FREQUENTLY ASKED QUESTIONS
What is the capacity?
Ceremony In House-50 guests including the bridal party
Seated Meal in house-100 guests
Front Lawn Ceremony-200 guests
South Lawn Ceremony-300 guests
South Lawn Reception-300 guests
When are the payments due? Do you offer a payment plan?
When the contract is signed, to continue holding the date, we require a 35% booking fee to be paid. Sixty days prior to the event the remaining fee will be due. You are welcome to send smaller, partial payments of any amount prior to the specified due date, so in effect creating your own payment plan on your own schedule. Please include the last names of the couple and the wedding date in the memo line if you are mailing a check. Full payment is due by the specified due date. We also reserve the right to request a credit card on file for any damages to the facility or grounds.
What form of payment does The Machaven accept?
How do I reserve a date?
To reserve a date respond to our previous emails or email us at firstname.lastname@example.org saying you are ready to book XYZ date if it is still available. We suggest you email us stating you are ready to book your preferred date and then include a backup date in case your preferred date is unavailable. Prior to booking a date, we hope you are able to come out in person to visit the venue. You can request a tour (or a Zoom tour if you live out of the area) on our tour request page, but an in person tour is not required prior to booking a date. Dates are reserved on a first requested basis. Whomever has requested to start the contract process from us by email first for a specific date will be first in line.
Will there be another wedding the same day?
At The Machaven we only host one wedding each day to ensure that each couple's event is special and receives our full attention.
Do I need to schedule a tour or can I just stop by?
We offer an Open House the first Tuesday of every month from 5pm-7pm. This is a great time for you to bring your family and vendors for a full tour. We kindly request that all other tours are by appointment only.
We plan to have our ceremony offsite, or only plan to have our ceremony at The Machaven. Does your fee change?
Because we only host one event per day, our fee structure remains the same whether you hold your ceremony, reception, or both onsite.
Are we Only allowed to use vendors from your Preferred Vendor List?
You are welcome to use vendors of your choosing. Our Preferred Vendor List includes vendors we have worked with and are fully confident in their abilities.
Can we use any Caterer we want?
We require that your caterer be a licensed and insured caterer. This means they must have General Liability Insurance and work in a graded kitchen by the NC Health Department. NO EXCEPTIONS.
Do we have to use your bar service?
The Machaven holds it's ABC permit with the state of NC, therefore NO outside alcohol can be brought onto the premises. We must purchase and serve all alcoholic beverages.
Do you provide table linens, cups, silverware, etc.?
Table linens are only included in our Rental Packages. If you were to purchase the Venue Only package, the table linens can be rented through us for an extra charge. We will arrange the rental for you through a local rental company once your layout is confirmed. We will add that rental fee to your final invoice to be paid to The Machaven Events, LLC. The Machaven has two dish patterns and can supply for up to 200 guests for a charge of $5 per place setting. A place setting includes the following: dinner plate, salad plate, dessert plate, bread plate, silverware and goblet.
What time will I have access to the venue to decorate?
You will have access to the venue at the time listed on your contract, not earlier. Please plan accordingly.
What happens in case of rain?
In the case of rain if you have over 50 guests, we would suggest you use a covered tent for your ceremony or you have an alternative ceremony location. We can hold up to 50 guests in the house for a ceremony.
Do you require an event planner/coordinator?
Clients are required to use a professional day of coordinator for the weddings and events including more than 50 people. The Machaven offers day of coordination services through Your Day by Meredith if you do not have a planner/coordinator. Additional fees will be charged along with signing a separate contract, if you choose to use our planner. If the renter does not have a pre-approved day of coordinator booked at the time of the final meeting (60 days before the Event date), the Renter will be assigned one through Your Day by Meredith and will be charged an additional fee of $1,800. The Machaven does have a Venue Manager on site the day of your wedding. The venue manager is responsible for any details pertaining to the venue. If your planner has any questions or concerns regarding the venue they would work with our Venue Manager.
Are there overnight accommodations nearby?
The Hampton Inn, Holiday Inn, Courtyard by Marriott and Doubletree is less than 5 miles away and offer hotel blocks.
Do you allow dogs onsite to play a part in our wedding day?
We are dog friendly, with some specific stipulations. Dogs are allowed (only with pre- approval by Venue Manager) at the ceremony and pictures. Animals, other than service animals, are NOT allowed under roof or near food. Dogs must be on a leash and someone must be responsible for them other than the bride and groom.
Can vehicles be left overnight?
No vehicles can be left overnight. Please advise your guests of this policy. The gates will be locked when the venue manager leaves for the night. The gates remain locked until our next working day or event.
How many cars will your parking lot accommodate?
Our gated parking lot holds approximately 20-25 cars depending on the size of the vehicles. We have a lot dedicated to The Machaven guests behind our Carriage House which meets our paved parking lot by way of a gate that holds approximately 15-20 cars depending on the size of the vehicles. Also, there is a very Large Free Public Parking lot located one block from The Machaven at 224 S. Franklin St., Rocky Mount that holds around 100 cars.
Can we have sparklers on the property?
Sparklers are permitted. However, our Venue Manager MUST supervise any sparkler use and MUST instruct your guests how to dispose of them before they are used. No exceptions.
What time does the music need to end?
Music must conclude by 9 p.m. to ensure that you, all of your items, and all of your vendors are off-property by 10 p.m.
Are candles allowed?
Yes, candles are allowed as long as the flame is completely contained in a candle holder.
How far in advance do you need our final headcount?
2023 Available Dates
Fridays: 14th, 21st, 28th
Saturdays: 15th, 22nd, 29th
Sundays: 16th, 23rd, 30th
Fridays: 11th, 18th, 25th
Saturdays: 12th, 19th, 26th
Sundays: 13th, 20th, 27th
Fridays: 1st, 15th
Saturdays: 2nd, 16th
Sundays: 3rd, 17th
Fridays: 7th, 13th
Sundays: 1st, 8th, 15th
Fridays: 17th, 24th
Saturdays: 18th, 25th
Sundays: 5th, 19th, 26th
Fridays: 1st, 15th, 22nd, 29th
Saturdays: 16th, 23rd, 30th
Sundays: 17th, 31st