Important information for:DJs & Musicians Photographers
So you’re planning a celebration. Fortunately we cater and coordinate more events than anyone in Wooster. So even though planning your event might seem to be an intimidating task, it is just another day for the Wooster Inn and its staff.
STEP #1: Choosing a site and a date
Although it might be more fun to work on the details of what might be served and how you will decorate, the important first step in the planning process is securing a date and a site.
The Wooster Inn offers a number of possibilities depending on the size of your group:
The Wooster Inn frequently works with other beautiful venues:
We do not have a special rate for the use of the Quailcrest facilities; consequently the following rates were those published at the time this guide was developed. It would be your responsibility to reserve the site directly with Quailcrest and for you to secure their current rates.
The contact number is 330-345-6722.
We have had several great events in the Tracy Barn Event Center on the Quailcrest grounds. Rental of that facility for a 5 hour reception is approximately $1,000. The facility can host up to 150 guests.
The grounds also offer a beautiful setting for events. There is a pavilion on the property and tents and other rentals are available through Quailcrest.
Shisler Center on the O.A.R.D.C. campus of Ohio State is on the Southeastern edge of town. For complete information on the facility, consult their website:www.shislercenter.com
We have a strong relationship with the management team of the Shisler Center and get special rental rates for their facilities. Although there are many areas of the Shisler Center and the surrounding campus that can be used for events, we most often use the Arden Shisler Ballroom which can seat up to 325 guests for a formal reception.
The regular charge for renting the Ballroom is $1500 for a Saturday evening. If the Inn rents the facility for you, that fee is discounted to $1000. The Shisler Center carries its own full liquor license and offers the same pricing as the Inn for events catered by the Inn.
There is an additional charge of $2.50 per mile (each way) for venues away from the Inn. This fee covers the fuel and additional labor involved in hosting an event away from our home facilities.
Some of our offsite catering partners make it very easy to host your event and their venue charges include many of the items we provide at the Inn and are available through them. Increasingly we are being asked to cater at new and varied locations.
Consider this: when events are moved away from the Inn the greatest extra cost to the Inn is in labor. We need:
Then we have to bring it all back to the Inn. Depending on the site, our access can be very limited requiring extra staff for a quick set up. Getting everything cleaned up and put away when it arrives back on site probably doesn’t take more time, but it certainly does seem like it.
If your chosen offsite venue allows us to cater, we will happily work with you and them to provide the quality food and service that would be enjoyed on site. If, however, we have to move anything but the food and beverage that we will be serving to your guests to the site, we will be charging $5 per guest to cover the items listed above.
This will be in addition to the $2.50 per mile travel charge that is levied to and from the Inn.
There are a number of frequently asked questions that come my way when I assist in the planning of a major event like a wedding. Most of all, everyone wants to know what such a celebration will cost. In a tough economy, the answer to that question is even more important.
Before I run down the pricing, know that we have not raised any of our prices for the coming year. This is in spite of fuel surcharges for most of our deliveries and food prices that continue to climb on a weekly basis. Further, we will continue to provide a fine dining experience for every guest regardless of the size of the gathering. Holding prices constant and maintaining excellence is a challenge that we will meet and, hopefully, exceed the expectations of all our guests.
So here is a quick guide to pricing. Of course the specific choices you make will affect the final cost:
So, if you were to plan the most elaborate event possible, how much could it cost?
Remember that this price is based on the most expensive choices that you might make. Most weddings cost substantially less that this.
This website provides our current menus for catering, lunch and dinner. We also post a current wine list on a monthly basis.
Ken Bogucki or a member of his staff, will be happy to meet with you or talk to you to answer your specific questions. We are with you every step of the way so that we can take care of the details while you are free to enjoy the process. Contact Us
We have two 20 amp, 120 volt circuits dedicated to accommodating the power needs of musicians and DJs. Note that all of our outdoor power receptacles have ground fault circuit interrupter protection. This is the same protection generally used in bathrooms or other areas where moisture might be present. By design, they detect any fluctuation in current in order to prevent a shock.
We have hosted events on the patio for over 5 seasons with few issues. There have been some instances where the equipment of the band or DJ trips the ground fault system. The ground fault system is very sensitive to any irregularity in current and is required for the safety of our guests and staff. Maybe because the equipment of these entertainers is moved on a regular basis there seems to be a high coincidence of power interruptions and the presence of these traveling entertainers. It is essential that all of the equipment work on GFCI protected circuits.
We would strongly suggest that any musician or DJ set up the equipment well in advance of your event so that he/she can be certain that there will not be a problem during the event. The Inn’s staff will be waiting on and caring for your guests during the event and will not have the opportunity to help the music people with any power issues. Generally such equipment can be set up hours before the start of the reception, but please have them contact the Inn to make certain that the event site is available.
We also encourage you to provide this document to musician or DJ that you hire. You will likely have a number of vendors providing a variety of services and the staff of the Inn will make every effort to support and coordinate the work of these professionals. Any questions should be directed to the management staff of the Inn.
As your event is planned, you will receive a time line that outlines the services and activities that will be provided by the Inn. It is important that you share these times with your photographer.
It is easy to understand that a professional photographer wants to create perfect photos as a lasting memory of a special occasion. Every professional wants to provide the best service possible.
Unfortunately, too many times, guests are left waiting in extended cocktail hours while the photographers do their work. While the time that the bridal party spends in recording the day passes quickly, the invited guests who have traveled to share the day with you are left waiting.
That time line also becomes important in the quality of the food that we will serve your guests. Coordinating a large event has its difficulties and the time for actually serving the dinner is not very flexible if you want your guests to have an excellent dining experience.
Once guests are invited to join a celebration, it is really all about them even though you are the reason for the celebration. The Inn specializes in creating a special experience for the guests you invited to celebrate with you.
It is very important that you share the plan and time line for your reception with your photographer and have the expectation that they will respect your desires and your guests.