GUIDELINES FOR WOODLAWN WEDDINGS

The Guidelines address::

• Lodging

• Bar Services

• Plan B for inclement weather

• Vendor requirements

• Wedding Insurance

• Frequently Asked Questions (FAQs)

Wedding Details

Several weeks before your wedding date we recommend a final walk-through (we can do virtual). to discuss timeline, vendors, bar services, parking and ceremony and reception layouts. Other details to consider are signage and display items and/or welcoming information, gift drop-off, easels, lighting, flowers, trellises etc.

Lodging Accommodations and Services

Guest lodging is available for check-in at 12 p.m. in the Manor House and the Creekside Cottages. Woodlawn has six (6) cottage rooms and two (2) rooms in the Manor House. A detailed look is here .

Continental breakfast is served 8:30 - 10 a.m. in theManor House both Saturday and Sunday morning for all residential guests.

Woodlawn offers guests the ambiance of original art and collections. Please do not move furniture or wall hangings. If you have a request that involves moving furniture or items in the Manor House, please ask a Woodlawn staff member to assist.

Bar Services

Woodlawn’s Class D liquor license requires that Woodlawn purchase all alcohol from distributors and Woodlawn staff serve all alcohol consumed at Woodlawn, except in the privacy of a guest’s room and related spaces (including the Wine Cottage Courtyard). For residential guests, a rehearsal dinner can be planned in the Courtyard spaces with self-service food and bar or using the Wine Cottage and additional facilities, under separate arrangement with Woodlawn.

Your bar services arrangement will include a 50% bar services deposit and a final bar services payment due two weeks before your wedding date. The Bar Services Menu & Policies is available here.

Plan B for Inclement Weather

• In the event of problematic weather, the ceremony can be held on the Tidewater Barn Porch which has been successfully used as a covered outdoor space (see pictures provided at Rain Plan). This Plan B still allows for full view of the water for all guests. Plan C is to use the interior spaces of the Tidewater Barn.

• If the Cocktail Hour is planned for the Wine Cottage Courtyard which is open air, this can also be moved to the Tidewater Barn Porch if necessary due to inclement weather. Coordination with the food caterers and the bar services require that this decision is made before set up three (3) hours before the Cocktail Hour.

Vendors

Caterers are required to sign a use of property agreement with Woodlawn. Woodlawn has a lead staff member who coordinates with your caterer on the wedding weekend.

As an outdoor, waterfront property we work to mitigate music and noise for neighbors, including these policies:

  • The DJ must keep volume levels within St. Mary’s County noise ordinance levels.

  • All speakers must be located along the waterside of the barn/tent to project sound away from the water.

  • Subwoofers are not permitted.

  • The length of bar services coincides with the end of the reception.

  • Woodlawn will monitor and ask assistance from the DJ and the wedding couple if there is persistent yelling or screaming.

  • Failure to adhere to our noise requests will result in a loss of the security deposit.

Wedding Insurance

All wedding agreements require submitting proof of wedding insurance in the amount of a minimum $1,000,000. You may satisfy this requirement by supplying a copy of your homeowner’s insurance policy, provided the personal liability coverage is for a minimum of $1,000,000. If you do not have a homeowner’s policy that meets this requirement or prefer not to use such a policy, please obtain a certificate of insurance that is in the amount of $1,000,000 per liability occurrence. There are several companies, such as Wed Safe (www.wedsafe.com) that offer special event insurance. Please identify Woodlawn Properties, LLC as the additional insured.

FAQs

We’ve compiled a short list of the most frequently asked questions and our answers to these.

What about glitter, flower petals and confetti?

If you choose to use flower petals at the Ceremony site, they should be confined to the Ceremony site, constructed of natural material and removed by you afterwards. Loose confetti or glitter in the rooms, outdoors, or in the Tidewater Barn is not permitted.

What about bringing our dog?

Dogs are welcome at Woodlawn. If guests wish to keep dogs in their room, be sure they are not destructive of property. Cages are recommended.

Are Chinese Lanterns, sparklers and candles OK?

The use of Chinese lanterns is not permitted in St. Mary's County due to fire risk. Dripless candles are permitted on the tables but not on the window sills near drapes. We recommend sparklers to be replaced by glo sticks due to fire hazard.

What is the size of the Tidewater Barn?

The interior of the barn is 64’ x 40’. The tables are 5’ round which require 120 in linens; 6’rectangular which require 90 x 132 in linens, and 8’ rectangular which require 90’ x 156'‘ in linens. Chairs are white banquet chairs. One of the best ways to get a quick visual of the room is to use this layout tool.

Can I bring alcohol on the property?

You may bring alcohol to the property in concurrence with St. Mary’s County alcohol regulations. The Wine Cottage Courtyard can be used to host a Rehearsal Dinner with alcohol provided by residential guests; we will review the St. Mary’s County regulations with you to assure you and we are in compliance. Once the wedding ceremony-cocktail hour-reception begins, you and your guests will need to follow the County’s policies for alcohol. The event is not an extension of lodging, so we need to serve all your guests in our licensed areas and not until you return to private quarters should your alcohol be available. Please also help us by respecting the no shots rule at our bar services.

Can we substitute shots of liquor for the champagne toast?

Woodlawn does not allow shots of liquor in lieu of a champagne toast. In addition, our bartenders do not serve shots of alcohol ever (see bar service policies).

Are our photographers allowed to use the full property?

Many photographers like to use the piers for photographs along with the gardens, the house and the lawns. We will discuss the farm layout with you and your photographer to make sure there are excellent photographic opportunities at Woodlawn. All photographers who move furniture or paintings are responsible for returning them to their original position to avoid fees for loss, damage or replacement.

Is it OK to put additional guests in rooms?

Bedrooms are contracted for two guests each; any additional guests (e.g. children with Pack-and-Play) need to be discussed and agreed upon. There are two additional day beds in the Main House which may be helpful and no charge. We can help you identify nearby accommodations for guests also.

Can I get a general list of what is taken care of by your staff so I can start coordinating the remainder of the tasks with others?

Prior to your wedding date, we review and help with layouts for ceremony, cocktail hour and reception, your wedding timeline, the bar services menu and special details and requests. If possible we like to have an on-site meeting before your wedding to walk through the property, discuss event details, and answer any remaining questions you may have.

Upon your arrival to Woodlawn, we will help with check-in to your rooms and facilitate with you set-up in the Tidewater Barn. On your wedding day, we serve a Continental breakfast ready for residential guests at 8:30 a.m. Staff is available to meet and direct vendors and help as needed with setup. The ceremony chairs are typically in place for the rehearsal depending on weather conditions. The wedding party is responsible for removing all decorations and wedding items by Sunday at noon. Our staff can help so please ask them.

How long can the reception be? When the reception ends, may guests remain?

The reception begins after the ceremony with no gaps and, including the cocktail hour, is normally 4-5 hr. The reception and the bar end at the same time. With weddings where the bar and reception activities are scheduled to conclude together at 10:00 p.m., departure of guests, including shuttles, should be planned just prior to 10:00 p.m. so that all noise stops at 10:00 p.m. in compliance with the St. Mary’s County noise ordinance.

Bar Services quoted in your agreement is for four hours. The bar time can be extended by 30 minute increments to 4.5 hr or 5 hr. Bar service starts immediately after the wedding ceremony, marking the beginning of the cocktail hour. Bar service runs continuously from the end of the ceremony until the end of the contracted bar time. The end of Bar Services marks the end of the Wedding Reception. Our practice is to provide a last call fifteen (15) minutes prior to the end of the bar closing.

Are mosquitos a problem?

Woodlawn has a program to control mosquito population, especially important now as more guests are aware of and concerned about mosquito-born infectious agents.

What arrangements and approvals do I need if I wish to hire a band?

If you wish to have a band perform at your reception, Woodlawn requires that the band be approved before signing an agreement. An additional security deposit may be required.