Weddings at Buffalo Gap Retreat

The perfect place for that DIY experience.  Decorate to your heart’s content!

Use the Vendors of your choice.
 

Rustic Elegance

Wedding Season at Buffalo Gap Retreat:  April 20 - Nov. 2

Single Day (budget) Wedding Packages for 2020

No weddings accepted on major holiday weekends

Excludes Mondays following on the following weekends:

Memorial Day, July 4th, Labor Day, Columbus Day

 

3 month advance notice required

Based on availability

Budget Weddings at Buffalo Gap - venue rental structure:

  • Low Season: (pre-Memorial Day and Post-Labor Day weekend)

    • $1500 on a Friday or Sunday, (or any weekday)

    • $2100 for a Saturday

  •  

  • High Season: (post-Memorial Day to pre-Labor Day weekends)

    • $1800 on a Friday or Sunday, (or any weekday)

    • $2400 for a Saturday

  •  

What’s included:  

  • Day use fee for exclusive use of the Dining Hall and Pavilion from 7am thru 10pm -- which means dining hall and pavilion off limits to cottage and camping guests.  

  • Up to 150 people and their vehicles

  • Includes Watercress cottage rental for Fri-Sunday (bride’s quarters)

  • Cabin rentals ala carte (meaning you or your guests rent cottages on a first come, first served basis) -- as well as catering, food service, special tables or chairs, or beer/wine -- all to be arranged by the wedding party or their planner.

  • Beer and wine must be purchased exclusively through Buffalo Gap bar if and when that happens otherwise we will assist with other arrangements

  • Catering and food services by Buffalo Gap Cafe / Restaurant organization is possible

  • you must have event liability insurance -- recommend www.theeventhelper.com 

Venue facilities rental price only:

Simple and affordable with ala-carte options.

 

Facilities Inclusions

  • Exclusive Use of our Grand Pavilion and Dining Hall facilities for the day.   The fee covers sunrise to 10pm, with any music concluding by 930pm.

  • Use of onsite bridal suite for the weekend:  Watercress Cottage

  • Access to the lake area and bon-fire at the lake or dining hall -- firewood included

  • Trash dumpster included.   Trash removal is the responsibility of the client and must be disposed from each facility that was occupied at the conclusion of the event.  No exceptions

  • $300 refundable deposit required for trash clean up compliance.

  • Early morning set up and prep allowed but full clean up must be completed same evening.  

  • NOT Exclusive use of Whole Property nor are cottage rentals included other than Watercress

Cottage Rentals

Amenities Include:

Lake with beach that includes kayaks, canoes, paddle boat, wood fire sauna, beach volleyball, swimming, hiking trails, bon-fire areas with included firewood and various games around camp including ladders, corn-hole, horse shoes…

 

Wedding / Planner Coordinator fee:  (or Oversight fee -- additional -- details below)

  • A wedding planner is not required for a budget, single day wedding.

  • A Wedding Planner/Coordinator is an option for all weddings and is separate from all venue fees.

  • For our exclusive Certified Wedding Planner, contact Karen Nottingham, Fab Affairs, LLC  at karen@fabaffairs.net

  • We do welcome other Planners/Coordinators.  However, insurance is required and there will be an additional charge of $500 for an oversight fee (see below)

Total Number of Guests

  • Dining Hall capacity <200

  • Pavilion capacity <300

  • budget weddings allow for up to 150

Accessory Options:  Rentals and accessories may be rented through Fab Affairs, and/or Buffalo Gap or may be rented through an recommended or other vendors (see below).   

table rentals, chair rentals, linens, special lighting, sound system/PA, glasses/ wine glasses, catering and more are available at extra cost through wedding coordinator and/or Buffalo Gap Retreat or others.

Event Insurance

A current certificate of commercial general liability insurance naming Buffalo Gap Retreat LLC as an insured party (or other comparable broad form general liability coverage for bodily injury, personal injury, and property damage claims) in the amount of One Million Dollars is required.

Additional liability waivers or supplemental insurance may also be required depending on the scope of the insurance, the venue rental period, and the activities planned for the event.

—> The wedding party and each licensed vendor must provide certificate of insurance.

--> try Markel Event Liability Insurance (should include liquor liability):   www.theeventhelper.com  or  www.markeleventinsurance.com 

Contract / Deposit Requirements:  a signed contract is with initial deposit is required

  1. Hold the date fee / initial deposit -- non-refundable 50% in advance

  2. 50% balance due within 48 hours of the wedding.

2020 Weekend Wedding Packages

The weekend is reserved as a 3-day block

Friday through Monday 

exclusive whole retreat rental

$8500 high season / $6500 low season

Holiday Weekends are excluded and are not available for weddings 

Memorial Day, July 4th, Labor Day, Columbus Day

6 month advance notice required

Based on availability

Summer high season between Memorial Day and Labor Day weekends


 

Venue facilities rental price only:

Simple and affordable with ala-carte options.

Facilities Inclusions

  • Includes:  Exclusive Use of Grand Pavilion and Dining Hall facilities for the weekend .  Setup may begin at 12:00 noon on Friday with clean up and tear down ends by 12:00pm on Monday.

  • Access to the lake area and bon-fire at the lake

  • Trash dumpster included.   Trash removal is the responsibility of the client and must be disposed from each facility that was occupied at the conclusion of the event.  No exceptions

  • $500 refundable deposit required for trash clean up compliance.

  • Early morning set up and prep allowed and next day tear down available.  

  • NOT Exclusive use of Whole Property nor are cottage rentals included.

Cottage Rentals

  • Use of onsite bridal suite for the weekend:  Watercress Cottage rental included

  • All cottages included in fee above -- 22 cabins with 116  person sleeping capacity in twins and doubles:  www.BuffaloGapRetreat.com 

  • For a  complete Cottage Summary listing including pricing:   Cottage Prices Summary - click here

Amenities Include:

Lake with beach that includes kayaks, canoes, paddle boat, wood fire sauna, beach volleyball, swimming, hiking trails, bon-fire areas with included firewood and various games around camp including ladders, corn-hole, horse shoes…

 

Wedding / Planner Coordinator fee:  (or Oversight fee -- additional -- details below)

  • A Wedding Planner/Coordinator is not required but is an option weddings and is separate from all venue fees.

  • For our exclusive Certified Wedding Planner, contact Karen Nottingham, Fab Affairs, LLC  at karen@fabaffairs.net

  • We do welcome other Planners/Coordinators.  However, insurance is required and there will be an additional charge of $500 for an oversight fee (see below)

Total Number of Guests

  • Dining Hall capacity <200

  • Pavilion capacity <300

Accessory Options:  Rentals and accessories may be rented through Fab Affairs, and/or Buffalo Gap or may be rented through an recommended vendor (see below).   

table rentals, chair rentals, linens, special lighting, sound system/PA, glasses/ wine glasses, catering and more are available at extra cost through wedding coordinator and/or Buffalo Gap Retreat or other local rental companies (Grand Rental in Winchester recommended).

Venue facilities rental price only:

Simple and affordable with ala-carte options.



 

Applicable to All Buffalo Gap Whole Retreat Weekend Weddings:

 

Contract / Deposit Requirements:  a signed contract is with initial deposit is required

  1. Hold the date fee -- non-refundable 25% 6 months in advance 

  2. 25% of total price two months in advance to confirm booking (per contract, penalties apply)

  3. 50% balance due 1 week before the start of the event and any required refundable deposits

 

Wedding Planner / Coordinator (recommended but not required)

Buffalo Gap Retreat wedding planning services offered by our exclusive Certified Wedding Planner, Karen Nottingham and staff of Fab Affairs, LLC.  For more information, please contact Karen directly:


 

Fab Affairs, LLC

540.305.9964

karen@fabaffairs.net


For more information about Fab Affairs, and the services they provide, please check them out at www.fabaffairs.net

 

Fab Affairs has been featured in West Virginia Weddings Magazine and Carats and Cake.  

Check out their many 5.0 reviews on:

www.theknot.com

www.weddingwire.com

 

Follow Fab Affairs:   www.facebook.com  /  www.instagram.com  /  www.pinterest.com

Accessories / Caterers / Other Requirements

Accessory / Furniture Rentals:

From tables and chairs to lots of other optional items to make your wedding or party it’s most beautiful.

  1. Sarah K Events in Augusta, WV:  https://www.sarahkevents.com/rentals

  2. Grand Event Center in Winchester VA:  http://grandeventcenter.net/  

  3. Jefferson Party Rental, Kearneysville, WV:  www.jefferson-rentals.com

 

Caterer:  We have a limited / partial list of local caterers available to Buffalo Gap Retreat on our website.  Our Wedding Planner has extensive lists and recommendations for your wedding.

 

Complete Sound System Rental:   850 watt Peavey powered mixer sound system with 8 inputs, powerful speakers, elevated speaker stands, monitor, cables, mic, and cables for guitars, violin, and other instruments.  Also hook ups for ipod or any streaming music device:  $200 for the day. If needed in addition to band or DJ.

 

 

Other Large Event Holder Requirements (Not all may apply to all scenarios)

  • Food Vendors permits / Caterers:  from Hampshire County, WV for each designated food vendor -- must apply at least one month in advance.

  • First Aid Station in collaboration with Buffalo Gap Retreat LLC staff and facilities at the main office / Caretaker’s cottage building.

  • Music / Noise Restrictions:  Amplified music and amplification in general must cease nightly by 11:00pm (respect for neighbors and families).

  • Clean up / Trash:  Event hosts are responsible for all trash clean up -- picking up and bagging trash taking it to dumpster on site -- Buffalo Gap Retreat does have a 6 cubic yard dumpster on site and we can provide up to 15 large trash barrels.

  • Cabins CANNOT exceed capacity set by total number of beds: -- strictly enforced by BGR staff.

  • Smoking inside of buildings / cabins:  Strictly forbidden

Our Facilties

Lake Area / Sauna

  • A 1.2 acre pristine, crystal clear stream fed sandy bottom lake

  • A beach / lake house with large L-shaped front porch, idea for string bands and small concert events or simply getting out of the sun and into some shade

    • A furnished party room -- about 20 x 20

    • A lake toys storage room (inflatables, lake toys…..)

    • Kayaks, canoe, paddle boat…

    • Sandy beach with volleyball

    • Community bon-fire area

  • A lakefront log cabin wood fired sauna with wood stove and seating for 20+ as well as a floating dock on the lake

 

Dining Hall - a Gathering Place

  • A very large lake view main dining hall room (multi-windowed) -- approx. 40 x 80 (3200 ft^2) sitting on a hill overlooking the pristine lake

  • Set up with carpeted areas, tables, chairs, lamps, coffee machines, keurig, coffee sales, full sized refrigerators, dish washing areas...

  • High speed internet -- coming in 2018

  • Large industrial commercial kitchen for Buffalo Gap Retreat LLC staff only in 2017 -- not available to the public except for dish washing and caterer food prep during events.

 

Grand Pavilion - Concert / Dance Hall

  • 3800 square foot covered pavilion with large elevated stage

  • Currently no In-House sound equipment available

  • Basic overhead lighting -- no stage lighting available yet

  • Bench seating on 3 sides

  • About 100 foldable metal chairs on-site at pavilion


 

Parking/ Camping:

  • Creekside camping behind beach house area and below downhill cabins along with overflow parking area -- camping field includes separate entrance from camp.  These campsites have designated campfire areas.

  • Overflow parking in same fields area for up to 100 cars

  • ¾ acre overflow parking area in camp near main entrance to property

  • More overflow camping in and around hillsides along dining hall / kitchen area and beach house area - no campfires

 

Community Firepit areas:

  • Pavilion area fire pit area (coming soon)

  • Beach house fire pit area

  • Fire pit area at private cabin rentals of Vince Lombardi (Lot #3)

 

Campers Rest Room facilities:

  • 2 brick and mortar bathrooms outside of dining hall

  • Additional porta-potties can be arranged with advanced notice as needed for larger events to be spread out near main events and camping areas.

 

Campers Shower House:

  • 4 mens, 4 womens’ stalls in front of Vince Lombardi’s uphill cabins (above pavilion - green shower trailer) - all campers welcome to use these facilities

  • All downhill cabins have private showers


 

For more info. / photos:

www.BuffaloGapRetreat.com

 

Contact:

Vince Lombardi:  703-328-1840 / vince@buffalogapretreat.com

Barbara Jazzo: 202-422-7540 / barbara@buffalogapretreat.com

Karen Nottingham of Fab Affairs - Wedding Planner / Coordinator for Buffalo Gap Retreat if interested

 

 

Fab Affairs, LLC

540.305.9964

karen@fabaffairs.net

For a consolidated list of cottages available -- click here

Our Address

229 Cool Creek Rd. 

Capon Bridge, WV  26711

Contact Us

call Buffalo Gap Retreat

202-422-7540 / 703-328-1840

email Buffalo Gap Retreat

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