The raw natural beauty of our space can elevate and add elegance to an event. All vendors must be licensed and insured to perform at The Willow Ballroom. We are available to help guide you through the event process and can help with your vendor selections. We will always return an email or call within 24 hours. You are free to stop in as many times as you like previous to your event. Feel free to conduct pre-arranged meetings and walkthroughs. (We highly recommend this!) If you are planning a wedding at the Willow, we require that you select a wedding planner and DJ from our Preferred Vendors List. All outside vendors must be pre-approved by The Willow Ballroom manager. Please review our guidelines, policies, and floor plans below to get started! We look forward to working with you.
A signed contract and (non-refundable) $1,000.00 are due to book/reserve the space. The balance is within 90 days of the booking, along with a refundable security deposit. The security deposit is refunded 14 days after the event, provided there are no damages.
Event insurance is required covering the day of the event with a minimum of two million dollars endorsing the Willow Ballroom at the River Road Exchange as an additional insured on the policy.
Rental rates are provided upon request. Please fill out our contact request form here.
We allow a one-hour rehearsal free of charge the day previous to your wedding (provided the date and time is available). This will be scheduled the month before your event date.
All events must conclude by 11:00 pm unless otherwise stated in the contract . Live music/DJ and bar activities must conclude by 11:00 pm. Bar activities must conclude 15 minutes before the end of the event. Clean up begins promptly after the event is over, with all the guests and staff out of the building by midnight. All deliveries are to be same day delivery unless pre-approved.
We prefer that you select from our pre-approved catering list. These caterers work in our space on a regular basis. A caterer unfamiliar with the space is generally not likely to deliver as seamless an experience. If you must use a caterer not on our list, they must be approved by the Willow Ballroom Manager and carry the appropriate licenses and insurance as well as abide by our house rules for clean up and operation inside our space and out.
Tables & Chairs
We provide tables and chairs for up to 300 guests. They are a fruitwood folding chair and 5ft round table which seats 8 guests. You're welcome to rent your own as well!
There is ample parking onsite. In the event that additional security is required, the Willow Ballroom reserves the right to obtain additional security personnel for an additional charge. Valet can be arranged for an additional charge.