Frequently Asked Questions
We want you to have access to information 24-7, so you will find the answer to most of your questions here!
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 175 guests in the indoor reception space. If you happen to accidentaly overrun our capacity, we hae 25 additional chairs available for patio seating. 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 125 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. Florals, cake, and premium food selection drive this cost up.
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 "venue 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 “venue coordinator,” but they are referring to a staff member representing the venue.
- A “wedding coordinator” is typically a person who works with you up to a month before the event, knows your timeline, and is responsible for overseeing vendors and the event execution. They know your plans and move 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 month-of 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. If you purchase linens, please iron prior to the wedding day.
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. email for availability info@sunsetoaksvenue.com
Vendors
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It all begins with an idea. Maybe you want to launch a business. Maybe you want to turn a hobby into something more. Or maybe you have a creative project to share with the world. Whatever it is, the way you tell your story online can make all the difference.
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Shopping for vendors can be tons of fun but also a lot of pressure- after all, you’ve probably never planned a wedding before!
That’s where our All Inclusive Packages and “vendors we love” list come in. Bypass the unknown, and work with proven vendors who are already vetted and approved to work at the venue.
If you need a vendor who’s not on the list or in a package, look for this:
Legitimate website + Google reviews.
Proof of General Liability Insurance (if they don’t know what this is, RUN!)
All applicable licensing.
They should have a sales & use tax certificate (proof they’re legitimate and paying taxes)
🚩 RED FLAGS 🚩
No website (only social media page)
Offering deals too good to be true
No contract or invoice
No reviews/social proof
Slow response times (this is a sign you can expect this in the future)
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We believe creativity with catering is a great way to customize your event within your budget, so any licensed and insured caterer or restaurant that provides full service catering may apply to be approved to provide catering at Sunset Oaks.
Browse our “Vendors We Love” list for a variety of reputable, affordable pre-approved caterers.
Enjoy an all inclusive package with catering included to bypass any need to search for a caterer.
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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!
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Submit 🔗 Vendor Approval Application 90 days prior to event
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Caterers must provide full service catering and apply for approval, minimum 90 days before the wedding.
Requirements to be approved: Licensed & Insured.
License = Health Department Certificate
Insured = Provide Certificate of Insurance (any legitimate business will have at least $1M in general liability), and their provider will send us a COI with Sunset Oaks Venue listed as “additionally insured”
Full Service Catering Means: 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 (sandwiches, 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.
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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
a commercial refrigerator
ice machine
sink
2 buffet tables
Caterer should provide:
Delivery of Insulated food carriers
Staff to set up and serve the buffet line, clean up buffet, pre-bus tables
Chafing dishes & sternos, serving dishes/utensils
plates, cutlery, napkins, cups
Non-alcoholic beverages
note, they won’t provide plates/forks for sweets unless they’re supplying the sweets
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Wedding Budget Calculator
How much does a wedding cost?
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Available Dates
Which wedding dates are open?
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Visit the Venue
I’m ready to select a venue!
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All Inclusive Packages
Too busy to plan a wedding?