How do the Budget Numbers Work?

I'm Ren Newey, founder and your personal guide to finding the best venue for your wedding day. I've been a wedding planner for TEN years coaching couples just like you! I want to empower you to make the optimal decision for your wedding day because we all know it's more complicated than picking from some pretty Instagram pics! I created SCOUT to cover the five chapters that are most important to consider when comparing venues. I won’t try to estimate your floral budget, your dress costs or your stationery bill. I’m here to help you compare the variables that are impacted by venue choice!

If you haven’t already noticed, SCOUT stands for Service, Capacity, Outdoor, Utilities and Travel. Again, these are the budget items you want to think about when picking a venue. Your design for save the dates can come later! Here is a budget breakdown of specifically created for Woodbine Mansion!

Service

Venue Use Fee: The fee fluctuates depending on time of year and day of the week. A Saturday evening in peak season is $7,500. The fee includes exclusive use of the space for 13 hours, tables and chairs for 250 guests, 7 private changing rooms, vendor green rooms, parking onsite. The venue is handicap accessible. Winter pricing includes a clear tent.

Food & Beverage: Estimates are based on the assumption of 3 passed appetizers, a dinner course of two proteins, salad, and side. It also includes bread on the table, a drink station (coffee, tea and water) and cake cutting service. You bring in your own cake or other dessert and the catering team cuts it and serves it to your guests.

The alcohol estimates are based on 5 hours of bar service, mixers and ice for BYOB bar. You may want to increase the estimate for table-side wine service, a champagne toast, or if top shelf liquors are important to you!

Additional Rentals: Estimates you see are based on proposals from a mid-priced rental store.
The venue provides tables and chairs for up to 250 guests. Estimates include: chairs in addition to those provided, tables in addition to those provided, standard linens for 60" (if applicable), standard napkins for dinner service, basic china, silverware, and glassware, setup, takedown, labor and fees

Capacity

500 Guests Cocktail Style - this means guests are floating around the property enjoying music and food throughout the evening. There is some seating, but its not a formal “sit down” meal

400 Guests Dinner with DJ - this is capacity in the tent with a DJ and seated dinner

350 Dinner with a Band - this is capacity in the tent with a band and seated dinner

Outdoors

Tenting: Tenting is not necessary for weddings with fewer than 85 guests. A clear-top 60 x 66’ Losberger tent is included in winter season rental fee, therefore the estimates we provide are for summer, spring and fall weddings. Numbers are based on classic white top frame tent and estimates include labor and fees.

Heating & Cooling: Woodbine Mansion winter tent includes heaters. If not in a tent, It's difficult to heat or cool an outside space but it's common to rent mushroom propane heaters or port-a-coolers to help with temperature regulation. We estimate $150 per propane heater and $150 per cooling tower.

Sound & Lighting: It is common for couples to add strings lights for the lawn. $1,300 is average lighting and sound budget that includes a PA system for ceremony sound. Note the winter tent comes with lighting!

Utilities

Additional Power: Additional power is not needed at this venue! Plenty of power for event lighting and a band. Note, some venues recommend a generator for additional power but that is never the case at Woodbine Mansion. The venue includes 240 amps on the east lawn.

Stage & Dance Floor: It is not necessary to bring in a stage and dance floor if you hire a DJ and dance inside or on the outdoor patio. If you plan to bring in a stage and dance floor for a band, estimate $2,300 total. Note, dancing is allowed on the east lawn turf grass!

Restrooms: There are more than enough restrooms for any size event. Restrooms are newly renovated and very nice. The property features 5 individual restrooms in the mansion. The newly built restroom facility has additional 10 stalls!

Travel

Bussing: Woodbine Mansion is very accessible for ride-sharing options. It’s not common for couples to bus guests.

Valet: You are not required to offer valet, but it is an elegant option and Woodbine Mansion is well suited for valet with a nearby parking lot for the valet team to utilize.

Parking: The venue has unlimited parking on property, including street parking. There are 100 parking spaces right along the mansion and a free 5-story parking garage one block down!