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FAQs

Venue

Can I come see the space?

Absolutely! We would be happy to give you a walk-through and answer any questions to help you make your decision to book. Once the space is booked our Venue Manager will be available for additional walk-throughs for you and planner.

What is your restroom situation?

We have full men’s and women’s facilities.

Where do guests enter?

Graceland Oaks features two guest entrances through the double gates on the north and east sides of the Event Center.

Is Graceland Oaks wheelchair accessible?

Yes.

Is there a kitchen?

There is a small basic prep kitchen with refrigerator and sink. However, there is no space for cooking. If you wish to cook on-site, special arrangements must be made with the Director of Events and a caterer.

What is the lighting like?

Graceland Oaks features basic flood lights for lighting the venue. Additional or decorative lighting can be arranged through a vendor.

What is the parking situation?

Guests can park in the lot on the south side of the Event Center. We can also connect you with our preferred valet services vendor if you wish to offer valet for your guests. It is your responsibility to negotiate pricing and payment with them directly.

Is there a sound system available?

No. Graceland Oaks can connect you with one of our Audio/Visual vendors to make arrangements for PA or sound systems.

Do you have social media profiles/pages with more images?

We sure do! Please be sure to follow us on the following networks:

Booking

How do I book a date?

To book a date you must have an executed contract and have paid the required deposit.

How do I hold a date?

To hold a date, please contact the the Director of Events, Brandon Badillo at

bevents@fbrmgmt.com or by phone at 512-897-5791. If the date is available, we will offer a soft hold while details are discussed and a contract is generated. A hold is not secure until a signed contract is returned with the required deposit. In the event that another party is interested in the venue before we receive these items we will offer you a deadline to submit the contract and deposit before releasing the hold to the other party. If the date you requested has an existing hold we will offer the previous party a deadline and then contact you when the deadline is over.

How far in advance should I book?

It’s never too early to book an event. To ensure that your event is a successful one, Graceland Oaks encourages our clients to confirm bookings at least one to two months in advance. This will give the Director of Events and Venue Manager enough time to coordinate with bar managers and event planners to deliver the best event plan.

What forms of payment do you take?

We accept Cash, Cashier’s Check or all major credit cards.

What is your cancellation policy?

If after signing the contract the applicant cancels the booking more than thirty (30) days prior to the event commencement date, the applicant will forfeit the security deposit

(50% of quoted fees) and be responsible for any special costs or expenses incurred by Graceland Oaks in anticipation of the event. Cancellation within thirty (30) days of the event date will require the applicant to be liable for the entire rental amount, plus any additional costs and expenses incurred by Graceland Oaks prior to cancellation, unless otherwise agreed upon in writing by Graceland Oaks.

Do I need to provide insurance?

Yes, we do require a Certificate of Insurance for all events. We include this information with your contract upon booking.

Planning

Can I use an event planner?

Absolutely. We prefer the use of an event planner or organizer as it will allow for a more successful event with little to no complications because they are experienced and well equipped for most situations.

Do you have a preferred vendors list?

Indeed we do! Please contact our Director of Events for our information packet that will include a list of our preferred vendors with contact information. You can contact Brandon via email at bevents@fbrmgmt.com

Can I use my own caterer?

Yes. We charge a $250 cleaning fee if the caterer or food handler leaves without checking in with the Venue Manager or leaving the kitchen in an unsatisfactory manner. The cleaning fee is your responsibility and not charged to the caterer.

Are there restrictions on decorating?

We love to see Graceland Oaks decorated, but we do not allow heavy or large objects to be hung from the trees or anything hung from fire lines.

Is there an age limit?

We do not have an age limit for attendance, but all patrons consuming alcohol must be 21 years of age. Our bar staff is trained to ID all patrons approaching the bar.

Who is responsible for cleaning?

You and your planner are responsible for removing all décor, gifts, and additional large items that do not belong to the venue. We have a cleaning crew that does detail cleaning and there is a post-event cleaning fee that we add to your invoice.

What is the timing situation?

The standard rental includes a 10-hour block with events ending at 12am. The 10-hour block is to include setup, event hours and breakdown. We do offer additional hours for a fee which can be discussed with the Director of Events.

How long does setup and breakdown take?

Setup and Breakdown varies based on how elaborate your event is. Your event planner should be well versed with timelines and can explain this better upon booking.

Are there curfew restrictions?

A standard rental ends at 12:00am with a 2-hour block allotted for load-out from vendors. 10:30 is the cut off for music. Party guests must clear the space by 12:30am. If you wish to continue your event past 12:00am there is a double hourly fee per hour. Please contact our Director of Events for more information on standard rates and hourly rates.

Can I access the venue for setup or rehearsal the day before?

This is not included in the contract, but may be possible for an additional fee if there is not an event the day before.

Is smoking permitted?

This is up to the client. Being an outdoor venue, smoking is not prohibited, but will not allow it if the client does not wish to.

What is the max number of guests permitted?

Regardless of setup or furniture our max capacity within the Event Center at any given time is 300 persons. There will be lowered capacities depending on furniture, staging, bar, etc. There are no exceptions to posted capacities.

Who provides tables, chairs, linens, glassware, etc?

Graceland Oaks does provide a limited number of picnic tables. We also have packages available through Whim Hospitality we would be happy to share. You are always welcome to use a vendor of your choice for these items.

  • Graceland Oaks Event Center
  • 8907 Circle Dr.
  • Austin, TX 78736
  • bevents@fbrmgmt.com

  • 512-897-5791