weddings - gilwell park€¦ · at gilwell park you get to choose the detail. all of it. the...
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28/01/20
Weddings
28/01/20
Make it your day
Congratulations. You’ve said yes. Now you need the most perfect venue to share the big day with
family and friends. At Gilwell Park you get to choose the detail. All of it. The stunning back drop is
like no other. Imagine large oak trees, tranquillity and beautiful rustic, modern and listed buildings to
use throughout the day. We’re immensely proud of the grounds tucked deep within Epping Forest.
It really is London’s best kept secret.
We’ve put together some tips and information to help you start planning. From a countdown
checklist and room capacities to our accredited caterers. We’re here to make your wedding
planning as smooth as possible.
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Countdown
12 – 18 months before the big day
Book your ceremony with the Registrar or Church
Decide on the size of the venue for the reception by getting together a guest list
Make a provisional booking at Gilwell Park, pay your deposit and sign the wedding contract to confirm your date
Tell us if you’d like us to hold any bedrooms for you
Find out your 10% off discount code from your Wedding Coordinator for hotel bedrooms*
6 – 12 months before the big day
Talk to your chosen caterer and decide on menus – wedding breakfast, evening food, wine, beverages etc.
Arrange entertainment and other suppliers – secure the bookings with a deposit
Book your planning meeting (usually takes place 3 months before your wedding)
2 – 6 months before the big day
Have your planning meeting with your Wedding Coordinator
Confirm your menus and beverage choices with your caterer
Send out invitations – along with information on our accommodation options
Discuss table layout with your caterers and Wedding Coordinator
Make your 75% payments 90 days before your wedding
Book your final planning meeting (usually 2 weeks before your wedding)
4 weeks before the big day
Have your final planning meeting with your Wedding Coordinator
Provide your Wedding Coordinator and caterer with your table plan
Pay your final balance
On the big day
We will ensure your day is perfect, so relax and enjoy.
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Room capacities
Our spaces
Dimensions
Long Banqueting
style
Ceremony style
Round Banqueting
style
The CIC
CIC Main
Hall
22.5m x 11m
247m2
144
250
180
Seminar Room
5m x 4m
20 m2
-
18
10
Seminar Suite
15m x 4m
60 m2
-
72
50
The White House
Group
Room
7.4m x 5.9m
43.6 m2
-
50
38
Baerlein
Room
7.3m x 5.8m
42.3 m2
-
40
32
Garfield Weston
Room 5m x 6.7m
33.5 m2
-
24
16
Founders
Room
6.5m x 4m
26 m2
-
20
10
Betty Clay Library
6.5m x 5.5m
35.75 m2
-
35
20
Gilwell Grounds
Swan
Centre 10.5m x 10m
105 m2
-
150
80
Gidney
Cabin
4.5m x 6m
27 m2
-
20
10
Gidney
Terrace 15m x 7m
105 m2
-
120
-
The
Orchard 40m x 45m
1800 m2
-
-
-
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Venue hire
April – October Sunday - Friday 8am – 5pm 5pm -
midnight
Half day
(4 hours)
All day
CIC
(including 1 Seminar suite)
£1,500 £1,500 £900 £3,000
Baerlein Suite £1,000 £1,000 £1,000 £1,800
Swan Centre £750 £750 £750 £1,350
Whole Venue £5,000
Saturday/Bank Holiday
Baerlein Suite £1,250
Whole Venue £5,500
November – March Monday - Sunday 8am – 5pm 5pm - midnight Half day
(4 hours)
All day
CIC
(including 1 Seminar suite)
£1,450 £1,450 £850 £2,850
Baerlein Suite £950 £950 £575 £1,725
Swan Centre £725 £725 £475 £1,275
Whole Venue £4,750
All prices include VAT.
All day is from 9am to midnight excluding Baerlein Suite.
Half day is any 4 hours between 9am-5pm.
Whole Venue includes use of CIC, Swan Centre, Gidney Cabin and Baerlein room (Baerlein suite until 5pm only).
Our accredited list of caterers can complete your event.
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What’s included…
In full use of the venue option you’ve chosen,
Use of kitchen (CIC main hall)
No charge for corkage and chilling
Banqueting style tables and chairs
Use of the Buffalo Lawn and Orchard for photographs and drinks reception
Use of a storage or preparation room
A Wedding Coordinator to guide you throughout the planning process
An Event Manager to look after your Wedding day
Evening bar opened and run by our staff
Honeymoon suite for the night of your wedding
We do not provide table cloth, crockery, cutlery and glassware within this price. For more information please speak to our
team.
Drinks can be supplied by the guest for post ceremony/arrival, during meal, and for toasting without incurring a corkage
fee. Your chosen approved caterer can also supply these drinks. Gilwell Park does offer drinks packages also. Please ask
our team for more details. Gilwell Park must supply the evening bar (drinks service after any meal or during any non-
wedding event).
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Accredited Caterers… Please see below the accredited catering companies we allow onsite
British/European
alfrescofeasts.co.uk
020 7820 7456
Make your event a very personalised one with our
affordable bespoke catering, using only the finest
ingredients from independent local suppliers. Our hand-
picked team of charming, experienced waiting staff ensure
your event runs effortlessly. With over 20 years’
experience of wedding and event catering, Sarah and her
team look forward to working with you to design your
perfect event.
British/European
berkeleycatering.co.uk
020 7837 6853
Berkeley Catering have for over 25 years been delivering
luxury catering for private and corporate clients across
London. Our team of innovative chefs create trendy and
seasonal menus that cater for a variety of tastes.
Our all-inclusive approach and catering packages ensure
we provide a cost effective and tailored event with an
unforgettable catering experience.
African/Caribbean
delusciouscatering.co.uk
020 3759 7242
Our uniqueness stems from combining our passion for
Ghanaian, Caribbean, Korean and Nigerian cuisine to
create a wonderful fusion. Our menus reflect some of the
amazing cultures in the world and our food has a strong
emphasis on authentic home cooking with carefully sourced ingredients, chosen from artisan producers and
local suppliers for quality. We specialise in bespoke event
catering for a broad range of functions ranging from large
extravagant weddings to intimate country dinners.
British/European
hostcatering.co.uk
07737 889951
Host Catering been involved in outside catering for over
18 years, covering a whole range of events both private
and corporate. We come from a restaurant background
and deliver restaurant quality food and presentation to all
our events. We specialise in weddings, parties, corporate
launches, funerals and charitable events and pride
ourselves on a personalised and dedicated service from 10
- 350 people.
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Accredited Caterers…
British/European
radishallgood.com
0845 345 1576
Radish food is bought locally, stored carefully and
prepared lovingly, showcasing the hard work, craft and
talent of local suppliers, farmers and growers. Catering for
a wide range of events, and with British, European cuisine
Radish work with people to provide food that does good.
South Asian
rubyscatering.co.uk
020 8799 7180
Ruby’s started out 20 year ago as a small scale catering
workshop passionate about providing authentic Sri Lankan
food for dinner parties. Today we stand as one of the
London’s leading event caterers, providing truly authentic
cuisine from the island of Sri Lanka and south India with
the professional touch to make the ideas of your perfect
day a reality. Our reputation is built on our on-going
commitment to traditional heritage flavours, customised
experience and attention to detail designed to fulfil your
expectations.
British/European
saffron-caterers.co.uk
07710 805 779
Saffron Caterers and Events has a wealth of experience
when it comes to providing the very best in wedding
catering to make your day truly special. We have a
dedicated team who are passionate about delivering the
very best food and service and we pride ourselves on
providing a bespoke approach to creating the perfect
wedding menu for you. Our event managers are on hand
to support you throughout your journey and to advise on
all aspects of your wedding or event.
South Asian
wishescaterers.com
020 8531 8800
Wishes caterers are focussed on providing authentic
classic Pakistani, Indian and Bengali dishes for your event.
We are dedicated to ensuring the smooth running of your
event and pay attention to all the details which come
together to make the perfect event. We provide
comprehensive wedding packages as well as catering for
corporate events and charity dinners and are delighted to
be caterers of choice at Gilwell Park.
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Accredited Caterers…
British/Caribbean
ridgewaycateringcompany.co.uk
020 8529 6178
Ridgeway Catering Company believes that good catering
consists of quality food, excellent service and organised
planning. Ridgeway Catering Company is an independent
family owned and run business based in North
Chingford. As one of the leading independent catering
companies, we take great care and attention to detail, and
provide a first class service whatever your function or
budget may be. Ridgeway Catering Company has a wealth of experience in all types of catering including traditional
British fare, to more modern contemporary cuisine and
barbecues; we can cater for all tastes including Caribbean &
Mexican.
If you have a caterer that specialises in a cuisine different to any of the above let us know. We are always looking to
extend our list.
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Accommodation
Single room £65
Single room (non en suite) £55
Double or twin room £90
Double or twin room (single occupancy) £75
Family room (2 adults & 2 children) £110
Executive double room £100
Executive double room (single occupancy) £85
Honeymoon suite £115
Additional extras
Extra adult bed £20
Extra child bed (aged up to 13) £15
Cot £5
Special occasion packages POA
Prices include VAT and full English breakfast. Please contact us for further information and to make a booking.
All bookings are subject to our terms and conditions and are payable at the time of booking.
*Hotel bedrooms offer expires 12 weeks before the wedding date. Guests can only receive the 10% off when booking with
us directly and quoting the unique code.
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We’ve got the answer… How do I book a viewing? We would love to show you round the venue and are open for viewing on most days and evenings. Just give us a call on
020 8498 5300 or send an email to [email protected] to book a viewing at Gilwell Park.
Can I provisionally book a date?
A provisional booking to hold your selected date can be made and will be held for 14 days with no obligation.
How do I confirm a booking?
In order to confirm your booking, Gilwell Park requires a deposit of 20% of your total booking cost as well as a signed
contract. You can confirm any time within the provisional period, or without a provisional booking.
Can I have a civil ceremony at Gilwell Park?
Yes, Gilwell Park has a license as an approved premises for civil ceremony. We are able to offer couples a varied choice of
licensed venues from the historic Georgian house to the beautiful outdoor Gidney Cabin.
When do we need to pay the balance?
Your final balance will be due 14 days before your event. Any charges on the day (such as a bar bill) must be paid on your
departure.
What time should I get married?
We recommend the following approximate schedule assuming your evening party is to start at 7.30pm.
2.00pm Ceremony
2.30pm Drinks Reception
4.00pm Wedding Breakfast
6.00pm Speeches
7.00pm Room re-arranged for your Evening Party
7.30pm Evening Party Commences
What is the standard finishing time?
The standard finishing time is 12am (Midnight) for the bar and for music.
What is the capacity of Gilwell Park?
The capacity for a seated meal is 180 guests using round tables or 150 with a dancefloor. Our evening capacity is up to
250.
Can we bring our own caterers?
We have an excellent list of accredited catering suppliers ranging in all types of cuisine. Please speak to one of our team for
more information. We do not allow your own catering to be brought on site.
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We’ve got the answer… Can we decorate the venue? Yes, please feel free to provide decorations for your event. We are very happy for you to decorate the venue as you wish.
We do however have a no candles policy and we do have restrictions in certain facilities. Please speak to one of our team
for more information.
Can we have confetti?
Yes we do allow confetti, we do just ask that it could be biodegradable or fresh petals, and we do not allow confetti
cannons.
Can we have fireworks?
Yes, but please talk to us first as conditions will apply.
Can we supply our own bar?
Gilwell Park is a fully licensed venue with its own bar so unfortunately we do not allow you to provide this.
Can we bring in our own wine or pay corkage?
Drinks can be supplied by the guest for post ceremony/arrival, during meal and for toasting without incurring a corkage
fee. Gilwell Park must supply the evening bar (drinks service after any meal or during any non-wedding event).
Is there parking available for my guests?
We provide complimentary parking for all your guests.
Where do people stay?
Gilwell Park offers its own accommodation in 39 boutique bedrooms (35 en suite). One of these rooms is our Bridal Suite.
Each bedroom includes a full English or continental breakfast.
Can we bring our own tent or caravan?
Unfortunately camping at Gilwell Park is reserved exclusively for our Scouting groups.
What time do we have access to the venue?
We guarantee access to your function room from 9am to start preparing the venue. If there is no function the day before,
then you are welcome to arrive earlier, please contact us around a week before your event to confirm if this is possible.
Your suppliers are welcome to start setting up from this time. For Baerlein use only (6pm – 11pm) you can have access
from 5pm.
When was Gilwell Park built, and how long has the venue been open?
The White House at Gilwell Park is a 17th Century building and is Grade II listed. The Gilwell Park Estate was donated to
The Scout Association in 1919.
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Ever-lasting memories on our Promise Path
Scouting empowers children and young people and enables them to achieve their full potential. Our
Promise Path represents our own promise to provide these young people with new opportunities
and a new path to follow.
Celebrate your special day and begin your own new path together by creating a permanent
reminder here at Gilwell Park. For £250 you’ll receive a granite brick personalised entirely for you
and your loved one which will be placed in the Promise Path. It can be personalised with your
names, a short quote or even a few words that mean something special to you both. In years to
come you can invite friends and family to remember and celebrate with you by visiting the path and
finding your brick.
This lasting memory will help to fund important training for volunteers, provide disadvantaged
communities with vital grants or provide the 55,000 young people on our waiting list a brand new
experience of fun and adventure. Together, we can create a lasting legacy at Gilwell Park.