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Wedding FAQs

Commonly asked questions about weddings at The Edgewater

Frequently Asked Questions

How many people can The Grand Ballroom accommodate?

The Grand Ballroom can very comfortably accommodate approximately up to 350 guests, in addition to a dance floor, bars, etc. Each wedding is different; so additional factors do play a role.

How much does the Grand Ballroom cost to rent, and is there a food and beverage minimum?

All of our rental rates and food and beverage minimums depend on the day and the time of year. Please inquire with our wedding sales team for additional information.

What is included in the rental?

In addition to the space itself, the rental of The Grand Ballroom includes all tables, chairs, floor length white linens, white linen napkins, all glassware, silverware, china plates, a portable dance floor, staging (if you were to host a band), The Nolen Gallery (a great pre-reception cocktail space), and an outdoor terrace.

What do you recommend for a “getting ready” room?

We have several options for bridal party “ready rooms” including The Madison Room, our Presidential Suites and guest rooms and The Sky Bar. Ask our team for the best space for your wedding group.

Can I bring in food and beverage for my wedding?

The Edgewater is the sole provider of all food and beverage for events taking place at our venue, with the exception of a wedding cake. Couples may bring in a wedding cake (or dessert) from a licensed bakery.

Do I get to taste the food ahead of time?

If you choose to host your big day with us, a tasting menu is complimentary for the bride and groom. We typically schedule tastings 4-6 months in advance.

Do you have vendors that we have to use?

We do not require you to use specific vendors. With that being said, we are happy to provide you with a list of vendors we work very closely with that provide us with exceptional service each and every time.

Wedding Planners…do I need one?

We welcome the opportunity to work with all vendors, including wedding planners. If you choose not to use a wedding planner, our expert wedding team has years of experience planning weddings and events of all sizes, and will be able to guide you through the planning process.

Can I host my ceremony at The Edgewater?

We would love for you to host your ceremony with us! We have different indoor and outdoor spaces available for use. Please inquire with our wedding sales team for additional information.

Is there parking available for my wedding/event?

The Edgewater has a self-parking ramp available for $3 an hour. Overnight guests can park for $18. Your guests also have the option to valet park for a flat fee of $15, or a flat fee of $25 for overnight. Street parking is based upon availability.

Can I host a room block at the hotel if I am not hosting a wedding?

Yes! In addition to hosting your room block, we can also host other aspects of your wedding preparation and weekend such as bachelorette/bachelor parties, spa services, bridal showers, rehearsal dinners and post-wedding brunches.

Does your hotel provide a shuttle service?

We do not provide a shuttle service at this time; however, we do have a Cadillac Escalade that is available to pick hotel guests up – or drop them off – at the Dane County Airport, or take hotel guests anywhere within two miles of The Edgewater. This service is based upon availability.

Can we have sparklers or fireworks at our event?

We are not able to allow any sparklers or fireworks at this time, per our local fire code.

When can we set up our wedding decor? What time is tear down?

We typically reserve wedding spaces early in the day to give vendors ample time to set up. Space reservations are until 12 am.

I see you have an event on the Grand Plaza at the same time I want to have an event in the Grand Ballroom, will that cause a conflict?

The Edgewater is Madison’s Place for family traditions, school celebrations, new beginnings and lasting memories. Throughout the year we have many public and private events on-property, each with their own event execution plan to ensure our guests enjoy their experience.

When should we start planning our wedding?

We have created a wedding planning timeline that will help you plan and schedule.

The role of the Edgewater Wedding Concierge Team

Acts as your primary hotel and resort contact and the pre-arrival liaison between your Wedding Planner and hotel staff

Coordinates and monitors of group room blocks for your event

Recommends of Special Event Partners including: music, floral, photography, ceremony officiant, invitations and amenities

Consults on all food and beverage selections to best suit your event

Creates an estimate of charges outlining your financial commitments and deposit schedule

Creates a floor plan of your function space

Arranges for tent rentals, specialty linens, specialty lighting and A/V needs

Introduction between your Wedding Planner and Banquet Captain, ensuring a seamless transition to the Banquet Captain on the day of your event

Oversees the ceremony and reception room(s) set-up, food preparation and other Hotel operations

Reviews your banquet checks for accuracy, prior to the completion of your final bill

The role of a Wedding Planner, should you choose to engage third-party support

Assists with the protocol for invitations, family matters, ceremony and toasts

Creates run of show for your entire wedding day, including the ceremony and reception to supply to your Wedding team

Organizes and coordinate your ceremony rehearsal

Confirms call times and details with all vendors several days prior to the wedding day

Assists the bride and bridal party day of wedding with dressing including flowers, etc.

Ensures correct placement and delivery of ceremony programs, escort cards, place cards, favors, etc.

Coordinates day of the actual ceremony

Coordinates your reception (i.e., grand entrance, first dance, toasts, cake cutting, etc.)

Coordinates with vendors and the Hotel Banquet Captain to ensure timeliness of your events

Collects any personal items you may have brought at the conclusion of the reception

Collects any wedding gifts and deliver them to the appropriate location

Assists you with full-service coordinating, from your engagement to your special wedding day

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