Frequently Asked Questions
Table of Contents:
“Life is just a bowl of queries”
“Life is just a bowl of queries”
Throughout the Springwood website there are photos of Springwood and photos of actual events that try to capture some of the joy, beauty, and overall experience of Springwood. However, there is nothing like being at Springwood to assess whether our venue can be adapted to your vision. Although some of the set-up can be modified, there is no substitute for being at Springwood to see the spatial relationships of each site and to know whether this is what you have in mind. [In fact, many couples--and brides, in particular--have said that Springwood is better than they could imagine.]
We urge you to visit Springwood to discuss with an event manager the details of our event packages. Because not all couples have their ceremony on-site, our ceremony package is separate from reception packages, both in terms of time and amount. Also, Springwood Manor and the Villa at Springwood are two separate venues, and thus, are contracted separately.
BE SURE TO ASK QUESTIONS!
In the following pages, there are answers to some frequently asked questions, with the identification of some typical items and services requested as add-ons. This is an attempt to help you be prepared when you actually do visit. It will help you to focus on the important characteristics of what your ideal venue is. However, please don’t expect to get all of your questions answered here. Come and see and believe for yourself.
It is always best to try to assess all that you might want for your event before you sign the contract. Sometimes that is possible and sometimes there are things you think of later. We hope this helps.
CEREMONY
Q: We know that Springwood Manor has many beautiful outdoor spaces. Why do you say you only have three ceremony sites on the grounds?
A: The three ceremony sites that you are referring to (garden square, gazebo, and stone patio) are specifically set up or “wired” so that Springwood can provide music for your ceremony. Because Springwood has speakers throughout the Manor as well as on the grounds at all ceremony sites and on the rear deck, music is also part of Springwood’s packages. For the ceremony, you select the specific music and we execute it. We also have a Clavinova piano that is tied into our house sound system. This piano has digital music selections which can be played in piano, harp, orchestra strings or a variety of other instruments. Because of our unique setting, Springwood handles the music for ceremonies, the cocktail hour and dinner; the client selects a DJ or band to handle announcements and dancing. The DJ or person selected to announce the couple and/or wedding party may use Springwood’s wireless microphone in order to be heard at all locations, both indoors and outdoors.
Q: What is the rain plan at Springwood Manor?
A: Springwood Manor has an amazing rain plan for ceremonies. Our vaulted ceiling pavilion feels like an outdoor cathedral. . . with two majestic chandeliers that were hand-forged by a Pittsburgh artisan! A drape such as the one shown in the photo below can be provided at an additional charge. This Pavilion is currently being enclosed with glass walls, similar and adjacent to the Glass Atrium.
Q: What is the rain plan for a ceremony at the Villa?
A: A spacious 30 by 40 foot tent covering a larger walled and well-drained patio is available May-September for ceremonies and receptions at the Villa as a rain plan. Adjacent to this area are 4 additional guest rest rooms, a bar and a prep kitchen for Springwood’s chef to use in catering your event at the Villa. If you decide to rent an additional tent for your outdoor reception due to its size, Springwood staff will be able to assist you with this tent rental and its placement on the grounds.
Q: Regarding PROGRAMS - do you have baskets to hold programs for the guests? I would like to have our groomsmen also act as ushers and hand out programs, but obviously they are only able to do so until they need to be in place to walk down the aisle. Can we possibly have a small column or table on which to place a basket of programs?
A: In order to avoid confusion of baskets, you should bring programs in your basket as you would like it placed. Springwood staff will place that basket in an appropriate place depending on where you choose to have your ceremony.
Q: What time can the wedding party show up to get ready for the ceremony?
A: Arrival of the wedding party is ONE HOUR PRIOR TO THE START OF THE CEREMONY. [NOTE; Prior to this time, at each of our two venues (Manor and Villa), the gate may be closed and you may not be able to enter the grounds.] Groom, groomsmen, and bridesmaids come to Springwood already dressed in wedding apparel. Springwood staff will help the groom and groomsmen get their boutonnières pinned on. They then meet the photographer (typically outdoors) to have photos while the bride is slipping into her dress. The bride comes with hair and make-up done. When the bride is ready, the photographer goes to her room for photos with bridesmaids and sometimes parents.
Q: Will you serve hors d’oeuvres to the bridal party in their pre-ceremony rooms at the Manor or Villa?
A: Generally, there is no food that is contracted as part of the wedding ceremony package. Thus, there is no food or alcohol served in the pre-ceremony preparation/waiting rooms. Hors d’oeuvres are served immediately AFTER the ceremony. Waitstaff will serve hors d’oeuvres during the cocktail hour of the reception to the wedding party and family wherever they are after the ceremony — usually on the grounds with the photographer taking photos.
Q: Is a table with linen available for a unity candle or sand ceremony or do we need to bring something?
A: Such a table with linen is included in the Springwood Wedding Ceremony Package.
Q: Are we able to have ONLY a ceremony (without a reception) at Springwood?
A: Although couples can have a ceremony (with or without a reception) in the glass atrium at Springwood Manor IN THE WINTER MONTHS, there is a new ceremony and reception venue at the VILLA at Springwood that is available to couples who choose to have ONLY a ceremony (without reception) at Springwood APRIL-OCTOBER. This area includes three ponds and a stone-lined stream, leading to a covered bridge and spectacular waterfall with a 55-foot drop — and photo opportunities galore.
This location provides a number of new wedding ceremony sites — one at the base of the waterfall and a second on the naturally lush greens (of the former golf course). At this location, couples have more choice in selecting the time of their ceremony rather than being constrained by other events occurring at Springwood Manor. The Villa at Springwood has a tented patio for a rain plan as well as an entrance and parking separate from the Manor.
VILLA WATERFALLS
Q: Is it possible for us to get married at the Villa waterfall, and then have our reception at Springwood Manor where the glass atrium is?
A: Absolutely! However, this scenario means that you wish to use two venues, requiring two contracts — one for a ceremony only at the Villa at Springwood and the other for a reception only at Springwood Manor with glass atrium.
Q: Can we have our ceremony and reception at Springwood Manor and also go to the waterfalls at the Villa for photos?
A: Again, the waterfalls are part of a separately leased venue. There is no guarantee that the Villa or the waterfalls will be available for use unless you sign a contract for use of the site or use of the waterfalls for your photo (at a hourly rate). Such a contract will include a separate charge for this service. This scenario assumes there is no other event occurring at the Villa on the same day as your event.
Q: If we rent the Villa for overnight accommodations, can we have photographs there? Will the waterfalls be running?
A: You are certainly welcome to use the grounds for photographs if you rent the Villa for overnight accommodations. However, use of the waterfalls for photographs requires a separate request to “turn on” the waterfalls for a period of time and an associated charge. The waterfalls are not necessarily “running” because you are staying at the Villa for overnight accommodations. The waterfalls are “turned on” for events — ceremonies, receptions, rehearsal dinners, etc.
Q: If we rent the Villa for overnight accommodations, are we permitted to bring in food to the Villa for a rehearsal dinner?
A: If there are more than 10 people at the Villa, we must classify it as an event (not an overnight stay) and charge a facility use fee, based on the number of guests. If alcohol will be available, you are required to have a bartender (provided by Springwood at a fee) to supervise and monitor the service of alcohol. To bring in food for an event requires Allegheny County Health Department certification and a certificate of liability. Thus, in general, our chef must prepare food for events at the Villa.
Overnight accommodations at the Villa at Springwood are available for up to 6 guests with a 2-night minimum. Two nights at the Villa for up to 6 guests is $1,225 [2022] plus tax and service fee. Occasionally we are able to accommodate an additional guest or two. However, these additional guests REQUIRE additional bedding (airbed or cot), towels, dishware, etc. The charge for additional guests is $75 per guest per night [2022].
FOOD & BAR SERVICE
Q: Are hors d’oeuvres included in Springwood’s reception packages?
A: YES, three hors d’oeuvres are included in all of our reception packages. You make three selections from the current list of standard hors d’oeuvres selected by our chef. These hors d’oeuvres are generally served butler-style (or “passed by waitstaff”) during the cocktail hour.
Q: Can we purchase additional hors d’oeuvres?
A: YES, additional hors d’oeuvres from our list of hors d’oeuvres that are served butler-style are $4 per person [2022]. Additional hors d’oeuvres that are not on this list are market price. You can purchase other stationary displays as well, such as vegetable crudités and cheese and fruit; late-night sliders are also available. However, we generally recommend that these displays be purchased for half the size of the event. That is, if you anticipate 150 guests, add a cheese/fruit display for 75. This keeps the price reasonable and eliminates waste.
Q: Do you offer kids’ meals?
A: YES, for children less than or equal to 8 years of age, kids’ meals are provided when you select a served dinner. A kid’s meal consists of chicken tenders, mac ‘n cheese and a fruit cup. (Kids’ meals are not offered with the buffet service because kids can find something on the buffet to eat without serving them something different.) The price differential depends on the reception package that you choose.
Q: Am I permitted to have an outside caterer?
A: Springwood has an excellent in-house chef who prepares and supervises the food service. He must be present with our waitstaff for all events. Thus, it is not particularly cost effective to pay for an additional caterer to bring in food and warm it at our facility with an additional kitchen fee. Occasionally, however, our chef has worked with outside caterers who have Allegheny County Health Department approval and a certificate of insurance, primarily in the service of certain ethnic food.
Q: We will have only a few vegetarian guests. How do we handle special dietary requirements?
A: For a served dinner, you choose a vegetarian entrée which is served to those guests. You only need to tell us where these meals are to be served (that is, at what table number). Our chef is also willing to handle other dietary requirements, such as those of vegans, persons who require gluten-free meals, persons with various allergies, etc. All of these requests MUST be discussed with Chef in advance of the event. We do not have such variations “on hand”; that is, they cannot be requested at the time of the event.
Q: Do you provide flutes for a champagne toast?
A: YES, you provide the champagne and we supply the flutes. Some couples choose to have a champagne toast at the dinner table or from the atrium balcony. For both of these options, we provide a flute at each place setting. Most couples, however, have their toasts on the rear deck, where we provide a table, linen and flutes for those guests who choose to drink champagne rather than something else from the bar (alcoholic or non-alcoholic).
Q: How many cases of beer fit into the cooler in the main bar?
A: The capacity of the bottle cooler in the primary bar is 18 cases. Springwood cannot accommodate kegs of beer.
Q: What about your smoking policy? Would you allow a cigar bar?
A: Smoking at the Manor is only permitted at the outdoor smoking deck (signage says “Smoking Pavilion”), which is also where we have on occasion set up a cigar bar at an additional charge. Your guests may not smoke inside the MANOR or VILLA, on the rear deck of the Manor, in the Manor Pavilion where dancing occurs, or on the grounds of the MANOR or VILLA.
Q: Who places the topper on the cake?
A: The bakery has the responsibility for the set-up of the cake/cupcakes and the secure placement of the topper on the cake. If you have a heavy cake topper, be sure to discuss this with the bakery so that they can put a dowel in the cake to secure the placement of the topper.
Q: What is Springwood’s cake-cutting fee?
A: Springwood has NO cake-cutting or plating fee.
Q: Is there a fee for a cookie table? Or traying of cookies?
A: At our wedding receptions, The Pittsburgh Cookie Table is “a sweet ending to a new beginning.” A cookie table with linen is included in all reception packages at no charge. You can bring cookies to Springwood (at the 10 AM drop-off time) ON TRAYS and Springwood staff will set your trays on tiers on the cookie table at no charge. If you bring cookies trayed, remember to bring whatever the guests need for service (e.g., napkins, plates, take-home boxes or bags). If, however, you want to bring cookies to Springwood in boxes on the morning of the event, and you want Springwood staff to tray those cookies on our trays, replenish the trays during the event, and then re-box the leftover cookies at the end of the night, there is a flat fee of $400 [2023]. This fee applies to candy set-up as well.
Q: What are VENDOR MEALS?
A: Vendor meals are special meals prepared for DJs, band members, photographers, etc. Pay attention to your vendor contract because some vendors may require the same food that you are serving guests. If you want them to eat the same food as the guests (even if they are not eating in the same place), the price will be the same. If you wish to have the chef prepare a light meal (typically boxed so that they can take it somewhere on the deck or grounds to eat), the price is $40 each [2022]. Vendors DO NOT typically eat with guests. VENDORS ARE NOT SERVED ALCOHOLIC BEVERAGES.
TABLE ASSIGNMENTS
Q: What is the ratio of waitstaff to guests?
A: The ratio of waitstaff to guests at Springwood is approximately 1:20-25; that is, 1 waitstaff to 20-25 guests, depending on the food service choices.
Q: When do you need the final guest count? And seating assignments? How many seats are there at a table?
A: The final guest count is due 3 weeks prior to the event date. This final count, which will be used to prepare the final invoice, can go up but not down after that date. That is, you can still add a few guests who have not responded as of that date, but we don’t expect you to add whole tables of guests after this date. The seating assignments can be provided a week later, specifically, 2 weeks prior to the event date. Please ask Springwood staff to send (via e-mail) a seating chart (template) to assist you in preparing your table assignments if they haven’t provided it already. The standard is up to 10 guests at each table.
Our reception packages begin with a served combination dinner because, in our experience, this is the smoothest, most efficient food service. With a combination plate, guests are served both entrées and sides that you have chosen, and thus, the food service is not slowed by guests asking for an entrée other than the one they chose in response to your invitation. For this combination served dinner, we need to know how many guests at each table BY MEAL TYPE (for those who have other dietary restrictions such as vegetarians, vegans, gluten-free, etc. For buffet and station food service, there is an additional charge.
Q: Does Springwood have anything to hold cards or envelopes? If so, is there a charge to use Springwood’s card box or should we provide our own?
A: Currently Springwood has both a table-top bird cage for cards and a floor model bird cage. You may use our box at no charge or bring your own.
FLORAL
Q: A member of my family is a florist. We want her to create & set up all of our flowers & coordinating decorations. Is this possible?
A: We do have a florist who has experience in all aspects of floral design. She will provide a bid/proposal for all your floral and other decorative needs at Springwood, including your personal flowers (i.e., bouquets, boutonnières, etc.), centerpieces, and other ceremony and reception décor. However, you can bring in any decorative item if it is already constructed and ready to be placed—already prepared centerpieces, potted plants or other vases/urns. These items can be brought to Springwood at the 10 AM drop-off time for placement. Our florist will decide if there is any charge for set-up or installation. Generally, there is only an installation charge if you have an unusually large quantity of decorative items that you drop off to be placed. You must discuss all decorative items brought in with our florist.
The only floral additions that Springwood’s florist must do [and outside florists are not permitted to do] are decorations that are attached to structures. That is, all decorations, both inside and outside, that are attached in any way to a structure, must be created, attached and removed by Springwood’s florist. This includes bows, ribbons, and floral additions to the atrium balcony, the deck or ceremony staircase, and all ceremony site décor attached to the pergola (in the garden square) or to the gazebo, atrium, tent, or any other existing structure.
PAVILION / PATIO HEATERS
Q: Are patio heaters available for the Pavilion and rear deck at the Manor? Is there an additional charge if needed? When do we have to decide we want them?
A: Patio heaters are available for chilly evenings in the Pavilion for dancing at a charge of $75 for each patio heater with propane. Up to 3 patio heaters are available at this rate. If you want more than 3 patio heaters, you must pre-pay the current rental and delivery charges to obtain such additional patio heaters.
MUSIC/AUDIO
Q: Is our DJ permitted to plug into your house system?
A: NO, your DJ MAY NOT plug into our house system. Your DJ (or band) brings his own sound system for dancing, and thus, will be heard only where he sets up. Since all of our speakers are individually volume controlled, however, we are able to turn our music off where dancing occurs but, at the same time, play background music in other parts of the facility and grounds for guests who are not dancing and mingling elsewhere. Most DJs use our wireless microphone to announce the bridal party on the deck stairs in order to be heard at all locations, both indoors and outdoors. Then, if you choose to have your first dance on the deck patio, Springwood typically plays the first-dance song on our system so that it can be heard in that location as well as throughout the facility and grounds. Because Springwood has speakers throughout the Manor as well as on the grounds at all ceremony sites and on the rear deck, Springwood typically handles the music for ceremonies, the cocktail hour and dinner; the client selects a DJ or band to handle announcements and dancing.
Q: May we bring our own musicians?
A: YES. Remember, however, that musicians must bring their own sound system/amplification and they will be heard only where they set up. For example, live musicians at the ceremony site will be heard at the ceremony site but not where the guests arrive. Thus, in this case, Springwood typically provides prelude music throughout the facility and grounds prior to the start of the ceremony. Similarly, musicians for the cocktail hour will generally be heard on the deck where they set-up, but not throughout the Manor or on the grounds.
PAYMENT
Q: How much is the deposit?
A: To reserve the date of an event, a NONREFUNDABLE deposit of $2,000.00 [2022] is required. A contract is signed at that time to lock in the price.
Q: When is the final payment due?
A: Final payment is due 2 weeks prior to the event date.
Q: Do you have a payment schedule?
A: Depending on how far away your wedding date is, one-fourth of the estimated base cost is due NINE to TWELVE MONTHS prior to the event date; one-half of the estimated base cost is due SIX MONTHS prior to the event date. If your event date is less than nine months from the time you book your event, we set up an estimated half payment about midway to your date. A final count of guests is due three weeks prior to the event and full payment of the balance is due two weeks prior to the event date. Checks are payable to “Springwood Conference Center.” Although CREDIT CARDS ARE ACCEPTED, payments made by credit card will be assessed a fee of 3.5 percent on the amount of the payment made. All prices are subject to a twenty percent service fee as well as applicable state and county sales tax. All payments are NONREFUNDABLE upon receipt. Damaged or missing property of Springwood will be billed at replacement costs.