Frequently Asked Questions
Since The Lodge at Bear River is in a gated community, you will have to make an appointment for a tour of the Lodge and its facilities. That will allows us to show you all the facilities, both inside and out, that you may use for your celebrations. Any meetings with vendors involved with your wedding must also be prearranged.
Use of our 1,800 square foot Adirondack lodge with vaulted ceilings, massive stone fireplace, attention to detail, and matching flagstone patio surrounding the lodge. A galley kitchen for heating, cooling and assembling food a catering company would bring in. A woman’s restroom with two stalls, and a single men’s restroom, both of which are handicapped accessible.Three lodge serving tables and a large buffet table. The lodge is nestled in the mountains along with the sight and sound of the Big Laurel Stream. Waterfront access for your wedding photos. A large stone fire pit for conversation under the stars. You have a choice of three outdoor ceremony sites, one of which is covered. The lodge can be used for your rehearsal dinner for an additional charge. The package also includes, shuttle parking, an event host that serves as a facilities manager, cleaning the day following your celebration, and trash removal. Lastly, staff to move the lodge furniture in and out of place, set up your rental tables and chairs, and at the end of the evening move all rental items to the back patio.
Your date will be reserved once your signed contract and non-refundable deposit of half your package price plus tax in the form of a cashier's check is received
Yes, event insurance is required. It is designed to protect you and the lodge, in case of unanticipated injury. Insurance must be purchased from www.wedsafe.com, on the internet. They will need to send a certificate to us.
Yes, the lodge itself and its footprint is accessible. On arrival, your guests will be directed to tell the driver to let out all of their passengers, and they will then follow the shuttle car a short distance down River Road to a meadow. The shuttle car will then bring you back to the lodge. The process to reversed to retrieve your car. The parking around the lodge is limited, and gets crowded quickly, so we ask that your guests use the shuttle.
There are two full service restroom facilities in the Lodge. One restroom is for women, with two stalls, and the second restroom is a single for men.
Yes, the Lodge is heated and cooled for comfortable year round event use.
The key is, that in order to protect the antique floor, only the event host will be moving the furniture . They will also be setting up your rented tables and chairs. If there is more than one set up, there will be an additional charge.
The catering company needs to leave the kitchen in good order, package up all leftover food, and gather up all the beverages before leaving. Family will take care of removing the decorations and personal items. Event host and staff will move rental tables and chairs to the covered area behind the Lodge. Lodge staff will do final cleanup the day following the event.
An event host, shuttle driver, and staff to move lodge furniture in and out of place, set up your rental tables and chairs, and place all rental items under the back overhang at the conclusion of your celebration
There are four tables that must be utilized, and cannot be stored that have multiple uses.
Any items that would cause substantial additional clean up or damage to the floor like stone with sharp edges, silk petals, rice, birdseed, or other things that are not biodegradable for the sendoff
Yes, if it is a service dog or it is actually in the ceremony. Owners are responsible for cleaning up after their pets.
Smoking or vaping is not allowed inside the Lodge or near the doorways.
Personal items cannot as the lodge will not be open in the morning. You will need to take all your personal items, decorations, and left over food, alcoholic beverages, and drinks by the end of the evening. For package 2 and 3, rentals delivered by your rental company will remain onsite, and the rental company will pickup on Monday. For package 1, rentals must also be removed by the bridal party the evening of the wedding.
Receptions are always held inside the lodge, so you will have ample indoor and covered outdoor areas on your wedding day. There are several outdoor areas that may be appropriate for a wedding ceremony, and the backup plan for rain is to either have the ceremony under the portico or move it inside the Lodge. If you need to move at the last minute, you will need to rally your bridal party, family, or friends to make the switch.
No funds will be returned if your wedding is cancelled though you may re-schedule. If you choose another time initial funds received will be carried forward, and the remaining balance will need to be paid.
There is a $500 damage deposit in the form of cashiers check due to the one month before the event. If there are damages caused by any guests or vendors during the event, after discussion with you, we will return the balance of your deposit. If the damages exceed the $500 damage deposit you will be responsible for the difference. Of course, if there is no damage, you will receive your deposit back in full.
This will be between you and your rental supplier.
Yes, you will need to rent or bring your own dining tables and chairs, specialty tables, ice, and a chest to keep it in, drinks, beverage dispensers, coffee urns, barware, glassware, china/disposables, eating utensils, and high chairs. Our go to company is Classic Event Rentals out of Asheville. You will need to work with your rental company to be sure your rentals are delivered when you need them on Friday.
That is a personal decision. Most brides rent one set of chairs, and they are moved from the ceremony site to the dining tables. Guests generally do the moving, but it is best to discuss this with your day of coordinator.
For outside ceremonies this is something you might want to consider due to the expanse of the space and the sound of the stream below. Many times the DJ will provide this as part of their service. Any amplified music must be contained to inside the lodge itself.
- They will set up the buffet table if appropriate, serve and replenish, clear dining tables throughout the evening, pack up any left over food or beverages, and leave the kitchen clean. Your caterer must be insured and will be required to provide proof of insurance.
A licensed bartender that carries insurance is required. Oftentimes, the caterer will provide a licensed bartender and their insurance will cover the bartender.
- Guidelines for Bartenders: The bartender will have the authority to refuse to serve guests that have consumed too much alcohol and must be supported in this by the wedding party. If this support is not forthcoming then the onsite event host will have the right to close the bar. All alcohol must be served through the licensed bartender. If guests bring in alcohol it must go to the bartender. The bar must close 30 minutes before send off.
beer, wine, and champagne
That needs to be arranged with your caterer. You will need to provide your own ice and cooler or make arrangements with your caterer.
A great source of information about accommodations in the Hot Springs area can be found at www.hotspringsnc.org. There are six vacation rentals within the Bear River Lodge community -the links can be found at the trusted vendor tab. There is also a Marriott in Weaverville and a Comfort Inn in Mars Hill. Both are about thirty minutes away.
No, but Hot Springs has a number of camping areas.
The Lodge at Bear River is owned by the Bear River Lodge Community Association and is used for community gatherings and private events. For more information about our community visit www.brlca.org.