The Elms Hotel & Spa
It's all in the details
Find An Answer To Every Question
We know how important your wedding day is and we are here to provide you with support and guidance. On this page you will find everything you need to stay on track with planning, ensuring that all the details are covered.
FREQUENTLY ASKED QUESTIONS
When can we schedule a meeting with our wedding manager to finalize setup and layout details?
Once your wedding contract is signed, you will receive a welcome from your Wedding Specialist detailing what is to come in the next few months of planning. Your initial detailing generally takes place (6) months prior to your wedding date, with additional meetings to follow. These meetings can be in person or virtual.
When can we schedule a rehearsal before the wedding day, and is there an additional cost?
The ceremony rehearsal is included in the ceremony fee and typically takes place the day before the wedding. You will work with your Wedding Specialist to set the exact time and location based on the space availability. Please note that the audiovisual equipment will not be set for the practice rehearsal.
Is there a bridal suite or changing area available for the wedding party, and is there an additional fee?
We do not provide a separate getting ready space. Most couples will extend their stay to arrive the night before the wedding so they can utilize the complimentary Honeymoon Suite provided for the night of the wedding. We also suggest utilizing a wedding party members guest room as well.
How long do we get for set-up and breakdown of our items?
Couples gain access to the space at 10AM with a reception end time of 12AM, unless otherwise discussed. Following your wedding, typically our Banquet team will collect your décor in once central location for you to collect the following morning, based on event space availability.
Can we bring our own decorations and are there any restrictions on decorations we can use?
Absolutely! Please note that no damage must be done to events spaces, i.e. no staples, nail guns, etc. See your Wedding Specialist for full list of restrictions. If any of these prohibited items are used during a wedding, a cleaning fee may apply. Additional décor being added to your event space must be done by someone from your party.
Can you assist with arranging transportation for the wedding party or guests to our ceremony?
The Elms does have an onsite shuttle to assist with transportation needs. It is recommended that shuttles be reserved a minimum of (1) month prior to the needed date to ensure availability. See your Wedding Specialist for pricing and for reservations.
Can you assist with arranging overnight accommodations for our guests?
oA room block may be setup for guests attending your wedding. If you would like to set up a block of rooms, a minimum of ten guestrooms must be guaranteed for a discounted rate to be offered. Hotel check-in time is 4PM and check-out is 12PM. Contact your Wedding Specialist for additional information.
Are there any restrictions on outside food or beverage for weddings held at the hotel?
The Elms is a full-service hotel, allowing us to provide all food and beverage in house. We do not provide traditional wedding cakes, but we would be happy to supply you with a list of gourmet dessert options. We do allow you to bring in your own wedding cake from a licensed provider. The Elms will cut and serve your cake at no additional charge.
How much of a deposit is due with the signed contract and what is the remaining payment schedule, including final payment?
An initial non-refundable deposit of $1,500 is required to confirm your date along with a signed contract. This deposit does go toward your final bill. Final payment is due at least (10) business days prior to the wedding date.
Will the hotel staff be involved in setting up and breaking down the décor?
The hotel will be responsible for setting up any hotel items, we recommend that a professional day-of coordinator or wedding planner is hired to ensure proper execution of personal items, timeline, and vendor services. The hotels preferred vendors that are recommended for all services can be found on the Hotel Experts and Vendors page.
Additional Resources for a Memorable Event
Timeline
We have a list of questions that will help us prepare our teams for your special day. We’ve put together a timeline for you to assist and it’s broken down by monthly markers so as to not overwhelm but make the planning process easy.
Download Timeline PlannerRooming List
Use the rooming list template to provide your guests details. If the rooming list does not contain credit card information, you can send it directly to your Event Manager. If you will include individual credit card numbers for each guest, see your Event Manager for next steps.
DownloadKnow Before You Go
Know Before You Go is a communication tool for you to send to your guests. It allows you to share detailed information about your event to personalize their experience. Weather, dress code, transportation and more. Ask your Event Manager how to create your own.
DownloadSafety Information
At Hyatt, we’re focused on Safety First, Wellbeing Always through our Global Care & Cleanliness Commitment. We have a certified Hygiene & Wellbeing Leader, who monitors all aspects of cleanliness and disinfection, and leads education and wellness checks for all staff members.
Learn MorePlanner Tools
Hyatt offers digital solutions to make your life easier, every step of the way. The availability of technology tools may vary by location.
Hyatt Planner Portal
Visit this one-stop location for all key information about your wedding event. Manage details before, during, and after your event. Run reservation reports, view the Group Detail report and diagrams and review your Group Bill. Access the Rooming List and Event Concierge apps. Open the Planner Portal here.
Collaborative Diagramming
A collaborative program that helps you and your Event Manager design professional create customized room diagrams and seating to design the best room layouts for your event. You can make your own edits to diagrams to ensure room setups match your vision.
HyRes
Hyatt’s proprietary group reservation process with customized links to allow your guests to book online within the group block. It also gives you the ability to view reports through the Hyatt Planner Portal.