in the area for lodging. Check out more information here.

Is Woods & Co wheelchair friendly?

Yes, we have handicap accessible parking spots, restrooms, and spots at the outdoor ceremony site for a wheelchair to fit in nicely. We also have a golf cart on site to help assist those with mobility concerns out to the outdoor ceremony area and back. The golf cart will be driven by our staff.

Are there different floor plan options for me to choose from?

Yes, we have multiple options for floor plans. Please check out the link here in Planning Central, for the different options. All of our tables are beautiful 8ft wood tables, that don’t require linens. We also have chairs for up to 250 people. Both the tables and chairs are included in the rental fee, including the set up and tear down of the tables and chairs by our staff.

Can we get in before our start time at 10am to get ready sooner?

We are able add on early access to the Cedar Lounge and Primrose Suite as early as 8am. To come in at 8am we charge an additional $500 fee. Decorating still would not be able to start until 10am.

Please contact us to request additional time to set up decor.

Can we extend our end time?

If you are getting married on a day that the normal end time is 10pm (Sunday-Thursday), yes you can extend your end time to midnight for an additional $500.

Unfortunately, if your end time is already midnight, that is the latest it can go (other than New Years Eve, which is a 12:30am end time).

Do you allow pets?

Yes, we do allow the pets of the couple only to be a part of their day. Pets are allowed throughout the venue. We do ask that they are on a leash at all times, and always have an attendant. Pets must remain off the furniture. If the pet is going to be unattended, it needs to stay in a kennel. All pet messes need to be cleaned up after. We ask that pets do not go into any of the landscaped gardens.

What is your policy on candles?

I’m glad you asked. We do allow real candles inside the venue building only. All real flame candles, must be in a container such as a votive, hurricane glass, etc., where the top of the flame stays at least 2 inches below the top of the container. All tapered candles also need to be in an enclosure. Only battery operated candles are allowed outside of the venue building. This includes out in the outdoor ceremony area.

Do you allow sparkler send-offs?

No, we do not. Due to being in a heavily wooded area, sparkler send-offs are not allowed. You can do “cold” sparklers. Please ask for more information regarding this.

Do you allow smoking?

Woods and Co does have designated smoking areas. These spaces are the only areas where smoking is allowed. Under no circumstances will smoking or vaping be allowed in any area other than this space. All butts must be disposed of properly in the designated receptacles. We a smoke-free and drug-free facility. If the Client or Client’s guests are found to be engaging in illegal activity such as smoking marijuana on the premises, we reserve the right to call the authorities.

Do we need insurance for our event?

Yes, we do require all couples to take out a one-day special events liability policy. We require a minimum of a $1M general aggregate, and to have Woods and Co Weddings and Events, LLC listed as an additional insured. A copy of the policy must be provided to the venue 30 days before the event date. You are welcome to take out the policy wherever you like, though listed below are companies that specialize in this type of insurance and can offer competitive rates.

www.wedsafe.com

www.wedsure.com

www.theeventhelper.com

ICE and REFRIGERATION… what is offered?

We do have extra refrigeration available for you beyond the small fridges in the Cedar Lounge and Primrose Suite. If you need to keep anything chilled please see our venue manager. We also have ice available upon request.

Will there be a steamer available for us to use?

Yes, we do have a steamer in both the Primrose Suite and Cedar Lounge available for you to use.

Do you have patio heaters available in the cooler months?

Yes, we patio heaters available to rent. We charge $100/heater which includes the cost of the fuel. Just as a reminder, we do have an outdoor fireplace in our outdoor social area that is included in the venue rental cost.

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