The staff at Ceresville Mansion would like to extend a warm welcome to you and your families. We look forward to working with you in the coming months in preparation for your special event. For your planning purposes we have compiled a list of helpful hints and frequently asked questions to ensure that your event is a successful one. Please review them carefully and if you have any questions do not hesitate to call your experienced event planner at (301) 694-5111.
Frequently Asked Questions…
Please sign, initial and return your Reservation Agreement promptly to Ceresville Mansion. Remember, dates are not confirmed without a signed and initialed Reservation Agreement executed by both parties. Please refer to the Reservation Agreement for all payment amounts and due dates for advance deposits required. Careful review and agreement with the “guidelines for the Use of Ceresville Mansion” is required.
Your security deposit is due one month in advance of your event. It must be paid separately by check as the security deposit goes into a separate escrow account. Credit cards may not be used to pay your security deposit. The deposit will be refunded to you 10 business days following your event if no damage to the Mansion or Mansion equipment has occurred. Your refund will be mailed to the address printed on your deposit check unless the office is notified otherwise. Please refer to the Guidelines for the Use of Ceresville Mansion for further explanation.
Food and Beverage Planning Meeting / Final Wrap Up Meeting
Please contact your coordinator to set up your food and beverage planning meeting no less than six months in advance of your event and a final wrap up meeting the week prior to your final count due date. The final wrap up meeting will give you the opportunity to go over and sign off on all the details of your event (sequence of events, menu and invoice) with your planner one final time and will give you the peace of mind to enjoy the final weeks leading up to your special day! Although this meeting is optional, it is strongly suggested.
Please Note: Due to the heavy event schedule and tour schedule on weekends all planning and wrap up meetings must be scheduled during the regular work week, Monday thru Friday. Thank you in advance for your cooperation.
Two Weeks Before the Wedding
The following items are due two weeks in advance of your event. Help us make your special event flawless by providing us with the following information 14 days in advance:
- Final counts – Adults, Teens, Children and Vendors
- Menu breakdowns by menu selection or vegetarian/specialty menus
- Floor diagrams
- Seating cards (alphabetized please)
- Ceremony rehearsal sheets
- Guest list and seating arrangements with entrée selections noted
- Children, Vendor, Vegetarian meals are available with prior notice. Guests with special menu requirements can also be accommodated with prior notice.
Please Note: Anyone with a specific food allergy should ask prior to eating anything. Ceresville Mansion cannot be responsible for guests with food allergies or the content or food ingredients that are not visible. (For example, some guests are allergic to nuts but are unaware that some foods may contain nut oils).
Change of address, phone numbers, e-mail addresses etc.
Please provide your event planner with current work, home and cell phone numbers as well as current e-mail addresses. This will keep the lines of communication open. If you have recently moved, please inform your planner and the business office of your new contact information so they may update your file. Current contact information is critical for the business office to have since we do mail out reminders when payments are coming due.
Sequence of Events
Your event coordinator will be working with you during the coming months to create a detailed sequence of events for your special day. How, where and when specific events are planned are critical to the success of your event. It is for this reason that we require that you review your timeline, make any necessary changes, deletions or additions and then sign it as an indication of your approval at the final wrap up meeting. For your benefit, changes to the timeline on the day of your event will not be accommodated. The timeline contains helpful information for your vendors such as the DJ, ceremony musicians, photographer(s), videographer(s), etc. and a copy of the approved timeline should be provided to them.
In consideration for all of our clients, arrival and departure times must be adhered to. If you would like to arrive earlier than scheduled or leave later than scheduled please inform your event planner to see if this is possible. Times will be adjusted on your sequence of events and the appropriate charge will be noted on your summary of expenses. A $500.00 charge will be levied for early arrivals/late departures that have not been previously arranged. Thank you in advance for your cooperation in this matter.
Ceremony Rain Plan
In the event of inclement weather, Ceresville Mansion will permit the bride (or designee) to make the final decision regarding ceremony location no less than one hour prior to the scheduled guest arrival time.
The Event Manager or Event Coordinator assigned to your event will approach the bride (or designee) upon arrival at the mansion to confirm desired plan of action if inclement weather is forecasted. We will be happy to pull up local radar pictures to assist in the decision making process and will go over all possible options at that time.
If the decision is to move the ceremony inside, Ceresville staff will proceed with set up in the ballroom. The ballroom will be set up theater style in the predetermined direction. Your Event Sequence will be adjusted to allow time for ballroom turnover post ceremony. Your Cocktail hour will be extended to accommodate the ballroom turnover. Ceresville recommends having some round guest tables in the back of the ballroom to allow for the florist and other vendors to pre-set any needed decorations/equipment. Placement of bands and DJ’s may be moved to ensure the ideal set up for indoor ceremonies. Wedding cakes and coffee stations will be set up in ballroom during the ceremony. (Wedding Pictures may take place in the ballroom after the ceremony. We ask that you have only those bridal party /family members who would be taking part in pictures with you in the ballroom at that time to allow for a smoother ballroom transition).
Ceresville Mansion wants every client to have their ideal ceremony. In the event we set up the ballroom and it does not rain, the ceremony will still be able to take place on the terrace as scheduled. However your event sequence will still be adjusted to accommodate ballroom turnover.
In a case where rain develops within minutes of the outdoor ceremony time or during the actual ceremony, we will move guests indoors. However, due to the limited time, guests must be seated at the round tables. The ceremony may take place on the dance floor in the middle of ballroom or at a last minute rain plan set up (see below for description).
Ceresville Mansion will allow for a 15 minute rain delay to dry off the ceremony chairs if a small isolated storm blows through. The timeline will be adjusted accordingly and the event end time will remain the same. Clients do have the option to delay and purchase additional rental time to allow passing storms to exit our area, but only if the Ceresville event calendar allows for such a delay.
Last minute rain plan description:
The last minute rain plan is an ideal set up for unpredictable weather conditions. When a client arrives and makes the choice to hold the ceremony out on the terrace our staff begins our event set up. The last minute rain plan allows our staff to leave a predetermined ceremony area open and free of tables with limited rows of seating for immediate family.
This Floor plan option gives our clients an area to hold the ceremony if we should have an unexpected rain showers prior to or during the actual ceremony. The majority of your guests would still be seated in the ballroom around guest tables. Please ask your Event Planner to go over this floor plan option with you.
On Site Ceremony Rehearsals
If you are planning an on site ceremony your event planner, upon booking, will assign a tentative date and time for your rehearsal. Ceremony rehearsal times are assigned on a first come, first served basis and are limited to one hour in duration. Ceremony Rehearsals will be held on Wednesdays and Thursdays between 1:00pm and 4:00pm and on Fridays between 1:00 p.m. and 3:00 p.m. by appointment only. No Saturday rehearsals will be scheduled. Upon booking your wedding date a tentative date and time for your rehearsal will be assigned by your event planner. This date and time will be confirmed no later than 30 days prior to your rehearsal. Assignment of rehearsal spaces will be dependant upon availability of space and the weather on the day of your rehearsal.
It is strongly advised that your chosen officiant attend your ceremony rehearsal. It has been our experience that the ceremony goes more smoothly on the day of your event if your chosen officiant has attended your rehearsal.
Please plan to arrive 15-30 minutes prior to your scheduled rehearsal. This will give everyone a chance to say hello before rehearsal begins and will also give you a time cushion in the event of a delay. Rehearsals are limited to one hour in duration. If you are late, the time will be taken out of your rehearsal hour since there may be a rehearsal before or following your scheduled rehearsal. Please be sure that all who are attending the rehearsal have accurate directions and are aware of the heavy traffic on I-270 North between 3 p.m. and 7 p.m. on Friday afternoons and evenings. Alternate routes from the South to Ceresville Mansion are possible to avoid I-270 north completely and are suggested.
Please bring all of the items that our staff will be placing for you to your rehearsal along with a written, detailed list of all items brought and where they are to be placed or other specific instructions. This will provide our staff with the necessary information and also will provide a checklist of all items brought and items to be returned at the conclusion of your event. Please designate a contact person from your party to verify that all items to be packed up are accounted for. Also, it helps to have written directions to the rehearsal dinner site to hand out to your guests at the rehearsal. This is not provided by Ceresville Mansion.
For your convenience, scheduled payments may be made online with a major credit card or by calling our business office. You can find the online payments link on our website at www.ceresville.com/myevent. Our business office will generate payment reminders and they will be mailed to the address noted on your reservation agreement unless other arrangements have been requested. If you would prefer, you may make payments by check, payable to Ceresville Mansion and mailed to Ceresville Mansion, 8529 Liberty Road, Frederick, MD 21701.