Wedding FAQ

photo by: Paul Joseph Brown www.pauljosephbrown.com

The Typical Scene

A wedding here at Olympic Park Institute is a full-weekend event. The wedding party and some guests arrive on Friday afternoon to help decorate and set up.  More guests arrive, and the rehearsal takes place, followed by a rehearsal dinner catered by our staff. Guests at the rehearsal dinner stay in our cabins Friday night. Our staff caters a brunch on Saturday morning, and more guests arrive prior to the wedding ceremony. After the ceremony, our staff caters the wedding meal, with beverages (alcohol provided by wedding party) and cake afterwards. Some couples spend the evening dancing the night away at a reception held here on our campus. Guests are welcome to stay overnight in our cabins on Saturday night. Our staff caters brunch Sunday morning. Guests clean up, gather all belongings and decorations and leave by about 12 noon.

How will payment and logistics planning work?

As the event planner, you will contract with Olympic Park Institute for meals, lodging and event space. You provide us with payment (usually in three installments), projected attendee numbers, and a final projection of attendee numbers before the event. Collecting RSVPs and payment from your guests is your responsibility, as well as assigning guests to cabins and tallying guests who need linens. We ask for your best estimate of numbers 30 days prior to when the final invoice payment is due. At this point we can no longer reduce the numbers. However, we can add guests as necessary up to 2 weeks prior to the event; we will adjust the final invoice to reflect these additions.

Who will handle guest check-in and initial arrival greetings?

On the day of the event, a designated friend (or friends) from the wedding party will staff a check-in area and greet guests who are arriving to stay the night. Often a room assignment list has been prepared by the bride & groom, and a helper directs people to rooms. Otherwise guests self-select rooms in the cabin area. (Cabins are normally ready by 3pm on the arrival day, and need to be vacated by 10am on the departure day). 

Other friends of the wedding party are responsible for directing guests to park in designated parking areas only and managing folding chair/table set-up. Olympic Park Institute will provide a host who will be onsite during the entire event. This person is a liaison to our kitchen and facility staff and helps keep the event running smoothly.

What is the maximum capacity? Can we have just a few more?

70-120  is an ideal range for the Olympic Park Institute campus; we tend to set 140 as an upper limit. We have hosted weddings here for more than 140, but things like meal service time, indoor space, parking, and bathroom facilities begin to feel crowded beyond 140.

Catering

Our staff does the catering, except for the cake. That is the responsibility of the bride and groom.

Alcohol

Alcohol is permitted. You must first obtain a Banquet Permit. This can be acquired at any local liquor store. The bride and groom are responsible for supplying any and all alcohol. A cash bar is NOT permitted.

Lodging

We have enough lodging here on campus for approximately 70 people. Options include our standard dormitory style cabins and our historic cabins.

Insurance

We require that all conference & event groups provide proof of Additionally Insured Liability Insurance. It must be in the minimum amount of $1 million. This can often be obtained through your current auto, renters, or homeowners insurance company. There are also Insurance Service Companies available on the web. This insurance is a MUST HAVE!

Departure

We ask that everyone vacate cabin rooms by 10am at the latest. Belongings can be stored out on the cabin porches or in the gazebo, and don't actually need to be moved out to cars, etc. Guests are welcome to remain on our campus for the remainder of the morning.

We ask that the group finish on campus around noon. Please take down any decorations you have brought, and replace any furniture you have moved. Our staff will take care of the general clean-up.