Frequently Asked Questions
Everything You Need To Know Before Your Celebration
We believe a seamless experience begins with clear communication, thoughtful planning, and intentional details.
Booking & Payment Information
What is required to secure my date? A signed contract and required retainer payment are needed to officially reserve your event date. Dates are not guaranteed until both have been received. Are retainers and payments refundable? All retainers, deposits, and payments made toward your event are non-refundable and non-transferable. When is my final payment due? Final balances are due prior to your event date according to the payment schedule outlined in your contract. Events with unpaid balances may be subject to service adjustments, restricted access, or cancellation. Can my guest count change after booking? Yes. Guest counts may be adjusted prior to the final confirmation deadline. Any increase in guests, services, catering, staffing, or rentals may require a revised invoice or updated agreement. Why do contract updates require revised agreements? To ensure accuracy and protect both parties, any requested changes involving guest count, services, timing, or package inclusions require updated documentation and approval.
Venue Policies & Event Expectations
What time can we access the venue? Venue access times are outlined in your contract. Standard event access begins at 8:00 AM, and all events conclude by 11:00 PM unless additional time has been approved in advance. Can we extend our event time? Additional event time may be available based on venue availability and staffing requirements. Overtime fees apply. Is security required? Yes. Professional security is required for all events hosted at Sycamore Oaks. Security staffing and timing are determined based on event size and service needs. Can outside alcohol be brought into the venue? All alcohol service must be coordinated through Sycamore Oaks and served according to venue policies and licensing requirements. VERY important now that you provide alcohol. Is smoking allowed inside the venue? No. Smoking and vaping are prohibited inside all venue spaces. Can we bring outside vendors? Yes. Outside vendors are welcome; however, all vendors must comply with venue guidelines, insurance requirements, setup timelines, and operational policies.
Planning & Coordination
How does communication work throughout the planning process? All official event communication, approvals, invoices, and updates should be submitted through email or the client portal to ensure clarity and documentation throughout the planning process. What happens during the planning process? Clients receive guided planning support, timeline coordination, layout discussions, and final detail confirmations leading up to the event date. When are final details confirmed? Final guest counts, layouts, catering selections, and event details must be finalized by the deadlines outlined in your agreement to ensure proper staffing, preparation, and execution. Can services be reduced or modified? Yes. Services may be adjusted based on availability, payment status, timeline changes, or client requests. Any approved adjustments will be documented in writing.
Décor & Venue Setup
Are setup and breakdown included? Setup and breakdown services vary by package selection. Specific inclusions will be outlined in your agreement. Can we decorate the venue ourselves? Yes. However, no nails, staples, tape residue, wall damage, ceiling attachments, or permanent adhesives are permitted. Are candles allowed? Enclosed candles are permitted. Open flame restrictions may apply depending on décor placement and venue safety requirements. Is cleanup included? Standard post-event cleaning is included. Excessive trash, damage, stains, spills, or policy violations may result in additional cleaning or repair fees.
Additional Information
Is parking available? Yes. Complimentary parking is available on-site for guests and vendors. What happens if severe weather occurs? In the event of severe weather, our team will work closely with clients to determine the safest and most appropriate adjustments possible based on venue availability and event logistics. Is event insurance required? Certain events may require additional event insurance or liquor liability coverage depending on the services selected. Do you offer tours? Yes. Private tours are available by appointment. What types of events do you host? Sycamore Oaks hosts weddings, receptions, showers, corporate events, milestone celebrations, galas, private dinners, and curated social gatherings.
Ready To Start Planning?
Schedule a private tour and experience the beauty, flexibility, and intentional design of Sycamore Oaks in person