Wedding Guidelines
WEDDING PACKAGES
The Woodmark Hotel offers complete Wedding Packages for all seasons. Wedding Packages include a complimentary overnight stay in a beautiful lakefront guest room, a bountiful array of savory hors d’oeuvres (three pieces per person minimum), an elegant sit-down meal or a lavish buffet (based on food and beverage minimums). Included in your package is full tableware, buffet linens, table linens and napkins.
Please note, all food and beverage, with the exception of the wedding cake, must be provided by the hotel (a cake cutting fee of $3.00 will be charged per person based on your guaranteed count in order to cover labor costs). A customary 20% service charge and sales tax will be added to the final balance for all food and beverage. All food and beverage minimums are prior to service charge and sales tax.
WEDDING COORDINATORS & VENDORS
An approved professional wedding coordinator is required for at least the day of your event; your Catering Manager can provide you with referrals and assist you through the approval process. Please note that in order to provide you with the best service possible, your professional wedding planner cannot be a guest of the wedding or a family member, as they will need to be attending to your needs from set up to strike of the event.
All vendors must be approved by the Woodmark and must sign our vendor policy agreement. We are happy to provide you a copy of the vendor agreement as well upon signing of contract so that you are aware of all policies & procedures your vendors will be held to.
RESERVATIONS & BOOKING FEE
In order to reserve your event date, a $3,000 non-refundable booking fee and a credit card authorization must be on file. Your credit card will be held on file for any additional balance at the conclusion of the event. The booking fee will be applied to your final catering bill. An additional deposit of 50% of the estimated balance will be due 90 days prior to the wedding date. The remainder of the estimated bill is due 30 days prior to your event. In the case of overestimation, a refund will be sent to you promptly.
BEVERAGES
The Woodmark Hotel offers a tasteful and diverse selection of premium wines, liquors and beers for your reception. Please note all beverages must be provided by the hotel and are charged on a consumption basis. An average wedding bar estimate is about 7 drinks per person, depending upon the selection of beverages served and the consumption of the group. To complement the bar service, we suggest a selection of non-alcoholic beverages. Bartender fees range from $45/hour to $80/hour depending on your choice of hosted bar or cash bar.
DECORATIONS
Flowers and large rental items may be set up by your floral designer two hours prior to your function. Smaller items such as place cards and favors (no glitter, confetti or faux flower petals, please) may be set up by your wedding planner during the set up time. You are welcome to decorate the terrace provided nothing is pinned to our fabric liner. Items cannot be hung from the top poles of the tent. Votive type candles may be used in the Marina Room, Lake Washington Room and on the Olympic Terrace with restrictions. All decorations and personal items must be removed immediately at the conclusion of your event by your event designer or wedding planner. The Woodmark is unable to store items or be responsible for any items left behind.
SET UP
Two hours of set up time is offered prior to all events. Setup for afternoon events in the Olympic Terrace may not begin earlier than 9am in consideration of guests in sleeping rooms.
PHOTOGRAPHS
Photographs may be taken in any of the outside public areas around Carillon Point at anytime. Please ask your Catering Manager for advice on the many beautiful photographic opportunities. You are welcome to begin photographs on the hotel property two hours prior to your event. The hotel lobby and grand staircase may be used for uncomplicated shots only. We do not allow backdrops, photographic umbrellas, or loose electrical cords in these areas. Public areas must remain open and free of obstacles for hotel guests.
MUSIC
We welcome acoustic background music from 11 am to 9 pm on the Olympic Terrace (excluding drums & horns). We allow a disc jockey or live music (up to a five person ensemble) until 11 pm within our banquet rooms. In consideration of hotel guests, all music and other sound levels (including toasts on microphones) will be controlled at the discretion of hotel management. Please note that your vendors (particularly band/DJ are aware that if a Woodmark employee asks for the music levels to be turned down, that they must comply in order to continue). Doors to the indoor locations must be kept closed at all times in order to eliminate disturbing other hotel guests.
GUEST ROOMS
Please contact your Catering Manager to arrange special guestroom rates that will be available for your wedding date.
PARKING
There will be a "Special Event" sign posted immediately upon entering Carillon Point directing your guests to the complimentary parking areas available during your weekend function. Valet parking for your guests is available for a fee.
WEDDING TIMES
For the Olympic Terrace and Lake Washington Ballroom, you may have the option of selecting either an afternoon event time from 11 am – 4 pm or an Evening event time from 6 pm – 11 pm. Our Marina Room is available to go from 7pm-midnight. See your Catering Manager for information regarding overtime fees for events going longer than the five hours included.
CEREMONIES
Ceremonies up to 200 guests are held on our lakeside Olympic Terrace from April through October. An approved professional wedding coordinator is required for at least the day of your event. Please note that in order to provide you with the best service possible, your professional wedding planner cannot be a guest of the wedding, as they will need to be attending to your needs from set up to strike of the event.
Ceremonies may be held on the Olympic Terrace with a reception following in Marina Room on Fridays only. The timeslot for this service is 3:30pm-4pm for the ceremony, followed by reception and dinner/dancing in Marina Room.
RECEPTIONS
Three distinctive banquet sites are offered for your special day: The Olympic Terrace with adjoining Lake Washington Room, the Marina Room and Terrace and the Bayshore Room. The interior design of each room is subtle and elegant, allowing you the flexibility to accent our décor with the colors you have chosen for your wedding.
Lakeside ceremonies and receptions are held in the Olympic Terrace and Lake Washington Room. The Olympic Terrace, appointed with a spectacular white canopy and glowing chandeliers, provides a beautiful setting for ceremonies and sit-down receptions with up to 198 people. Following dinner, guests are invited into the elegant Lake Washington Room to dance the night away in a cocktail style setting.
Waterfront receptions can be hosted in the Marina Room, located across the plaza from the hotel. The Marina Room features a private outdoor veranda, perfect for a sunset cocktail hour. Floor to ceiling picture windows, spanning 85 feet, offer vistas of Carillon Point Marina as well as Lake Washington.
Also along the waterfront is The Bayshore Room and Terrace. Perfect for groups of up to 50 guests (seated), The Bayshore room offers beautiful Lake and Marina Views with a private patio adjacent for cocktail receptions and even small ceremonies.
GUARANTEED COUNTS
The guaranteed guest count is due three days prior to your event date. This count will be considered the guaranteed count, for which you will be charged, even if fewer guests attend the function. If additional guests arrive at event, the Woodmark will do it’s best to accommodate and that higher guest count will be charged as the guaranteed guest count. If offering an option of two entrees during a plated meal, the highest priced entrée will be applied for each guest, regardless of selection. This guaranteed entrée count is due 3 days prior to event and must be indicated on place cards provided by you and set by your wedding planner at guest’s seat. Please note that this means you will need to obtain an RSVP with guest name when you receive replies on your invitations (rather than just knowing how many per couple).
SERVICE CHARGE & TAXES
A 20% service charge is added to all food, beverage and equipment rental. Applicable state taxes are applied to all charges. Please note that service charge is taxable by Washington state law.
BUTLER PASSED APETIZERS
A minimum of three appetizers pieces per person for each wedding lunch or dinner’s social hour. We recommend four to six pieces per person to treat your guests to the best reception possible.
LABOR CHARGES
Bartender fees range from $45/hour to $80/hour depending on your choice of hosted bar or cash bar. Chef Attendant Fees of $75 per hour may be charged as noted on specific menu items.
CATERING & BEVERAGES
The Woodmark will provide all food and beverage for your event and is unable to allow for any outside food and beverage. Exception to this is made only for an approved professional pastry shop for wedding cakes or cupcakes. Please note that a $1.50 cake cutting fee will be applied to wedding cakes and cupcakes brought in from these companies.
The Woodmark staff reserves the right by law to refuse or cease alcoholic beverage service to any guests deemed to be intoxicated. All guests will be subject to showing legal identification of age.
PRICING
Prices and menu items are subject to change without notice, service charge and applicable taxes.
Lake Washington
A beautiful location is our specialty
