WEDDINGS
Gathering Oaks Retreat is a serene and secluded wedding venue located on 30 acres just outside of Waco, TX. With a variety of onsite lodging, it is the perfect place for your friends and family to gather and stay during your wedding weekend. As a bride, enjoy the simplicity of having everything and everyone you love in one place, with space for the rehearsal dinner, bridal luncheon, ceremony, reception, Sunday brunch, and overnight accommodations at Gathering Oaks Retreat! To keep your wedding weekend private, you are required to rent all the rooms on the property. All packages include lodging accommodations.
​
Intimate outdoor weddings are our specialty! The grounds are beautifully landscaped, providing multiple outdoor wedding options, and a natural picturesque setting for weddings set among towering oak trees and lush greens. Check out our wedding highlights on Instagram for even more photos!! See FAQs below, and then contact us for wedding rates if you like what you see!!
​​
​
Aimee & Kyle
WEDDING PACKAGE
-
Choice of ceremony and reception area
-
Bridal Suite with dressing room
-
60" round dinner tables, 100 white garden chairs, and various rectangular tables
-
The Open Air Ranch provides 5,000 sq. ft of concrete event space surrounded by string lights and overlooking 15 acres of Texas land. Fits tents up to 40x100 ft.
-
The Pavilion and courtyard ceremony site provides 2,000 sq. ft of covered concrete event space in the courtyard under a canopy of trees lit by string lights.
-
The Oak Grove provides a natural and serene location with a backdrop of beautiful Oak trees, creating a relaxed and stunning atmosphere.
-
Use of courtyard games, turf grass area, pool, and fire pits.
-
Two on-site planning meetings
-
Do I have to rent the whole property including lodging to host my wedding here?Yes. We have two wedding packages. The first option is where the host covers the cost of all lodging. The second option allows guests to pay for their own lodging through Gathering Oaks.
-
How many people can you accommodate?We have tables and chairs for 100 guests. If you are hosting more than 100 guests, you'll need to rent additional items from local vendors. Inside the Gathering House, we can accommodate 75 guests seated. Outside we can accommodate up to 200 guests.
-
What is your catering and alcohol policy?You may choose your own caterer as long as they have a catering license. You can bring your own alcohol but it must be turned over to a licensed bartender to serve during your wedding. No cash bars or kegs.
-
How many tables and chairs are provided?White Garden Chairs (Qty 100) Wood Top Farm Tables (6 Foot – Qty 4) 60 inch Round Tables (Qty 12) Rectangular Table (6 foot - Qty 4) Rectangular Table (8ft - Qty 1) Inside Bar
-
Does Gathering Oaks set up tables and chairs?We will bring tables and chairs to the location of your choice. You will be responsible for placing them where you want them and moving them from the ceremony to the reception site. Or you may elect to purchase enough additional chairs for both locations.
-
Do I have to use a specific vendor?No, you can choose all of your vendors but if you're looking for recommendations we can email you some of our favorites.
-
How many guests can you accommodate overnight?We can sleep up to 50 guests in our 19 modern-rustic bedrooms. Check out details on the Lodging page. You can sleep up to 20 more guests by renting our Upscale Tiny House and the farmhouses across the street from Gathering Oaks.
-
Can my guests pay for their own rooms?Yes! With overnight accommodations, the bride is not always expected to pay for everything. We try to make everything as easy as possible for you. The host can either choose to pay for the wedding package or we can invoice your overnight guests directly.
-
Are dogs allowed?Yes, in one of our 4 Tiny Houses with a $50 pet fee. Dogs are not permitted in any other rooms.
-
What are the dimensions of the turf area and what size tent does it fit?The turf area is 30x55 and it can fit a 20x40 size tent. The tent must be anchored with water barrels.
-
When can I start setting up for the rehearsal dinner?4pm. Please plan accordingly to make efficient use of your time at the venue.
-
What are the dimensions of the covered pavilion and how many can be seated underneath?The covered pavilion is 27x27 with 6 ft of uncovered concrete extending in the back. You can seat 100 guests underneath the covered pavilion and additional guests can overflow into the courtyard.
-
What are the dimensions of the tennis court and what size tent does that fit?The sport court is 50x100 and can fit a 40x100 tent or smaller.
-
Do you allow fireworks or sparklers?Fireworks are not allowed. Sparklers are allowed as long as they are properly disposed of in a sand/water bucket and thrown in the trash after use.
-
Are candles allowed?Yes, candles are allowed as long as the flame is completely contained inside the votive/holder.
-
Can we use rose petals or confetti?For the outdoor ceremony, we only allow light-colored real petals. No dark colors (especially red) petals are allowed as they will stain the concrete walkways. These are available through your florist. Fake petals are not allowed. Confetti is not permitted.
-
Is security required?Yes. Gathering Oaks approved security must be in place at the start of the ceremony and must remain on the premises until the DJ/band is over and the bartender has stopped serving alcohol. Gathering Oaks will hire the necessary security for your event.
-
Is there a designated smoking area?No smoking of any kind (including e-cigs) is allowed within 10 feet of any building. There are designated smoke receptacles to dispose of any cigarettes in the courtyard. Evidence of smoking indoors or cigarette/cigar butts left on the ground or indoor receptacles will result in loss of Renter damage deposit.
-
Do we need event insurance?Yes! All weddings at Gathering Oaks Retreat are required to have one-day event liability insurance through WedSure. The cost is approximately $125.
-
How many cars can your parking lot accommodate?Our parking lot can accommodate up to 75 cars and is large enough for shuttles or buses should you want to look into that option for your guests or bridal party.
-
Do you provide table linens, china, silverware, etc?"No. If you prefer linens for the tables, they can be rented easily through one of the several great rental companies in Waco. There are also great rental options for china, silverware, napkins etc.
