Frequently Asked Questions
FINANCIALS
1. A non-refundable deposit of $2,000 and the $550 preservation fee, along with a
signed contract secures your date. Ten months prior to your event a second deposit
of 40% of the total balance is due. Five months prior to your event, a third deposit of
40% is due. Please note if you are booking your wedding date two years out your 2nd deposit of the 40% total will be due 1 year to date from your initial deposit.
2. A 22% administrative service charge is applied to cover the essential costs associated with planning and managing your event. This includes administrative services such as contract preparation, legal compliance, planning meetings, coordination, phone and email communication, and other related support.
Please note that this charge is subject to Connecticut sales tax and is not a gratuity or tip for service staff
3. We’re frequently asked about the appropriate amount for a gratuity. While the final range is at your discretion, we typically see a range of 3–5% of the event subtotal.
All gratuities are distributed among the team members who contributed to your event, including event managers, captains, wedding attendants, servers, and bussers—recognizing their dedication to creating an exceptional experience.
For your convenience, gratuity can be added directly to Tripleseat, your wedding portal, to help with easy record-keeping.
Please note that gratuity is not subject to Connecticut Sales Tax
4. Final payment is due in the form of a certified bank check or money order and will be
brought to your final meeting the week of your wedding. We do not accept personal
checks or credit cards for the final payment.
5. Children thirteen and younger are $25.00pp+ for chicken fingers with french fries or
an entrée at half price. Children will be charged for enhancements (i.e., dessert, late
night snacks, etc.).
6. If you choose to pay through credit card, it will result in a 2% increase in price. The
increase will be included in the final payment.
CEREMONY
7. The wedding suite is included at no additional charge and strict arrivals are as follows:
Waterford Room: Fridays, Saturdays & Sundays: 2 hours prior to the start time of your ceremony.
Prince Edward Ballroom: Fridays, Saturdays & Sundays: 2 hours prior to the start time of your ceremony.
River’s Edge Ballroom at the Marina: Fridays, Saturdays & Sundays: 2 hours prior to the start time of your ceremony.
8. Due to the event schedule, an on-site rehearsal is not possible. At the final meeting
the week of the wedding the event manager will devise a full processional with you,
and on wedding day they, along with their assistant, will line up your wedding party
and cue all those involved. It works out beautifully!
9. If you are not having an onsite ceremony the wedding party may arrive 30 minutes
prior to the start of your wedding reception.
10. Wedding Dress(es) and other attire cannot be allowed onto the property prior to your
designated wedding suite arrival time.
11. Dogs are allowed outdoors only (unless they are a service dog). They are required to
be under the watch of a dog handler.
12. Marriage License Requirements: If you are having a ceremony at the main estate
(Waterford Room or Prince Edward Ballroom) you will obtain your marriage license
through the town of Portland. If you are having a ceremony at the Marina (River’s
Edge), you will obtain your marriage license through the town of East Hampton. You
must obtain your marriage license from the town in which you are getting married.
DECOR
13. The ballroom use 60″ round tables, which seat 10 guests per table. You may have up to 3 tables that can seat 11-12 guests (72″ rounds).
14. Saint Clements Castle & Marina provides table numbers per each guest table. Should you choose to personalize your tables you would need to supply your own table numbers.
15. It is the sole responsibility of the vendor you have contracted for ceremony decor items (arches, columns, etc) to both set up and break down these decor items. All ceremony decorations must be taken down and removed by the conclusion of the wedding reception. In addition, loose artificial flower petals are not permitted. Saint Clements Castle is not responsible for setting up or relocating any ceremony décor not contracted through Saint Clements Castle.
16. On your wedding day, our staff will put out the items that you have brought in for the final meeting. It is the responsibility of the florist to put out centerpieces. All items must be prepared for and brought in the day of your final meeting. Items cannot be delivered to us beyond the meeting date unless you are personally bringing them upon your arrival on the wedding day (see allotted arrival times above (#7)).
17. All items will be packed into the containers initially brought to the venue in at the end of the reception. Please make sure that you have a vehicle to load these items into at the end of the night. All items must be removed at the end of your event.
18. Each couple will make use of two (2) storage shelves, which are 2ft wide X 2ft deep X6ft long. Should you have any additional items that do not fit within the storage allotted you will need to assign someone to bring in and set up the additional items on your wedding day. This includes extensive DIY décor and extensive DIY centerpieces.
19. Prohibited items: due to our historic venue, candles or flames are not permitted.
LED, flameless candles and fairy lights are allowed. In addition, rice, bubbles,
birdseed, confetti, fireworks, sparklers, sky lanterns, dry ice machines, loose faux flower petals, smoke machines, foggers, hazers, or CO2 cannons are not permitted on the premises.
20. If you are supplying chargers for table place settings, please consult with your
Wedding Sales Manager as chargers will change the dynamics of allotted number
of seats per table, and additional fees will apply.
21. Location of displays, signage, and decorations must be approved by Saint Clements
Castle & Marina.
VENDORS
22. Strict vendor arrival for set up is as follows:
Waterford Room: Fridays, Saturdays & Sundays: 2 hours prior to the start time of your wedding.
Prince Edward Ballroom: Fridays, Saturdays & Sundays: 2 hours prior to the start time of your wedding.
River’s Edge Ballroom at the Marina: Fridays, Saturdays & Sundays: 2 hours prior to the start time of your wedding.
23. Vendor Meals (photographers, DJ’s Videographers, etc.) are half price of the
contracted per person price. Vendors are served as soon as all guests are served
(same timing as last few guest tables).
24. All vendors will have a choice of either a chicken or vegetarian entrée.
Your coordinator will need their meal choices 14 days prior to the wedding.
If meal selections are not in by this time, the vendors will receive the chicken entrée.
25. No items including wires can block or cross any walkway, doorways, or fire exits. It is
imperative you inform your band or DJ of this.
26. Please make your vendors aware that we do not have storage locations for cases (i.e.
band equipment) during the event. All equipment not being used must be stored in
their own vehicles.
27. For a photo booth please note that the maximum photo booth space size is 7 x 7 for ALL ballrooms if a table is required. If no table is required, 8 x 8 is the maximum amount of space. River’s Edge Ballroom at the Marina: Photo booths must be “open-air” or “magic mirror” style with only …..a backdrop and a free standing camera. Photo booth props will be limited to a 36″ round bistro table. Any DIY photo booth will require you to assign someone to set it up/ breakdown on the event day.
FOOD AND BEVERAGE
28. It is our legal responsibility to ensure that any individual partaking in the
consumption of alcohol is of the legal drinking age of 21. Shots are not allowed at the
bar for the safety of all individuals.
29. Saint Clements Castle & Marina has the option to change the menu based on
availability. Any menu changes will be agreed upon by the customer and Saint
Clements, Inc. prior to the day of the event.
30. All purchased food and alcohol, including leftovers, is not permitted to be wrapped
and taken off premises except for remaining wedding cake.
31. Saint Clements Castle & Marina does not permit you to provide your own alcohol.
Any alcohol brought onto the premises will be confiscated and unable to be returned.
32. Favors consisting of alcohol will be displayed at the end of the event as guests exit, as they cannot be displayed at the guest tables. Homemade favors consisting of wine, beer and liquor are not permitted on the premises. Splits of wine and champagne must be obtained by a licensed liquor distributor and must be sealed.
33. Food or alcohol may not be brought onto the premises from an outside source.
ESTATE QUESTIONS & SAFETY PROTOCOL
33. The main estate at Saint Clements Castle & Marina is a multi-function property potentially
hosting two events simultaneously. The Waterford Room and Prince Edward
Ballroom are separated between entryways, courtyards, ceremony locations, interiors,
restrooms, etc. Please note that each area does not share photography locations and
cannot be intermixed. River’s Edge (at the marina) is a separate entity as well. Couples
booked at River’s Edge do not have the opportunity for photographs at the main
estate. Nor do couples booked at the main estate have opportunities for photographs
at River’s Edge (the marina).
35. Per your contract, supervision is required by one adult for every five children under
the age of thirteen.
36. For the safety of guests, shoes must be worn at all times. Bare feet are not permitted
at any time on the premises.
PLANNING TIMELINE
36. About 3-4 months ahead of your wedding date, your Wedding Sales Manager will
email out our wedding questionnaire. This form will begin gathering details like your
vendor team + contact information, menu selections, etc. Once completed, they will
then draft an event sheet to summarize your day, as well as a ballroom floor plan with
instructions.
37. A buttercream wedding cake is included in your wedding package. You will reach out
to the bakery directly with information provided to you.
38. Your final guest count and entrée choice breakdown is due 14 days prior to your
wedding date, so please keep this in mind when mailing your invitations/gathering RSVPs.
FINAL MEETING
39. The Wednesday or Thursday the week of your wedding is when your final meeting will take
place. Your Wedding Sales Manager will reach out to you to schedule that meeting. If
your wedding is on a Friday your final meeting will be on Wednesday, Saturday and Sunday
weddings will have their final meeting on Thursday the week of your wedding.
Please keep this meeting date in mind when scheduling other wedding related events. As
final meetings dates cannot be altered.
40. Who you will meet with:
This is the meeting that you will meet with your day of event manager and wedding sales
coordinator.
41. What will take place:
Details that happen at this meeting are as follows: check-in of the items you have
brought (see décor), detailing of your processional (see ceremony), overall review of
the timeline of the day and confirming specific items such as introductions, first
dance, toasts, blessing, cake cutting, parent dances, etc.
42. What you will bring:
Place seating cards, toasting glasses, guest book & pen, pictures, signage, table
numbers, basket(s) of flip flops, ceremony programs, cocktail napkins,
favors, amenities baskets, disposable cameras, cake knife & server, cake topper and
card box (see décor), floor plan, master guest list, index cards, and final payment
(in the form of a certified bank check or money order).
43. How long should I plan to be at this meeting?
Please plan for forty-five (45) minutes.
