WEDDING AND SPECIAL EVENT INFORATION

Thank you for considering The Virginia Cliffe Inn as the location for your wedding, reception, or special event.  The wedding and special event information packet is designed to answer our clients most frequently asked questions. 

RESERVING THE INN
The Inn offers packages based on client desires and the size of the event. All contracts are based on a first come, first serve basis. All payments (for events) are to be made by check or cash and a credit card number is required for the security deposit. Virginia Cliffe requires a deposit of one-third of the contracted price in order to secure the date of your event.  The Inn allows clients the option of quarterly payments if contracting 9 months or more in advance.

WHAT IS INCLUDED AND HOW MUCH TIME AM I ALLOTED?
The Virginia Cliffe Inn offers by the hour rates for special events limited to week days, to exclude Friday during our wedding season (April – November). Hourly rates do not include our white chairs, round or banquet tables.  The majority of additional factors, such as chairs, tables, prep/set-up time is charged separately in order to create the perfect package for your event.  The Inn requires a minimum rental time of 2 hours. Virginia Cliffe charges different rates depending on the location (main house versus the Clifton Cottage and garden area) of your event as well as the number of guests attending.  All events must end at 11pm whether a week day or weekend.

WEDDING PACKAGES
The Virginia Cliffe Inn offers several wedding packages, all designed to fit your needs!  Ceremonies either take place in our Garden Gazebo or front porch of our plantation style home. The reception site for garden packages include the Clifton Cottage, 40’x50’ pavilion, 40’x40’ permanent tent, and gazebo garden area. A separate brides and grooms room are available for dressing on the day of your event. All of our wedding packages include the set up and break fown of all tables and chairs.

Weekend Wedding Package:
Allows guests to reserve the Inn for up to 10 over night lodgning guests from a given Friday at 4 pm until Sunday at 11am. A traditional Virginia Cliffe breakfast is served on Saturday and Sunday morning for the 10 lodging guests. Clients may use the Clifton Cottage and garden area on Friday evening, for up to 40 guests during the rehearsal dinner (foodstuffs not included). The Inn accommodates up to 225 guests for the ceremony and reception on Saturday. 

Large Garden Wedding Package:
Allows 7 hours of time for your event, the Inn accommodates between 150-225 guests for the ceremony and reception on Friday, Saturday, or Sunday.

Medium Garden Wedding Package:
Allows 7 hours of time for your event, the Inn accommodates between 75-150 guests for the ceremony and reception on Friday, Saturday, or Sunday.

Small Garden Wedding Package:
Allows 5 hours of time for your event, the Inn accommodates up to 75 guests for the ceremony and reception on Friday or Sunday.

Sunset Wedding Package:
Allows 5 hours of time for your event, the Inn accommodates up to 100 guests for the ceremony and reception on a Friday, Saturday, or Sunday from 5pm-10pm. This package includes white tableclothes, a wedding cake, a disc jockey, as well as punch and other non-alcoholic beverages.

Inn Wedding Special:
Allows 5 hours of time for your event, the Inn accommodates up to 150 guests for the ceremony and reception either on a given Friday from 5pm-10pm or 6pm – 10pm and is also available on Sunday from 2pm – 7pm.  This package also includes white tableclothes with centerpeices, caterer, wedding cake, a disc jockey, a fresh boquet of flowers for the bride, and a magistrate or minister to perform the ceremony. 

ADDITIONAL TIME
Note that the time of your event starts when your vendors/wedding party arrives.  Purchasing additional time must be finalized at least 30 days prior to the event.  Additional time may be purchased for $100/hour and the maximum extra time is limited to 2 hours. Note that purchasing preparation time for the Inn Wedding Special is also $100/hour however purchasing additional reception time for the Inn Wedding Special cost $300/hour.

The majority of brides and wedding vendors etc… arrive up to 2 hours before the wedding.  Ceremonies typically last 15-30 minutes while professional photograhers usually take pictures for approximately 30 minutes after the ceremony.  On average, wedding receptions last about 3 hours.  Include an hour after the reception for your caterer to remove food, trash, and equipment from the area. This time will need to be purchased and contracted for prior to your event.  Do not include The Virginia Cliffe Inn chair and table setup and removal in your contracted time.

INCLENMENT WEATHER
The majority of weddings and receptions at The Virginia Cliffe Inn take place in our outdoor garden area which includes our 40’X40’ permanent tent and a 40’X50’ pavilion.  For additional shelter you may contact a local tent company that allows you to reserve a tent that can be erected if the weather forecast is for rain.
 
WEDDING REHEARSALS
If your wedding ceremony will take place at The Virginia Cliffe Inn, we encourage you to have a rehearsal prior to the event.  We do not charge you for a one hour rehearsal and it does not take away from your contracted hours.  We make every effort to schedule the rehearsal at your convenience; however, we must work around other events scheduled at the Inn.  Rehearsal scheduling is only guaranteed when agreed upon within 30 days of your event.  

REHEARSAL DINNER
Special events, such as a rehearsal dinner, are contracted for separate from weddings and are limited to week days, to exclude Friday during our wedding season (April – November).

EQUIPMENT
The Virginia Cliffe Inn does not supply items such as plates, silverware, glasses, linens, or decorations for weddings and/or events except for the Inn Wedding Special.  Most caterers include these items within their prices.  If your event is contracted hourly tables and chairs can be rented separately, based on individual need.

FOODSTUFFS
The Virginia Cliffe Inn caters strictly for the Inn Wedding Special and Holiday Celebration Packages. However the Inn allows our clients to select a professional caterer of their choice for all other events.  The Inn allows caterers or other hired services to use the kitchen for the warming and cooling of pre-prepared foods only. 

For events taking place in the main house, Caterers are required to submit a $100 kitchen-cleaning fee.  Please inform your caterer of this information.  We will be happy to recommend several caterers that have served events at the Inn.

ALCOHOL
The Inn allows renters and guests to drink responsibly, however, we can not be held liable for alcohol misconduct.  If you (or the caterer) purchase alcohol for your guests you are required to have a bar tender (that person must be of 21) and also obtain a one day banquet license through the (VABC) Virginia Alcoholic Beverage Control agency.  The Inn requires the one day banquet license to be in plain view during your event.  Apply at this website:
http://www.abc.virginia.gov/licensing/banquet.htm

MUSIC/DANCING
The Virginia Cliffe Inn wants your event to be “just the way you want it!”  Brides often select DJs, bands, string quartets, harpists, keyboard players etc… to enlighten their guests at both the wedding and reception.  The tent area is designated for musicians and is a great place for dancing.  The pavilion is an ideal site to place buffet and guest tables as it is easily accessible to the Clifton Cottage.  The garden gazebo, front porch, and tent area include outlets for electrical equipment.  All music is limited to 20 amps and must be turned off at 10:30 pm, due to Henrico County policy.

DRESSING FOR THE EVENT
The Virginia Cliffe Inn provides both a brides and grooms dressing room, located in separate buildings.  Each room has an outside entrance so your family, attendants, and photographer have easy access to helping you prepare for the festivities.

The Brides Room is convenient and attractive, doused in purples, pinks and feminine colors and includes air conditioning, a full bath, closet, and full-length mirrors. 

The Grooms Room is located on the 2nd floor of the Clifton Cottage, groomsmen have access to a full bath and closet situated up-stairs. 

VENDORS
Catering, florist, photographers, etc. are your responsibility and we will share names and contact information for recommended vendors. It is the renters responsibility however to inform their service providers of the allotted time for arriving, setting up, and departing the event.  Please encourage any vendors involved in your event to make an appointment to come by and see The Virginia Cliffe Inn.  We are more than happy to answer questions but we prefer appointments because we may have other events taking place.

BRIDAL PORTRAITS
Brides often request to use the Inn for their bridal portraits.  We are happy to have you and your photographer come out and shoot the pictures on location.  Appointments can be made with the Inn for inside and outside location shots.  To ensure your pictures are perfect, our staff will prepare the gardens and grounds for your portraits, however the cost of the service is $50.00 per hour and The Brides Room will be available for you to dress at the Inn.

HOLIDAY PARTIES
The Inn offers a Holiday Celebration Package, from November to March, which allows for 4 hours of reserved time and includes accommodations for up to 100 guests.  Holiday parties take place in the main house and include catering.  

DECORATIONS
The Inn supplies décor for the Inn Wedding Special package only.  We encourage you to make your day as special as possible with decorations.  Decorations are your responsibility to clean up after the event.  Allow enough time in your contract to decorate before your event on the day of your event.  All candles are required to be set on a glass plate, bird seed and bubbles may be thrown outside, however, the net or covering needs to be cleaned up after the event by your assigned representative. The Inn prohibits the use of flares, fireworks, sparklers, and confetti.

CLEANING 
The facility will be ready for your event.  Double check with your caterer to ensure they will dispose the trash generated from your event. If you are catering the function yourself, assign someone in your party responsible for checking the grounds and buildings for trash before they leave.  Cans and debris left on the grounds/gardens are your responsibility.  Trash needs to be disposed of in tied bags and deposited in the designated receptical behind  the Cottage.

PARKING
You and your guests may park head-in to the left of the paved driveways directed by the parking attendants.  Do not park sideways, on the front lawn or rear lawn, or in the main driveways.  Parking at the fence near the cottage is reserved for your wedding party and your suppliers.

CHILDREN 
Parents are required to maintain close supervision of all children during the event. The Virginia Cliffe Inn has many attractions that can be hazardous to an unsupervised child.  No children are allowed on the bridge or near the pond without immediate adult supervision.  Virginia Cliffe Inn is full of prized possessions that would have to be replaced if broken or damaged.

CANCELATIONS
At The Virginia Cliffe Inn it is important to us that you are extremely happy and excited about your event.  If for any reason you need to cancel your event a cancellation fee will be withheld from previous deposits and any remaining balance will be refunded accordingly.   Renters have up to a specific date to cancel which is identified in the contract. Rescheduling or postponing your event is an alternative solution to completely canceling.

LODGING
The Virginia Cliffe Inn has four rooms in the main house and availability is based on a first come first serve basis. A full breakfast is provided for all overnight guests.  The Margaret Aurelia Suite includes use of the private balcony. The Richmond area has many lodging accommodations available if the Inn is booked.

FINALIZING DETAILS
We want your event to be perfect!  Thirty days before the event we arrange an appointment with you to finalize the details.  It is our goal to make this important day for you as special and memorable as possible.  Please feel free to contact us with any questions or concerns that you may have, we’re always here to help!

WHO DO I CONTACT? 
Please contact Margaret Clifton (Innkeeper) or Jenny Clifton (Manager) for all special event, wedding, and/or lodging inquiries.  Appointments are required for person to person contact due to other events taking place.

(804) 266-7344           LOCAL         
(877) 254-3346           TOLL FREE             

Innkeeper@vacliffeinn.com

Jen@vacliffeinn.com