What is the building capacity?
Building capacity is 250 guests inside the Main Hall, but we provide up to 32 linens, tables and chairs for up to 200 guests. The 200 guest count allows for a better floor plan layout.
Do you offer a payment plan? Is there a deposit?
If the date is booked within twelve months, Step 1, 2 & 3 is required to reserve the date. All payments are non-refundable.
How do I reserve a date?
Simply email us your preferred date and a backup date in case your preferred date is unavailable. Once the contract is signed and to continue holding the date, we require a 40% deposit. Full payment is due by the specified due date. We also require a credit card on file for any potential damages to the facility or grounds.
Besides the rental what else will we be responsible for?
In addition to our rental fee you will need to hire a professional event planner or day-of coordinator to handle the preparation for and the day of the event. Purchase event insurance for your wedding or event. Hire all insured vendors like a Dj, photographer, florist, officiant, videographer and a caterer service for your wedding or event. Rent dinnerware and decorations if desired for your event. Supply a credit card for a security deposit on file.
What If My Date Changes?
If you are still at least 9 months from your date and the new date is available, your full deposit will carry forward with the new date. If you are within 9 months of your event, and your new date is available, you will lose 50% of your initial deposit towards your event for a rescheduling retainer and will have to repay this amount. If you cancel your event your deposits are forfeited.
How long do we have the venue?
You have the facility from 8am through 11pm. We recommend last call and send off no later than 10pm so guest and vendors have time for full departure by 11pm. Your planner/coordinator must have enough time allowed to get your personal belongings out of the facility by 11pm. Most of our client rent a storage trailer to pack and transport personal items.
What if our wedding is more than 200 guests?
No problem. A two day rental is required when your guest count is over 200 people to allow for the additional setup, etc. If your guest count is above 200 and a two rental is not available we will need to make plans with your planner to prepare accordingly to make your day run smoothly. Any events with guest count over 250 must have a two day rental and will be subject to an additional cleaning fee of $500.
Are there overnight accommodations nearby?
Yes. The Grand Strand is only a few miles away and has unlimited options for your budget.
What happens in case of rain?
Our Veranda will be used in case of inclement weather for the ceremony. The decision must me made 4 hours before the ceremony time to allow for set up.
What form of payment does White Oaks accept?
We accept cash, check, credit card, bank transfer, PayPal or Venmo. A 3.7% credit card / bank fee will be added if paid with a card or online payment. Please pay by check to avoid fees.(CASH 5% DISCOUNT)
If we choose the one day option, will we be able to access the location early to rehearse our ceremony?
If you elect the one day rental, our venue will likely be reserved for another event the night before. For that reason, one day rentals should plan for an offsite rehearsal or set an appointment earlier in the week to do a walk through and get familiar with the grounds. You are also welcome to bring anyone who would feel more comfortable understanding the venue to one of our monthly open houses. Most rehearsals take place the day of the wedding in the morning to ensure everyone remembers their places.
What time does the music need to end?
Music must conclude by 10:30 p.m. to ensure that you, all of your items and all of your vendors are off-property by 11:00 pm at the absolute latest.
Can we nail decorations to the walls or hang things like streamers or lanterns from the beams?
No. We do not allow holes to be placed in the walls. We will have areas where hooks are already placed that you are welcome to use for any additional decorations to hang or tie up.
Do you allow dogs onsite to play a part in our wedding day?
We are dog friendly, with some specific stipulations. Dogs are only allowed during the ceremony and in pictures afterwards. The pets must for taken home before the reception starts. Animals, other than service animals, are NOT allowed inside, under roof or near food. Dogs must be on a leash and someone must be responsible for them other than the bride and groom.
What is the cancellation policy? If I cancel will my deposit be refunded?
White Oaks reservation fees and all payments made, regardless of due date, are non-transferable and non-refundable if you cancel the event. We recommend that in addition to purchasing Wedding Liability Insurance, you also purchase Wedding/Event Cancellation Insurance, which would cover any unexpected change of plans, cancellations or postponements due to weather, natural disaster, war etc.
Can I set up the day before my wedding or earlier than 8:00am on the day of?
You will not be permitted to begin set-up the day before your event. All setup will be restricted to the rental period.
Do you have areas for the bridal and grooms party to get ready?
Yes, The Bride and Groom each have a private suite to prepare for the day.
Can I hire my own vendors?
White Oaks provides a preferred vendor list, but allows the use of outside vendors, except for alcohol & bar services, although we will need to approve any vendor you decide to use that is not on our list. All vendors must have insurance and must make a site visit to go over our process for the day of the event at least two weeks in advance. All bartending & alcohol will run through White Oaks. It is your special day, which is why we want you to decide on the vendors.
Can we bring our own alcohol ?
Absolutely. You can bring your own alcohol. We have bartending only package or full bar with house or premium spirits for your event. We do not allow cash bars. This guarantees efficient seamless service. If you want to have drinks during the day while getting ready, no problem, just add host liquor insurance to your event insurance so you are covered.
What is the average budget of a couple getting married at White Oaks?
Budgets for a 100 guest wedding can range according to the different packages with each vendor and type of food, flowers and alcohol you choose. We recommend that couples have a budget between $17,000 and $40,000. Obviously you control the guest count and budget, but this can give you a realistic idea.
Are we responsible for tables, chairs, linens, silverware or plates?
White Oaks will provide tables, up to 32 white linens and 200 cross-back chairs for the reception and 200 white resin folding chairs for the ceremony included with the rental price. We do not provide silverware, plates or decorations.
Can I take bridal portraits at the venue?
Yes, you are given a few hours of portrait time, which is included in your booking. Bridal portraits are allowed Monday – Thursday, based upon availability. We do not offer bridal portrait times on weekends due to weddings. We only allow White Oaks brides to take their bridals at the venue.
Do you require event insurance?
Yes. We require that each of our couples obtain event insurance for $1,000,000 liability, and if you are serving alcohol, you are required to get the additional alcohol insurance. It is a great idea to add on cancellation insurance to cover you in case anything happens prior to your event. This can be purchased through eventsured.com, wedsafe.com or our insurance provider and typically costs around $125 for event insurance and cancellation insurance fees are determined based on your wedding budget that’s covered. A $40,000 wedding budget coverage is typically $420 for the wedding cancellation payout. You would receive that amount to cover your investment in the venue, photographer, caterer, dj etc. if your event was canceled due to the listed reasons.
What are the restrictions on decor?
No adhesive material allowed on the walls, floors, gates or wood pillars . All decorations must be freestanding, tied or magnetic. You may use candles as long as they are enclosed in glass and the flame does not reach higher than 2” below the height of the glass. No confetti, rice, bird seed, sand, balloons, wish lanterns, or glitter will be allowed.
How do I provide you with a floor plan for my event?
All floor plans are due 30 days prior to your event. You can customize your seating and table arrangements however you see fit and email or drop them off.
What is included in the venue fee?
Once you have paid the deposit and signed the contract, you will have complete exclusive access to the property and grounds. The venue can be accessed starting at 8:00AM to 11:00PM. We can accommodate parties of up to 250 guests seated inside the Main Hall, but we suggest to keep the guest count at 200 or less to allow for plenty of room to fellowship. We provide you with use of tables, up to 30 white linens, white padded seat resin chairs for the ceremony and wooden cross-back chairs for the reception for 200 guests. We will handle the set up and break down of the tables and chairs, clean up after the event and trash removal. Each vendor will handle all of their set up so you will not have to worry about all of the details on your special day.
Do I need to hire a wedding day manager or event coordinator?
Yes. We require you to hire a wedding day manager or event coordinator professional. Your planner will meet with a White Oaks administrator 30 days out to go over the timeline and general plans for the event date. These professionals can ensure that all tasks are complete and that the flow of your day is seamless. Our event manager is included in the venue fee and is on site from the beginning to the end of your rental time. The event manager is in charge of overseeing venue related operations. The venue manager does not take the place of a wedding planner or day-of coordinator. If you need assistance in wedding planning, timeline or coordination, we offer a preferred vendor list that includes a selection of coordinators.
What is the event clean-up process?
The client/planner is responsible for all hired vendors and need to ensure all event trash, décor and personal belongings are removed from the venue by 11 pm. Caterers and bartenders are responsible for taking out all of their trash throughout the event. White Oaks staff will handle the standard clean up following the event. We respectfully ask that the prep kitchen bar and areas be returned to its original state by your planner and/or your caterer or bartending vendor. There is a dumpster on site.
What is the typical timeline?
You have total control over when you want the festivities to begin and how long they last. Rental drop offs usually occur between 8am and 9am the morning of the event so you planner has time to prep for the event. Usually a typical wedding ceremony for us includes a 25/30minute ceremony, 1 hour for cocktails, and 3-4 hour dinner/reception.
Here’s an example:
8:00am Wedding party/ hair & make up arrive
9:00am All vendors arrive to decorate and prepare venue
5:00pm Guests begin to arrive
5:30pm Ceremony begins
6:00pm Cocktail hour begins
8:00pm Dance floor opens
10:00pm Last call/dance
10:30pm Music off/planner break’s down personal items
11:00pm All guests/vendors depart/personal items are removed and we take care of the cleaning.