Pre-Tour Questions

+ What is the rental fee and what does it include?

A list of pricing and inclusions can be found on our Investment Page.

+ What is the venue capacity?

We can seat up to 200 guests (utilizing the indoor space plus covered patio area) with plenty of space for dancing. View sample floor plans HERE

Consider the weather if you are planning to include patio. i.e. summer and winter weddings would rely on indoor capacity of 175.

+ What dates are available?

A list of available dates can be found on our Dates Page.

+ Is there a down payment? When are the additional payments due? Do you offer a payment plan?

Yes. The fee to reserve a date is 25% of the total package + venue + tax, due within 7 days of contract signing.

Standard payment plan: The remaining balance will be split between 2-3 additional payments, and The final installment is due 3 months prior to the event date.

Monthly payment plan: You can always go in and make payments towards your invoice on a monthly basis.

Cash or check in person, ACH bank draft via secure online payment processor, or check by mail are accepted.

+ Do you offer discounts?

Yes! We are proud to offer a $100 off to Military/First Responders/Nurses/Teachers!

We also have great incentives for non-Saturdays as well as seasonal pricing for winter and summer dates on the Investment Page.

+ Do I need to schedule a tour or can I just stop by?

We can not wait to meet you and want to dedicate our full attention to you! You can book a tour here.

+ My preferred dates are unavailable. Do you have a cancellation waiting list?

• No, but we do our best to keep the dates posted here. Before you rule out a venue based on availability, many couples have had amazing experiences with Friday/Sunday weddings, and they saved a piece of their budget to splurge on something else they love.

Pre-Booking Questions

+ How do I reserve a date?

• Once you have been onsite for a tour or had a virtual/facetime tour (request on our tours page) and are sure you are ready to commit (yay!), please notify us onsite or via email/call.

• You’ll receive an email with the proposal for you to review, enter a few pieces of info, “submit” within 48 hrs of your request

• You’ll automatically be taken to the rental agreement (contract) to read, review, and e-sign, “submit”

• Pay date reservation fee at contract signing or within 7 days to officially book!

+ What is the average budget of a couple getting married at Sunset Oaks?

• We know this process can be a challenge, so are happy to share this sensitive information with you. For a Saturday with 150 guests, the average Sunset Oaks couple spends between $15,000-$20,000+ for all wedding expenses including Venue, Catering, Bar, Dress, DJ, Photographer, Florist, Cake, etc. for 150 guests.

• If you plan to have a smaller guest list, use our “something borrowed” closet of décor, are creative with catering, skip the bar, forego the fancy cake, and choose a non-peak date (Sundays, Summer/winter), resourceful couples have spent $12,000-$15,000 for their fun and beautiful day.

• There have been more designer events well above the average budget as well.

+ Is there a food and beverage or guest count minimum? How about headcount penalties?

• For venue-only rentals, no. Many venues with in-house bars charge a premium for alcohol plus gratuity or they take a commission from the caterers, thus they direct you towards expensive catering with guest count minimums.

• We want you to have the day of your dreams without the hassle and surprises, so we do NOT do this. We also charge a flat fee without penalties for headcount.

+ What form of payment do you accept?

• Check, ACH Draft, and cash are our preferred payment methods.

+ Do you include a "wedding day coordinator?"

• We will have a Venue Host onsite during your rental period.
• The Venue Host will be available to help with questions about the venue, restock supplies, or lend a helping hand to you or your vendors.
• We offer tools, EXCLUSIVE to Sunset Oaks couples to help you and your team throughout the planning process and to help the day go smoothly.
• We like to be clear on the terminology, because some venues advertise a “wedding day coordinator,” but they are referring to a staff member representing the venue.
• A “wedding day coordinator” is typically a person who works with you up to a month before the event, knows your timeline, and is responsible for decorating, coordinating your vendors before and during the event, and moves your day along according to your timeline.
• This is definitely helpful to take a load off of you and your family during your day, and we have the option to add-on a coordinator! see https://sunsetoaksvenue.com/inhouse-coordination

+ We plan to have our ceremony offsite, or only plan to have our ceremony at Sunset Oaks. Does your fee change?

• The rental fee is for exclusive access to the venue for the time allotted, so there is no cost difference. You are free to mix and match at your convenience.

+ Are there overnight accommodations nearby?

• Yes, there are several hotels within 10 minutes in/around Tyler including several off I-20 and HWY 69 in Lindale, TX. [] Here's a list of some nearby: 1

+ Will we be able to access the venue to rehearse our ceremony?

• Most couples rehearse offsie, bring their wedding party to an open house, or rehearse the day of (with a stand-in for the bride).

• If this isn’t a good option for you, you can schedule a weeknight prior to your wedding to rehearse for ONE hour, if available. This must be scheduled with Sunset Oaks staff no sooner than 60 days but no later than 14 days prior to the wedding, as available (the day before is not guaranteed). Typically a Wednesday or Thursday

+ Do you provided table linens, cups, silverware, etc?

• Sunset Oak has tons of inclusions and luxuries such as custom built farmhouse tables, upgraded X-back chairs, bridal suite, groom’s den, and a vast selection of décor to borrow ($10,000+ value).

• All inclusive packages include all dinnerware.

• Our farmhouse tables do not require linens, but we do provide two black linens for the catering tables.

• Linens may rented through us OR you are welcome rent them directly from a rental company.

• Disposable cups, plates, silverware, and napkins are provided by the caterer if arranged.

+ Do you host weekday wedding?

• Aboslutely! The pricing incentives for weekdays are wonderful- see the Investment page.

Vendor & Alcohol Policies

+ What are our catering options at Sunset Oaks?

• We believe creativity with catering is a great way to customize your event within your budget, so we are open to any licensed and insured caterer or restaurant that provides full service catering (with staff to prep offsite, set up buffet, provide warming and serving equipment, serve, and clean up). If your favorite restaurant does not provide full service, we can put you in contact with servers to bridge the gap.

• To save you time researching, we have a list of vendors who have shown to provide great meals at a variety of price ranges, or you can branch out.

• There’s limited prep space, and the buffet is on the patio, so we need to speak with any caterers prior to the event so they know what to bring.

• Creative Ideas if a full service caterer is not in the budget. You will need to appoint a team of helpers with clear instructions on setting up and cleaning up: 1) buy pre-prepped trays (sandwhiches, charcuterie, finger foods) and store them in the refrigerator). Have your helpers set them out and keep them stocked then clean up afterwards.

• We have found it’s necessary to be EXTREMELY picky with caterers, so to protect your interests, there may be some we do not allow due to bad experiences in the past.

+ Can our family “do the food” at the wedding or rehearsal dinner?

• Our insurance company requires licensed and insured caterers or restaurants for all food being served at the venue.
• The space available does not suite any on-site food prep or heating.
• Sunset Oaks requires full service catering (must include delivery, setup, serving, warming equipment, tear down, and clean up by trained Food Handling professionals)
• Therefore, no, family may not "do the food," but we do have several very affordable contacts for you to reach out to!

+ Will caterers have access to the kitchen, and what should we expect caterers to provide?

• Caterers are welcome to use the prep space available plus tables with black linens to serve from.

  • The prep space is rather limited and includes-
    • one 8 ft prep counter
    • an insulated tray storage box (up to 5 trays)
    • a commercial refrigerator
    • ice machine
    • sink

• Confirm with your caterers, but they should supply plates, cutlery, napkins, warmers, serving dishes/utensils, drink containers, chaffing dishes, and sternos. (note, they won’t provide plates/forks for sweets unless they’re supplying the sweets)

+ Do we have to utilize your bar service?

• Yes, you may:

• 1- book an all inclusive package that includes bartending.

• 2- Book the bar service directly.

• We have a partnership with a turn-key bar service that does everything for you for a seamless experience! You just pay the liquor store for the alcohol (a separate ticket per TABC laws). See https://topshelfeventsetx.com/

• The bar service will arrange an alcohol order for you via a local liquor store that offers wholesale pricing and delivery for a hands-off experience for you! Guest may not BYOB (i.e. no coolers or bottles reserved for certain guest).

+ What is your alcohol policy?

• A kind note from Sunset Oaks- your wedding is one of the most special days of your life. Your friends and family are there to celebrate and honor you, and they are beyond thankful for the meal and beverages you are supplying. Please don’t put a lot of pressure on yourself to supply enough alcohol to turn it into a raging party- just have fun and throw an after-party if your wedding party insists! Hear our heart here, these policies are in place to protect the sanctity of your event and ensure we’re here for couples for years to come.

• After ceremony starts, all alcohol must be served from behind the bar by a pre-approved bartending service from our list.

• Security will be onsite from the ceremony start time until the bar closes to enforce these policies.

• No shots (overly intoxicated guests take the attention off the couple)

• No glass containers (broken glass on the dance floor is no fun)

• No guest BYOB such as coolers, flasks, or bottles outside the bar. Any alcohol onsite goes behind the bar to be served and moderated by the bartending service.

• When event continues after the bar closes, security coverage continues until the end of the event. Any alcohol left will be checked in with the security guard and will be released with the couple/family leaves the premises OR returned to the liquor store.

• Outside alcohol, parking lot drinking, flasks, or any other drinking that bypasses the TABC certified bartending service is illegal. Guests committing this crime will be warned by security guard first, then security is obligated to call the Sheriff, who has the right to shut down the event. (This is NOT a typical issue, and certainly one we want to avoid, but it’s helpful to be clear on this to avoid any misunderstandings and have a wonderful, fun, classy wedding.)

+ Can a friend play music instead of hiring a DJ?

• Our insurance company requires insured vendors, and that means anyone who brings equipment onsite is considered a vendor.
• Our location is not serviced by high-speed internet, so there's no wi-fi to stream music.
• Remember, a DJ is one of the most important vendors on the wedding day. Having a professional WEDDING DJ who has all the equipment, an interactive personality, and the experience to know how to MC the event and keep everyone engaged could have a huge impact on the wedding day experience. We've seen folks try to play spotify, and it felt more like a backyard hangout than a curated event. All that to say- consider cutting favors or another nice-to-have, and invest in a quality wedding DJ to make your wedding most memorable!

Planning Questions

+ Where can I find inventory of the décor available?

• Our décor inventory is ONLINE. Booked couples can also browse the “something borrowed” closet at our open houses.

+ Will there be another wedding the same day?

• No- we commit the estate and our full attention to you.

+ When is the next open house for booked couples?

• Open houses are available to booked couples nearly every month. View the schedule and RSVP here.

+ What time do you suggest we start the ceremony?

• Mid-March-October: 5-6pm is the absolute latest, and we recommend opening the open buffet by 7 to avoid hangry guests!

• November-February/Mid-March: 4pm is the absolute latest in order to have natural lighting for at least an hour of post-ceremony photos.

• Once the ceremony begins, you have 5 hrs to host the event.

• PRO TIPS- want to maximize reception time? A) do a first look and take most photos before the ceremony! or B) Open the buffet while you're taking photos since it takes about an hour or more to serve dinner.

+ How will the tables, chairs, etc. be arranged for my sized event?

• Floor plan templates to choose from are HERE created by your venue partners who have spent hundreds of hours creating and testing various floor plans!
• It's super easy to make minor adjustments on the wedding day.

+ What happens in case of rain?

If it rains, you are welcome to move you ceremony into the chapel. Decision to be made the morning of the wedding at the latest. 1.

+ Can we have fireworks on the property?

• Fireworks shows are not permitted- insurance limitations. Sparklers are permitted. Please select the appropriate event insurance to cover the use of sparkers.

+ Can vehicles be left overnight?

• Vehicles may be left onsite if pre-arranged with the venue. Sunset Oaks may open the gates the day after an event at the venue’s convenience. The venue is typically closed on Mondays. Please advise your guests of this policy. Please encourage carpooling and ride sharing services.

+ We are using a rental company. Can they drop items off or pick them up outside of the rental period?

• All deliveries and pickups must happen during the rental period.

+ Are candles allowed?

• Yes, candles are allowed as long as the flame is completely contained in a vase or candle holder.
• Wax tea lights may not be used in votive or candle holders borrowed from Sunset Oaks.
• Please arrange for LED tea lights if borrowing Sunset Oaks décor.
• Replacement of Sunset Oaks' linens with wax drippings will charged to the credit card on file.

+ How far in advance do you need our final headcount?

We will have a 30-day call/meeting with you in which you will choose your floor plan based on RSVP's. If you do not have firm RSVP's by then, please text/call/email invited guests before choosing a floor plan.

+ How do I obtain a marriage license?

Smith County department of Vital Statistics is located in downtown Tyler, open 8:00 a.m. to 4:30 p.m., Monday through Friday. You must complete the application on their website, bring social security cards, and state IDs. Both of you will go to 200 E. Ferguson, Ste 300 in the Smith County Courthouse Annex Building (corner of Spring & Ferguson). There is a 72-hour waiting period to be officially married, and it expires within 90 days of issuance. Please see the Smith County website for more information.