Your search for a bright, clean, and classic venue that mixes modern sophistication with natural beauty has brought you here, and we’re so glad to have you! It’s time to bring your distinctive style and vision to life and make your wedding day YOURS. 

In our pursuit to provide a top-notch planning experience, we’ve created the Client Resource Page to help guide you along the way. We recommend you bookmark this page so you can reference it as often as you’d as we move toward your wedding day!

THE HAZELWOOD RESOURCE PAGE

9 months

Mark Your Calendar

90 days

30 days

1 week

second 1/3 payment is due

final 1/3 payment is due
BE's services begin

insurance certificate is due
(see below for details)

rest easy knowing Hazelwood & BE will make your day SPECTACULAR

HAZELWOOD Client Portal

The password-protected Client Portal is your digital Hazelwood folder where you’ll have access to your invoice(s) and Facilities Use Agreement, all in one place. If it’s easier for you, feel free to send multiple, partial payments of any amount up until the specified invoice due date. This allows you to create a payment schedule that works for you. Mark your calendar with the important due dates above. Please use the credentials provided to you upon booking to login to this secure site.

ACCESS PORTAL

  • Must be a full-service caterer
  • All caterers must be properly licensed & insured and provide a current COI.
  • There are no dumpsters on-site, so all trash must be removed at the end of the event by the caterer and bartenders.
  • Catering and bar staff must remain on-site throughout the entire event (until 11pm if necessary) until all trash has been cleared from tables, bars, etc.
  • Catering staff must bus all tables, clear trash, and clean the prep space before leaving.
  • Family and friends are NOT permitted to take catering and bar trash with them at the end of the night.
  • There is no place to rinse dishes/silverware - please make note of this if you are bringing in outside rentals. They will be re-racked, by your catering team, dirty.
  • Caterers are responsible for setting all plates, silverware and glassware on tables.

Catering, Bar, & Trash Policies

  • All decor and alcohol must be brought in on the day of the wedding and removed the same night.
  • The venue will not accept drop offs outside of your rental period. (No deliveries the day before, before the rental period, after the rental period, or the following day.)
  • Unless you are taking home all florals, your florist must return to take down any installs, collect large greenery or remove floral arrangements that you are not taking home. Hazelwood and the BE staff are not responsible for floral tear down or trash.
  • The Preparation Suites will remain locked through the entire event. Take any items you wish to have access to during the event time with you. (Read more in "Preparation Suites" above.)

catering reminders

OTHER reminders

Catering reminders

other reminders

Event Insurance Policy

You will need to obtain event insurance for the day of your event. Below are bullet points of what is required as well as three links to obtain your certificate.
  • Coverage no less than $1,000,000 for Each Occurrence, $1,000,000 for Damages to Rented Premises, and $1,000,000 for Personal & Adv. Injury with a General Aggregate of $2,000,000.
  • Must include Host Liquor Liability (if serving alcohol)
  • Name Hazelwood, LLC as an additional insured
  • Waiver of Subrogation not required
  • Certificate of Insurance is due at least 30 days prior to your event



Wedsure

Markel Insurance

Please refer back to your contract (found on your Client Portal) at any time.

  • Bartenders must be RAMP or TIP certified.
  • Two bartenders are required at all times.
  • Bartenders must take all trash-- including empty beer and liquor boxes with them at the end of the night.
  • No alcohol can be served after 9:30 p.m.
  • No shots or on the rocks.
  • No self-serve alcohol.

BAR & Bartending Reminders

All caterers must be approved by Hazelwood before booking

Rehearsals

A complimentary ceremony rehearsal will be held on the day of your wedding during your rental period with a member of BE. Most couples choose to hold two separate rehearsals so they will not see each other. They take approximately 10 minutes to complete. Your officiant, flower girls, parents, etc. do not need to be present for the rehearsal. The planner will communicate all necessary information with them prior to the ceremony.

Venue Access

You have access to the suites at Hazelwood beginning at 9 a.m.. Unless you've added additional time, this is the earliest your hair and makeup teams may arrive. Typically this means services can begin around 9:15. 

Decor

The use of decorations that leave any kind of potentially damaging residue including, but not limited to, confetti, floral confetti, glitter, silly string, water gel beads for floral arrangements, and/or loose candy is not permitted. The use of nails, tacks, staples, Command strips, or any similar object to hang decorations is not permitted. The use of candles in outdoor areas is not permitted. The use of candles indoors is permitted, but must be used as part of the table arrangement and all candles must be in holders to prevent dripping wax, and the flame must be contained. Roasting marshmallows is not permitted at the fire pit. 

Flower petals: only FRESH petals (i.e. rose petals) are permitted to be tossed/used for the ceremony. Faux/silk petals, dried/biodegradable florals/confetti, paper, seeds, etc. may not be used as it damages the landscape.

Decor breakdown of smaller items will begin 30 minutes prior to the end of the reception timeframe (approx. 9:30 p.m) to ensure all parties are off site by the end of the rental period. 

Florists

All flowers must be prepped and ready before arriving on-site. The couple has two options for their florist:
1. Florist returns at the end of the night to take all florals and floral-related items with them (i.e. rental pieces, candles, centerpieces, etc.)
2. Or, the couple is responsible for removing all florals at the end of the night. If so, the couple should plan on providing their own boxes to pack things.
* No floral rentals can remain overnight

If you are doing your own flowers (not hiring a professional florist), all florals must arrive in vases/containers, ready to be placed on tables. No prep work can be done at the venue.

Vendors

Any vendor that is present on the event date (including friends/family) that is providing a wedding service must have a Certificate of Insurance. No exceptions.

Before booking any vendors and signing any contracts, it is your responsibility to make sure they can provide proof of insurance. If something is unclear, check with us first!  

Eventsured

Preparation Suites

All personal belongings must be removed from the preparation suites prior to the start of the ceremony. At that time, the doors to the preparation suites will be locked and remain locked for the duration of the event for liability reasons. It is helpful if you communicate this to your friends/family ahead of time! We will allow access to the bride and/or groom for an outfit change, touch-ups, etc. If you have any other special requests, please let us know!

Breakfast/Lunch/Beverages: You may bring whatever food or drinks you'd like to enjoy while getting ready! Remember to pack plates, cups, and napkins. Many couples bring trays of pastries and sandwiches. Local favorites: Deja Brew Bakery, Panera Bread, Sallies and Sammies, and Rocco's (for subs, pizza, etc.)

Important REMINDERs

Note: Does not apply to couples who are required to choose from

Note: Does not apply to couples who are required to choose from 

Transportation*

Recommended Vendor List

Recommended Vendor list

Hazelwood's Exclusive Caterers

Hazelwood's Exclusive Caterers

All buses and shuttles outside of our recommended list below must be approved by Hazelwood. Due to the limitations of the entry road and driveway, certain styles and lengths of buses are not permitted. *Please see more important transportation info below!

Rentals (A to Z Event Rentals)

Considering working with A to Z Event Rentals? (Extensive dish and glassware inventory, decor, displays, etc.)

Instead of ordering direct or through your caterer, please first reach out to Logan at Blake Events at any point during your planning process. Logan will help answer your questions and help you navigate ordering with A to Z for a seamless experience.

Logan: logan@blakeevents.com


Including Children at Your Event?

To help ensure a fun and safe experience for everyone:

• Consider hiring a designated sitter to help supervise young guests throughout the day.
Include children in your guest count when planning your seating chart.
• We have two high chairs and a booster seat available upon request.
• Plan for low-mess activities to keep little ones entertained during the event.
• Keep a close eye near potential hazards like fire pits/heaters, landscaping, and wooded areas.
• Children must be monitored by an adult at all times.
• Suites are closed during the event—no children allowed.

Safety is our top priority, and your proactive cooperation helps ensure a smooth and enjoyable day for all!

Please click HERE to view our Design Guide! You can expect to see inspiration photos for your ceremony and reception set up and decor as well as ideas to consider with your florist. As always, if you have any new ideas or questions, let us know!

DESIGN
GUIDE

9 am- Hazelwood Venue Rep opens doors
9 am- Side #1 of wedding party arrives
9:15 am- Hair, makeup, etc. services begin (if applicable)
10:30 am- Blake Events planner arrives
10:45 am- Ceremony rehearsal with side #1 of the wedding party
1 pm- Side #2 of the wedding party arrives
1:10 pm- Ceremony rehearsal with side #2 of the wedding party
1:30 pm- Photographer arrives
2 pm- Catering arrives
2 pm- Photos for side #1 of the wedding party
2:30 pm- DJ arrives
2:45 pm- Couple photos

Sample Timeline

Want to get an idea of what the flow of a typical wedding day at Hazelwood looks like? Lots of couples ask us so they can start getting some ideas together. All of this is subject to change, so please don't finalize any of your day-of schedule without working with your planner.

This is for reference only. Your planner from BE will finalize all of these details for you, so there's no need to do any of this on your own. 

Keep in mind that your planner from BE will finalize all of these details for you, so there's no need to do any of this on your own. 

3:00 pm- Photos for side #2 of the wedding party
3:45 pm- Shuttle begins boarding at hotel
3:55 pm- Shuttle departs from hotel
4:15 pm- Shuttle arrives at Hazelwood
4:30 pm to 5pm- Ceremony
5 pm to 6 pm- Cocktail hour
6:30 pm- Dinner service begins
7:30 pm- Dance floor opens
9:30 pm- Bar closes
9:45 pm- Shuttle begins boarding at Hazelwood
10 pm- Event over and shuttle departs for hotel
11 pm- All vendors offsite

9 am- Hazelwood Venue Rep opens doors
9 am- Side #1 of wedding party arrives
9:15 am- Hair, makeup, etc. services begin (if applicable)
10:30 am- BE planner arrives
10:45 am- Ceremony rehearsal with side #1 of the wedding party
1 pm- Side #2 of the wedding party arrives
1:10 pm- Ceremony rehearsal with side #2 of the wedding party
1:30 pm- Photographer arrives
2 pm- Catering arrives
2 pm- Photos for side #1 of the wedding party
2:30 pm- DJ arrives
2:45 pm- Couple photos
3:00 pm- Photos for side #2 of the wedding party
3:45 pm- Shuttle begins boarding at hotel
3:55 pm- Shuttle departs from hotel
4:15 pm- Shuttle arrives at Hazelwood
4:30 pm to 5pm- Ceremony
5 pm to 6 pm- Cocktail hour
6:30 pm- Dinner service begins
7:30 pm- Dance floor opens
9:30 pm- Bar closes
9:45 pm- Shuttle begins boarding at Hazelwood
10 pm- Event over and shuttle departs for hotel
11 pm- All vendors offsite

Sample Floorplan

Here is the most popular layout for weddings at Hazelwood. This option gives you a variety of tables plus ample dance floor space. All floorplans are unique to the couple and are customized with your coordinator's expertise based on your guest count, vision, and type of food service. As a general rule, rectangular tables can fit up to 10 guests and rounds can fit up to 8.

This is for reference only. Your planner from BE will finalize all of these details for you, so there's no need to do any of this on your own. 

Keep in mind that your planner from BE will finalize all of these details for you, so there's no need to do any of this on your own. 

Layout for 112-132 guests
- 112 guests with 8 angled tables and 4 circular tables (must have 10 at each rectangular)
- 132 guests if we add a table on each side of the dance floor

Notes:
-In order to have a spacious dance floor, it is recommended to have maximum four angled tables on each side 
-If guest count goes up to 132, add a rectangular table on each side of the dance floor as seen here (this creates a larger dance floor!)
- Sweetheart table works in corner or centered

 Layout for 112-132 guests

- 112 guests with 8 angled tables and 4 circular tables (must have 10 at each rectangular)
- 132 guests if we add a table on each side of the dance floor and put ten quests at each rectangular table

Notes:

-In order to have a spacious dance floor, it is recommended to have maximum four angled tables on each side 
-If guest count goes up to 132, add a rectangular table on each side of the dance floor as seen here (this creates a larger dance floor!)
- Sweetheart table works in corner or centered

Layout for 150 guests

Notes:

-For large guest counts, the sweetheart table works best in the center
-We're able to keep it to 16 tables by putting 10 at each rectangular table
-Keeping the rectangular tables straight (versus angled) allows for more room
- Remove tables if there's a slightly smaller guest count (If only one table needs to be removed, take away the table closest to the bar)

Layout for 150 guests

Notes:
-For large guest counts, the sweetheart table works best in the center
-We're able to keep it to 16 tables by putting 10 at each rectangular table
-Keeping the rectangular tables straight (versus angled) allows for more room
- Remove tables if there's a slightly smaller guest count (If only one table needs to be removed, take away the table closest to the bar)

If you are not from the area or have guests traveling from out of town, you may not know where to stay, grab a bite to eat, or enjoy a beverage or two. As always, we're here to help and have put together a list of a few of our local favorites below. But, for those who can't live without their Starbucks or a trip to Target, we've listed (and linked them to Google Maps) some chain restaurants and stores, too!

LOCAL RECOMMENDATIONS

VIEW & PRINT PDF HERE

Unless the company in our Local Resource Guide,
all transportation outside of personal vehicles (e.g. buses, shuttles, conversion vans, etc.) requires pre-approval by Hazelwood. Transportation vehicles must not exceed 35 feet due to restrictions of the entry road (Old Mill Road) and our driveway. School buses are the only exception but still must be approved!

Transportation Approved Sizes

The following four companies can be found in our Local Resource Guide above. The approved sizes for each are listed below. If you have a large number of guests utilizing transportation, school buses are a great option! You are NOT required to choose from our list.
 

Wolf Bus Lines: 14 passenger (24’L), 38 passenger (35’L)
Gettysburg Group Reservations: 24 and 25 passenger buses only
On the Town: 14, 25, and 28 passenger
Bailey: 40 passenger (35’)
Premiere #1: Up to a 38-passenger minibus

Keep in mind that some companies are willing to send larger, coach buses, but they are not permitted.

 

Transportation Guidelines + Tips

-To have an accurate count, you could ask your guests to "RSVP" for a shuttle seat when you send your invitations or on your wedding website.
-If you are only providing one shuttle, they may need to make two runs: an early run around 9:00 pm and a final run shortly after 10:00 pm. Only one run is permitted after the event is over. (I.e. your guests cannot be asked to wait for an extended period of time after your event is over.)
-If you have a large amount of guests wanting a shuttle, we recommend booking two.
-If you (the couple) and your family plan on taking the shuttle, here are suggested options:
A) all of your decor/personal items are packed up early prior to 10:00 pm so you can board the shuttle with your guests
B) OR designate someone else to remain at the venue to take your personal belongings/load up your decor
C) OR book a second shuttle that will wait at the venue until your clean up is concluded
-There is not enough time for one shuttle to depart after 10:00 pm, drop guests off, then return to the venue.

How many guests can sit at each table? What size linens do I need? Do I need to rent a display table for my cake? If it's chilly outside, do you have space heaters? We've conveniently compiled a list of the furniture and other items that are included in your investment! 

view furniture here

Included Furniture

Below is a list of the most common FAQs asked by couples. Many more can be answered in your contract, so don't forget to check their for more answers!

Frequently Asked Questions

Hazelwood's max capacity is 150 guests.

can i use fake flower petals or confetti for a flower toss?

CAN I HAVE ACCESS TO THE VENUE BEFORE 9 A.M.?

CAN I DROP OFF THINGs THE NIGHT BEFORE? 

can i bring family and friends to see the venue?

HOW MANY GUESTS CAN I INVITE?

Since we have so many couples we work with, there just isn't enough time to give individual tours to everyone! You will come back at your final walkthrough to see everything. We, also, have a venue tour in our Instagram highlight reel for friends and family to see the venue!

Since we are available to host weddings every day of the week, everything must take place during your rental period from 9 a.m. to 11 p.m.  The night before is when we finalize the floor plan and make sure everything is perfect. But don't worry; between our venue representative and your planner from BE, there is plenty of time the morning of your wedding to set everything up!

If you have a big wedding party and have a lot of hair, makeup, etc. services, you may want a little more time. You can add up to two hours to the beginning of your rental only at the rate of $400/hour. Just send us an email to let us know! 

No, confetti, floral confetti, or dried flowers may be tossed due to damage to the landscape. Only FRESH flower petals (like rose petals) are permitted when doing a flower toss both inside and out. You may use faux flowers as part of your table arrangements, bouquets, etc.

can i use real candles?

Yes, but any real candle needs to be enclosed in glass.