Chapel Policies and Procedures
Reservations Policy/ Procedure:
Thank you for your consideration. We perform weddings 6 days a week... Monday through Saturday throughout the year. Though, we do not perform weddings on Sundays, our sales office is open 7 days a week,
We often suggest that you find a wedding package that comes closest to the SERVICES and ITEMS you would like for your special day, then, we can customize it a bit by substituting items that you do not need with additional items you want. For example, if you do not want some of the miscellaneous items (flowers, cakes, unity ceremony, glasses, guest book, etc) included with a specific package, we can substitute them for additional images on your flash drive. Some services that can result in a credit include: Lodging, Formal Wear Rental, SPA packages etc....
Once you have completed your reservation, one of our wedding coordinators will be assigned to you and your wedding and they will guide you as to any decisions that need to be made before your wedding. For example, the 1 or 2 colors for your flowers may be needed , selecting a cake design from our traditional collection under MORE INFO , how you would like your names on the "Just Married" sign, Personalized Unity Candle or Etching for the Toasting glasses when included or added to your wedding package.
To make your reservation, we do require a deposit...
*For our 30 minute wedding packages, a deposit of 50% is required at the time the reservation is made with the final payment due 14 days prior to your wedding.
*For our 1 hour wedding packages, a deposit of 25% is required at the time the reservation is made
with the final payment due 1 month prior to your wedding.
*For our Sweet & Simple/ Get 'er Done Weddings, $99 is due at the time the reservation is made.
*For wedding packages where you have added a reception. a deposit of 25% is required at the time the reservation is made, 25% more is due 60 days prior to your wedding/ reception with the final payment due 1 month prior to your wedding/reception.
If you add additional services and items to your wedding after you have made your reservation, we will be happy to accommodate your request. A 25% deposit for those additions will be required at that time.
Regardless of who has paid for the wedding, the Agreement is with the WEDDING COUPLE only. In order for us to share any information about the wedding with anyone other than the wedding couple, we will need verbal or written permission from either the bride or groom. There are some limitations as to the services and amenities we are able to offer. In the event of Acts or God, technical or human error, The Gatlinburg Wedding Center, LLC assumes responsibility up to the financial amount paid for a particular service by the wedding couple. The Gatlinburg Wedding Center, LLC is the copyright holder for all portrait prints, digital images and video. Once you make your digital image selection, you will have shared ownership of the copyrights to those images. If you do not want your images used in our marketing campaigns, on Facebook or websites, please submit your request in writing to [email protected] or send a written note to PO BOX 211, Gatlinburg, TN 37738
Cancellation Policy/ Procedure:
Once your reservation is completed and your deposit is paid, you will receive a WEDDING CONFIRMATION email... .Please review this email making sure your NAMES are spelled correctly and that your WEDDING DATE and TIME are correct. Also, these policies are listed on the email. Please read them and if every is clear and spelled correctly, REPLY to that email so that we know you received it.
After your reservation is completed. You will have 72 hours in which to cancel the reservation for a REFUND of the deposit you paid, minus a $25 processing fee. After 72 hours, there are no full refunds available.
*For our 30 minute wedding packages: If you cancel after the 72 hour grace period and more than 14 days prior to your wedding, you will forfeit the deposited amounts and any additional cost for items that were personalized or for 3rd party vendor services that required a deposit from us. If you cancel within 14 days of your wedding, you will forfeit everything you have paid toward your wedding until that time.
*For our 1 hour wedding packages: If you cancel after the 72 hour grace period and more than 1 month prior to your wedding, you will forfeit the deposited amounts and any additional cost for items that were personalized or for 3rd party vendor services that required a deposit from us. If you cancel within 1 month of your wedding, you will forfeit everything you have paid toward your wedding until that time.
For last minute reservations:
* If you reserve a 30 min wedding package that is going to occur within the next 14 days, full payment is required and a refund will not be available should you need to cancel.
* If you reserve a 1 hour wedding package that is going to occur within the next 30 days, full payment is required and a refund will not be available should you need to cancel.
* If you reserve a Sweet & Simple/ Get 'er Done wedding to occur within the next 14 days, full payment is required and a refund will not be available should you need to cancel.
Postponement Policy/ Procedure:
If you need to POSTPONE:
You can postpone your wedding/ ceremony one time for no additional cost under these considerations:
*For our 30 minute wedding packages
If you postpone more than 14 days prior to your wedding, your payments will be held and used when you reschedule your ceremony. There will be no postponement processing fee. You will have 1 year from the time you postpone to schedule a new date and time.
If you postpone within 14 days of your wedding, your payments will be held and used when you reschedule your ceremony. A $25 processing fee will be added to your wedding and if any specialty items were ordered or 3rd party vendor services have been contracted and are non-refundable, they will be subtracted from the payment amounts and a new balance due calculated. The remaining balance will be due in full at the time you reschedule your new date.
*For our 1 hour wedding packages
If you postpone more than 1 month prior to your wedding, your payments will be held and used when you reschedule your ceremony. There will be no postponement processing fee. You will have 1 year from the time you postpone to schedule a new date and time at which time, the remaining balance will be due in full.
If you postpone within 1 month of your wedding, your payments will be held and used when you reschedule your ceremony. A $25 processing fee will be added to your wedding and if any specialty items were ordered or 3rd party vendor services have been contracted and are non-refundable, they will be subtracted from the payment amounts and a new balance due calculated. You will have 1 year from the time you postpone to schedule a new date and time at which time, the remaining balance will be due in full.
What to expect when arriving to the Chapel
A lot of Information can be found in your CONFIRMATION letter. Please review it & bring it with you on your wedding day.
For our weddings with a 30 min reservation
For our 30 minute wedding reservations: These would be our Sneaking Out, Intimate Waterfall Wedding and Mountain Magic Wedding. Everyone, including the wedding couple, must arrived dressed to the chapel and ready to meet the minister and the photographer. Please arrive at your reservation time as outlined in your confirmation letter that was emailed or sent to you. If you arrive a couple of minutes early, please wait in your vehicle and a host will come to greet you and escort you to meet the minister and photographer.
These 30 min reservations are more casual weddings without the traditions of our larger wedding packages. These weddings do not include music, a processional, escorts, a bridal party, flower girls/ ring bearers, family ceremonies, etc. We will not be able to keep the two of you from seeing each other before the wedding. Some of our 30 minute wedding packages include up to 6 guests. If more than 6 family members/ guests arrive unexpectedly for a 30 min reservation, there is a $25 per person fee added to your account. For a more traditional wedding with music and other traditions, please consider one of our 1 hour wedding packages.
Please note that the Chapel (and the waterfall area) is handicapped accessible.
For our weddings with a 1 hour reservation
For our 1 hour wedding reservations: These wedding include, but not limited to, the follow wedding locations: In the chapel's sanctuary or at the Waterfall. With these wedding packages, you will have access to the changing suite 30 minutes before your scheduled CEREMONY time. (for example, if your wedding is scheduled for 2pm, your 1 hour reservation time will be from 1:30 pm until 2:30 pm. You can arrive at 1:30 pm and have access to the changing suite. Should you arrive early, please wait in your vehicle and someone will come to greet you. Your hair and makeup must be completed before arriving. We need you ready to slip into your wedding attire so the photographer can take your pre-ceremony individual portraits. You may have 1 person in the bridal suite to help you dress. Only 1 due to social-distancing guidelines as required. This person must arrived dressed to the Chapel to avoid a $35 dressing fee.
We strongly suggest that the groom arrived dress so that we can start his individual portraits right away after which the minister will meet with him and go over the details of the ceremony. Once you are dressed, the minister will meet with you to go over the ceremony and the photographer will take your pre-ceremony portraits.
Your guests are invited to arrive 15 minutes prior to the ceremony and will be greeted and seated either in the Chapel or at the Waterfall. The ceremony will be begin and the photographer will take portraits during the entire ceremony capturing those special moments; the vow exchange, ring exchange, the unity ceremony (if included) the wedding blessing/ prayer and the "KISS". After that, the photographer will perform a "family and friends" photo session before taking the two of you to the garden areas for your "ROMANCE PORTRAITS" finishing up just before the end of your reservation so that you have time to say goodbye and be off to celebrate.
Music is only available for our indoor, 1 hour wedding packages. The Chapel has a full sound system. We offer music for the PROCESSIONAL, either the traditional Bridal March or Pachelbel's Canon in "D". We play traditional love songs after the kiss during the family & friends/ formal photo session. If you prefer a different processional song, simply burn it to a CD and bring it with you when you arrive to the chapel. If you have a 1 hour indoor wedding package, we can play a "SPECIAL SONG" after the "KISS" . Simply burn this to a CD as well (the same CD if you are bringing your own processional song) Music is not available for our 30 minute wedding packages or at the Waterfall area as this area does not have a sound system.
Weddings at the Waterfall
Waterfall Weddings: Our 2 story man-made waterfall is located on the grounds of Cupid's Waterfall and Chapel Weddings and we are proud to be able to offer these wedding to our couples. These very popular Waterfall ceremonies are available 12 months a year for ceremonies as long as the temperature is above 45 degrees. This waterfall area is for more rustic ceremonies. With most of our 30 minute packages, we can accommodate up to 6 guests. (Be sure your wedding packages includes guests before inviting family and friends) The 1 hour waterfall wedding packages can accommodate up to 20 guests (again, check your confirmation letter for details) with "U" shaped bench seating. There is no sound-system in this rustic area. For a more traditional outdoor wedding with music and a center aisle, please consider an indoor wedding or an OUTDOOR WEDDING CENTER package. This waterfall is more susceptible to the freezing temperatures and needs to be treated (to protect the equipment) during the winter months and is not always available for winter ceremonies. Please keep that in mind if you are planning a winter wedding. The waterfall is handicapped accessible.
Photography Policies and Procedures
Our photographers guarantee they will take at least twice as many images that are included with most wedding packages, though they often take more. In most instances, they will take pre-ceremony, ceremony and post-ceremony portraits so that you will have a variety from which to choose. If you have guests, there will be a FAMILY & FRIENDS photo session after the ceremony just before the photographer takes the two of you into the garden areas for your "ROMANCE PORTRAITS". You can add additional digital images to the flash drive for $5 each and that will includes the shared copyrights to those images as well.
Your portraits will be online in a Personal Online Photo Gallery 48-72 hours after your wedding and they will be on line for 60 days. You will be given a special password to access your portraits so you can make your selection of the number of images included in your wedding package and they are in HD digital format. Refer to your confirmation letter as to the number of images included in your wedding package. Please use the Photo Selection Form provided to you at the Chapel. You may also order directly on-line. You are also welcome to invite family and friends to view your portraits at no additional cost. Your Digitally formatted album and the copyrights to those images (and your video if you package included a video) will be shipped to you approximately two to three weeks from the date you make your selections (not your wedding date). The copyrights release letter is included.
We can not accommodate guests taking pictures on the chapel grounds or in our chapel building. As per the contract with our photographers, guests are not permitted to use their cameras or cellphone cameras in the Chapel's Sanctuary, during the wedding ceremony or on the property before or after the wedding as we need to prepare for other weddings that may be occurring that day. We strongly recommend that you would let your guests know about this policy in advance of your wedding. Please explain that you have a professional photographer and that you are having an "UNPLUGGED" wedding. We want your guests to enjoy your wedding without being paparazzi and getting their cameras in all of your wedding portraits taken by our photographer.
**PLEASE NOTE: These portraits do not display in high definition (HD) when viewing them online. When you receive the digital images you selected, they will be in HD. The Photo Lab will light and color correct images where needed. After 60 days, the gallery will automatically become unavailable online. Please order the images that come with your wedding package within 12 months of your wedding, however, in most cases, the photo lab keeps the original digital images for up to 3 years. If you need them placed back online after the complimentary 60 day grace period, there will be a $25 fee for the photo lab to recreate the gallery and host the portraits for an additional 30 days.
"PHOTOGRAPHY". The contract that we have with the assigned photographer does not permit for guest photographers or wedding guests to use their personal cameras. There is a set of core portraits that the photographers work to take within your reservation. Again, they will take portraits before, during and after your wedding ceremony, however, they do not guarantee specific poses that you may see on our website. They will try to accommodate specific requests when possible. Please submit those requests in writing at least 3 days prior to your wedding so the staff and photographer can prepare.
If you have any questions, please call the photo lab at 865-430-3372
** Copyrights to all photography remain the property of the Gatlinburg Wedding Center, LLC. We share the copyrights with couples that get married with us for the images included in your wedding package. You can print them, post them and share them anyway you like! If you do not want your images used online or in print, please submit you request in writing to [email protected] or send a letter to PO BOX 211, Gatlinburg, TN 37738
Other Important Information
FLOWERS: Included in or added to a wedding.
If your wedding package includes fresh or keepsake silk flowers, here's the information we will need for the designers. In line with the newest trends, we ask you to select a color or a color mix for your bouquet. The Floral Designers will create a unique bouquet with the flowers in their shops in your color or two you have selected for your wedding. They will arrive fresh about 1 hour before your wedding.
For Keepsake Silk Bouquets: There are a lot more color options when selecting silk flowers. We offer approximately 18-20 colors from which to choose. You will find these colors on our website under MORE INFO. Also, please note, we are a small resort town and at times it may not be possible to get specific flowers requested for your wedding. In those circumstances, substitutions will be made that match as closely as is possible to your request. Also, please keep in mind that exotic or specific flower requests may result in additional charges. For example, if you request lilies or hydrangea, they is usually a $15 per stem additional fee, gerbera daisies are $3 additional per stem, peonies can be as much as $25 per stem depending on season availability. If you have a photograph of a bouquet that you found online, please email it to us at [email protected] and we will have the floral designer give us a price. You would only be responsible for an upgrade fee if applied.
HOLIDAY WEDDINGS information:
Lodging: On some holidays, holiday weekends, holiday weeks, the lodging companies require a 3 night minimum stay. If your wedding package already includes 2 nights, we will need to add a 3rd night at your expense. (we can always credit out the lodging if you can not stay 3 nights or do not want the included lodging).
The lodging companies that we work with require a 3 night minimum stay for the months of JULY and OCTOBER.
*CHRISTMAS EVE, CHRISTMAS DAY and THANKSGIVING DAY: We are closed on these 3 days so that our staff may be with their family and friends for these holidays.
*NEW YEAR'S EVE and NEW YEAR'S DAY Weddings:
When New Year's Eve or New Year's Day falls on a weekday, Holiday/ Weekend pricing only will be available for these very popular holidays. There may be an upgrade charge applied for holiday lodging, especially over New Year's Eve.
Additional cost may be incurred on holidays such as the following: Monday Holidays, Valentine's Day, Labor Day, Memorial Day, Columbus Day, President's Day, MLK Day etc. If any of this information is not clear, please give us a call at 865-430-3372 and we will help clarify the details