Fox Hollow Most Fequent Q&A! UPDATED with pics
For those who cannot go through the entire Fox Hollow thread to get answers to common questions, I posted them here! (kinda long)
Photos of Fox Hollow (mostly the winter garden pavilion).
Money
1.Q: Is the 20% gratuity added to the price before or after the tax? If it’s before, why do you charge tax on the gratuity? Who's services does the gratuity cover? Whose services aren't covered?
A: The 20% is a service charge. This does get added to the subtotal and then it does get taxed. The wording 'service charge' makes it taxable by the government, which is why in turn, we must tax you. This covers everyone from waiter to waitresses, bartenders, valet parking, bathroom attendants, and coat check. The only two people not included in this charge are your maitre'd and bridal attendant, who we let you take care of at your discretion the night of the party.
2.Q: Who do we tip that will not be listed in the contract?
A: Bridal Attendant, Maitre’d
3.Q: Are the meals for vendors a 1/3 off or a 1/3 of the price?
A: Off.
4.Q: What happens if I do not meet my minimum?
A: They will count the vendor and/or kids as full price and if that doesn’t meet the minimum, then you are responsible for up to the minimum. You would get to take home all the leftovers.
5.Q: How is the payment schedule? Dates Due
A: $1000 deposit fee, 4 payment plans, then rest the Monday before the wedding date.
Rehearsal
1.Q: When can we schedule a rehearsal?
A: Usually 20 minutes prior
2. Q: Who will be in charge of the rehearsal?
A: Maitre’d
3.Q: What is the range in cost for have a rehearsal dinner at the restaurant?
A: You would have to talk to the restaurant manager Bill Weigel at (516) 921-1415
4.Q: Would the restaurant be open to the public during our rehearsal dinner?
A: It is open to the public but we do put you in a separate room separated by French doors.
5.Q: What about a private rehearsal Dinner at the Inn? What is the price range? Is there a room rental fee?
A: You would have to call the hotel at (800) 291-8090
Pre-Ceremony
1.Q: Will there be food in the bridal suite?
A: Yes and drink
2.Q: How early can we arrive to get ready?
A: Usually a few hours early
3.Q: Where will the groom be before the ceremony?
A: Depending on if you are taking photos before the ceremony, the photo studio
4.Q: How early can guests arrive? If they arrive early, where do they go?
A: 30 minutes prior
5.Q: When can we take pictures and where?
A: Anywhere you want: Winter Garden Pavilion, Gardens, Photo Studio, and hotel
Ceremony
1.Q: What is included in the décor of the ceremony?
A: Flowers and vases, stall, runner, flowers on gazebo
2.Q: Are flowers allowed on the floor? Inside and Outside?
A: Yes
3.Q: Is there electricity for the ceremony for music to be set up outside?
A: Yes it is provided. Including a microphone if needed.
4.Q: How early can our musician get set up?
A: As early as they need to.
5. Q. How much is the house officiant?
A: $350
Notes: If you ask for an isle runner to personalize, they will give it to you. They use brand new isle runners per bride and then throw them out. The aisle runner is 75ft long and 3ft wide.
Cocktail Hour
1.Q: What décor is included in the cocktail hour?
A: Centerpieces: they're bubble type small glasses with a single floating flower and linen per table.
2.Q: During cocktail hour – where does the bride and groom go? Bridal party too?
A: Bridal Suite
3.Q: Is food provided in the bridal suite during cocktail hour?
A: Yes
4.Q: Will music be played during the cocktail hour? Do we have to provide it?
A: You may provide it if you wish. We can also provide it as well.
5.Q: If provided, what will be played?
A: We usually play a CD though our sound system
Reception
1.Q: What is included in the décor of the reception?
A: All the flowers around the walls, tables, chairs, china, linen
2.Q: Are chair covers and sashes included? How much?
A: Chair covers $5. Sash an $3pp. (We got both included in our package, you just have to ask and make sure they write it on the contact when you book!)
3.Q: What are the linen colors?
A: Wine, forest green, black, baby pink, baby blue, bright red, gold patterned, light purple, ivory patterned, plain white & navy
4.Q: How early can the DJ set up?
A: They can call us directly and set up a time
5.Q: How early can the florist get there to set up the centerpieces? Who is the house florist?
A: Our florist is Richie and you can call him at the direct line.
6.Q: What is the layout of the Winter Garden Pavilion? Seating/Cake/Gifts tables
A: You will get a seating chart later on with a layout. P= # of people at that table, F= # of favors for that table
7.Q: Dimensions of dance floor
A: The size of the WGP minus the dance floor is about 52' x 30'
and the dance floor is about 33’ ½ X 20’
8.Q: Do you provide table numbers and frames? Can I give you my own inserts?
A: They are silver frames and are 4x6
Note: If you have DIY centerpieces, you need to get in writing that the FH will set them up for you. When you do your alphabetical guest list and have a guest with no name, you can put: Mr. and Mrs. Smith or Mr. Smith and Guest
Menu/Food
1.Q: How many menus per person?
A: 1 per person
2.Q: Do you put the appetizer out first or is it dependent on if you choose appetizer and salad or the combo? (I want to place the menu on the plate)
A: We do not put the appetizer out prior to guests arriving
3.Q: Can we get sample menus, place cards, directional cards?
A: Still awaiting to post a sample menu but for now here are the:
Place Cards:
Directional Cards:
4.Does the bride and groom order from the same menu?
A: Yes
5.Are there sides to the menu?
A: Yes a starch and vegetable along with the main entrée.
6.When do we do tasting to choose the food for the cocktail hour?
A: Anytime. Bring as many people as you want to the restaurant. We do not do traditional tastings, but we allow you to eat at the restaurant on us so you can see the types of meals we make as well as the presentation of the food.
7.Q: Do the children have a menu? What is offered?
A: Chicken fingers and fries... or they can eat what the adults are eating.
8.Q: Is there a price difference for kids?
A: 12 and under are 1/3 off of the price, 3 and under are free if we don’t set a plate setting up for them.
Cake
1.Q: Who is the baker for Fox Hollow?
A: ERGA Bakery, Bethpage, NY
2.Q: How does the cake selection process work? Are we picking it out from a book from a set number of cakes or can we create it ourselves from scratch without an extra fee?
A: From a book – a set of 10-12 cakes. You may bring in a picture of a cake but fees will be added if a cake would be difficult to make.
3.Q: If we don’t like the cakes we have to choose from, can we get credit toward a cake? How much of a credit can we get?
A: No
4.Q: Can flowers be added to the cake (décor/topper)? Is there a fee?
A: $100 to add flowers by the baker
5.Q: Can the florist add flowers instead of the baker?
A: Yes
Q. What are the cake flavors and fillings?
A: Sponge - yellow, choc, marble, carrot
Fillings
Choc mouse, cappuccino choc mousse, white choc mousse, choc pudding, vanilla pudding, vanilla custard, french custard, cannoli, lemon preserves, strawberry preserves, raspberry preserves, pineapple preserves, fresh strawberries, fresh bananas, strawberries & bananas, banana pudding, cream cheese, whipped cream, napoleon, straw shortcake, blackforest, cassata
Frosting - whipped or butter cream
Can do fondant or marzipan
Near By Hotels
This is answers for BOTH Executive Inn and Best Western in Woodbury, NY.
1 Q..Rates per guest – do we get a discount since we are booking so many rooms? (These will vary depending on month)
A. Quote Oct 2010: King $109, Double $119
Normal rates: King $149, Double $159
2.Q. How many guests are allowed to stay per room?
A. King, Max of 2 persons + 1 child under 12 years old
Double Max 4 Persons + 1 additional Person (in extra beds)
or 1 Child under 12 years old (in existing beds)
3.Q. How do our guests get from the airport to the hotel? Is there a discount or a shuttle service?
A. Supper Shuttle (no discount)
4.Q. How does the guest shuttle work?
A. They both offer a shuttle service and we can plan a schedule at the time of booking.
5.Q. Dog Friendly Fee:
A. $50 per visit
6.Q.Do you charge for giving out Out-Of-Town Boxes?
A. No
7.Q. What are the penalties for not meeting the minimum number of rooms blocked?
A. Responsible for 70% of the rooms, after that they are released at normal rates
8.Q. What is the differences between both hotels?
A. Best Western has an attached restaurant. The room designs are the same.
9.Q. What is the cut off date for the quoted rate for our guests?
A. 30 days
10.Q. How many directional cards do you give?
A. 30
11. Do you have suites that could accommodate more than 4 people?
Only in the executive Inn. We can bring in rollaway beds
Quote: $179 (Oct 2010)
12. What if I block 10 rooms and you get over that reservation?
Then we can increase the number of rooms blocked if we have them available.
13. Can we add rooms to block later on? Up until when?
Yes, up until the cut off date which is a month before the wedding.
Other
1.Q: Do you have any upcoming Bridal Shows?
A: We have a few in the summer and we will let you know
2.Q: What do you need for proof of vendor insurance?
A: Yes we do if they are not affiliated with us. Please have them call us. Answer from a previous thread: “Any services retained by you for your affair must provide us with a certificate of insurance at least 25 days prior to the affair. ........all service providers must maintain the following insurance coverage...Comprehensive General Liability Insurance on standard 1993 or later ISO form at limits of $1,000,000 per occurrence/$2,000,000 aggregate; Products/Comp.Ops., $1,000,000; Fire Damages, $50,000; Medical Expense, $5,000; Umbrella Liability, $1,000,000; Statutory Workers Compensation to statutory limits as per New York State Law”
3.Q: What can/needs to be dropped off the week before the wedding?
A: Centerpieces (if applicable), candles (if applicable), table names (if applicable), favors, any décor.
4. Q. Are bathroom baskets included?
A: We do not provide bathroom baskets but we do have a bathroom attendant to assist with any need.
Photos of Fox Hollow (mostly the winter garden pavilion).
Money
1.Q: Is the 20% gratuity added to the price before or after the tax? If it’s before, why do you charge tax on the gratuity? Who's services does the gratuity cover? Whose services aren't covered?
A: The 20% is a service charge. This does get added to the subtotal and then it does get taxed. The wording 'service charge' makes it taxable by the government, which is why in turn, we must tax you. This covers everyone from waiter to waitresses, bartenders, valet parking, bathroom attendants, and coat check. The only two people not included in this charge are your maitre'd and bridal attendant, who we let you take care of at your discretion the night of the party.
2.Q: Who do we tip that will not be listed in the contract?
A: Bridal Attendant, Maitre’d
3.Q: Are the meals for vendors a 1/3 off or a 1/3 of the price?
A: Off.
4.Q: What happens if I do not meet my minimum?
A: They will count the vendor and/or kids as full price and if that doesn’t meet the minimum, then you are responsible for up to the minimum. You would get to take home all the leftovers.
5.Q: How is the payment schedule? Dates Due
A: $1000 deposit fee, 4 payment plans, then rest the Monday before the wedding date.
Rehearsal
1.Q: When can we schedule a rehearsal?
A: Usually 20 minutes prior
2. Q: Who will be in charge of the rehearsal?
A: Maitre’d
3.Q: What is the range in cost for have a rehearsal dinner at the restaurant?
A: You would have to talk to the restaurant manager Bill Weigel at (516) 921-1415
4.Q: Would the restaurant be open to the public during our rehearsal dinner?
A: It is open to the public but we do put you in a separate room separated by French doors.
5.Q: What about a private rehearsal Dinner at the Inn? What is the price range? Is there a room rental fee?
A: You would have to call the hotel at (800) 291-8090
Pre-Ceremony
1.Q: Will there be food in the bridal suite?
A: Yes and drink
2.Q: How early can we arrive to get ready?
A: Usually a few hours early
3.Q: Where will the groom be before the ceremony?
A: Depending on if you are taking photos before the ceremony, the photo studio
4.Q: How early can guests arrive? If they arrive early, where do they go?
A: 30 minutes prior
5.Q: When can we take pictures and where?
A: Anywhere you want: Winter Garden Pavilion, Gardens, Photo Studio, and hotel
Ceremony
1.Q: What is included in the décor of the ceremony?
A: Flowers and vases, stall, runner, flowers on gazebo
2.Q: Are flowers allowed on the floor? Inside and Outside?
A: Yes
3.Q: Is there electricity for the ceremony for music to be set up outside?
A: Yes it is provided. Including a microphone if needed.
4.Q: How early can our musician get set up?
A: As early as they need to.
5. Q. How much is the house officiant?
A: $350
Notes: If you ask for an isle runner to personalize, they will give it to you. They use brand new isle runners per bride and then throw them out. The aisle runner is 75ft long and 3ft wide.
Cocktail Hour
1.Q: What décor is included in the cocktail hour?
A: Centerpieces: they're bubble type small glasses with a single floating flower and linen per table.
2.Q: During cocktail hour – where does the bride and groom go? Bridal party too?
A: Bridal Suite
3.Q: Is food provided in the bridal suite during cocktail hour?
A: Yes
4.Q: Will music be played during the cocktail hour? Do we have to provide it?
A: You may provide it if you wish. We can also provide it as well.
5.Q: If provided, what will be played?
A: We usually play a CD though our sound system
Reception
1.Q: What is included in the décor of the reception?
A: All the flowers around the walls, tables, chairs, china, linen
2.Q: Are chair covers and sashes included? How much?
A: Chair covers $5. Sash an $3pp. (We got both included in our package, you just have to ask and make sure they write it on the contact when you book!)
3.Q: What are the linen colors?
A: Wine, forest green, black, baby pink, baby blue, bright red, gold patterned, light purple, ivory patterned, plain white & navy
4.Q: How early can the DJ set up?
A: They can call us directly and set up a time
5.Q: How early can the florist get there to set up the centerpieces? Who is the house florist?
A: Our florist is Richie and you can call him at the direct line.
6.Q: What is the layout of the Winter Garden Pavilion? Seating/Cake/Gifts tables
A: You will get a seating chart later on with a layout. P= # of people at that table, F= # of favors for that table
7.Q: Dimensions of dance floor
A: The size of the WGP minus the dance floor is about 52' x 30'
and the dance floor is about 33’ ½ X 20’
8.Q: Do you provide table numbers and frames? Can I give you my own inserts?
A: They are silver frames and are 4x6
Note: If you have DIY centerpieces, you need to get in writing that the FH will set them up for you. When you do your alphabetical guest list and have a guest with no name, you can put: Mr. and Mrs. Smith or Mr. Smith and Guest
Menu/Food
1.Q: How many menus per person?
A: 1 per person
2.Q: Do you put the appetizer out first or is it dependent on if you choose appetizer and salad or the combo? (I want to place the menu on the plate)
A: We do not put the appetizer out prior to guests arriving
3.Q: Can we get sample menus, place cards, directional cards?
A: Still awaiting to post a sample menu but for now here are the:
Place Cards:
Directional Cards:
4.Does the bride and groom order from the same menu?
A: Yes
5.Are there sides to the menu?
A: Yes a starch and vegetable along with the main entrée.
6.When do we do tasting to choose the food for the cocktail hour?
A: Anytime. Bring as many people as you want to the restaurant. We do not do traditional tastings, but we allow you to eat at the restaurant on us so you can see the types of meals we make as well as the presentation of the food.
7.Q: Do the children have a menu? What is offered?
A: Chicken fingers and fries... or they can eat what the adults are eating.
8.Q: Is there a price difference for kids?
A: 12 and under are 1/3 off of the price, 3 and under are free if we don’t set a plate setting up for them.
Cake
1.Q: Who is the baker for Fox Hollow?
A: ERGA Bakery, Bethpage, NY
2.Q: How does the cake selection process work? Are we picking it out from a book from a set number of cakes or can we create it ourselves from scratch without an extra fee?
A: From a book – a set of 10-12 cakes. You may bring in a picture of a cake but fees will be added if a cake would be difficult to make.
3.Q: If we don’t like the cakes we have to choose from, can we get credit toward a cake? How much of a credit can we get?
A: No
4.Q: Can flowers be added to the cake (décor/topper)? Is there a fee?
A: $100 to add flowers by the baker
5.Q: Can the florist add flowers instead of the baker?
A: Yes
Q. What are the cake flavors and fillings?
A: Sponge - yellow, choc, marble, carrot
Fillings
Choc mouse, cappuccino choc mousse, white choc mousse, choc pudding, vanilla pudding, vanilla custard, french custard, cannoli, lemon preserves, strawberry preserves, raspberry preserves, pineapple preserves, fresh strawberries, fresh bananas, strawberries & bananas, banana pudding, cream cheese, whipped cream, napoleon, straw shortcake, blackforest, cassata
Frosting - whipped or butter cream
Can do fondant or marzipan
Near By Hotels
This is answers for BOTH Executive Inn and Best Western in Woodbury, NY.
1 Q..Rates per guest – do we get a discount since we are booking so many rooms? (These will vary depending on month)
A. Quote Oct 2010: King $109, Double $119
Normal rates: King $149, Double $159
2.Q. How many guests are allowed to stay per room?
A. King, Max of 2 persons + 1 child under 12 years old
Double Max 4 Persons + 1 additional Person (in extra beds)
or 1 Child under 12 years old (in existing beds)
3.Q. How do our guests get from the airport to the hotel? Is there a discount or a shuttle service?
A. Supper Shuttle (no discount)
4.Q. How does the guest shuttle work?
A. They both offer a shuttle service and we can plan a schedule at the time of booking.
5.Q. Dog Friendly Fee:
A. $50 per visit
6.Q.Do you charge for giving out Out-Of-Town Boxes?
A. No
7.Q. What are the penalties for not meeting the minimum number of rooms blocked?
A. Responsible for 70% of the rooms, after that they are released at normal rates
8.Q. What is the differences between both hotels?
A. Best Western has an attached restaurant. The room designs are the same.
9.Q. What is the cut off date for the quoted rate for our guests?
A. 30 days
10.Q. How many directional cards do you give?
A. 30
11. Do you have suites that could accommodate more than 4 people?
Only in the executive Inn. We can bring in rollaway beds
Quote: $179 (Oct 2010)
12. What if I block 10 rooms and you get over that reservation?
Then we can increase the number of rooms blocked if we have them available.
13. Can we add rooms to block later on? Up until when?
Yes, up until the cut off date which is a month before the wedding.
Other
1.Q: Do you have any upcoming Bridal Shows?
A: We have a few in the summer and we will let you know
2.Q: What do you need for proof of vendor insurance?
A: Yes we do if they are not affiliated with us. Please have them call us. Answer from a previous thread: “Any services retained by you for your affair must provide us with a certificate of insurance at least 25 days prior to the affair. ........all service providers must maintain the following insurance coverage...Comprehensive General Liability Insurance on standard 1993 or later ISO form at limits of $1,000,000 per occurrence/$2,000,000 aggregate; Products/Comp.Ops., $1,000,000; Fire Damages, $50,000; Medical Expense, $5,000; Umbrella Liability, $1,000,000; Statutory Workers Compensation to statutory limits as per New York State Law”
3.Q: What can/needs to be dropped off the week before the wedding?
A: Centerpieces (if applicable), candles (if applicable), table names (if applicable), favors, any décor.
4. Q. Are bathroom baskets included?
A: We do not provide bathroom baskets but we do have a bathroom attendant to assist with any need.
