Question 1

Am I required to use a specific caterer for my event?

Accepted Answer

All events that take place in Wolf Trap Foundation’s spaces require catering partners from our robust Approved Vendors List, a variety of caterers to suit every need and budget. Clients benefit from working with caterers who have a thorough knowledge and care for the Foundation’s facilities, rules, and regulations.

Question 2

Can we bring our own alcohol?

Accepted Answer

All bar and beverage services must be provided by Wolf Trap. We offer a variety of packages to suit different needs and budgets. No outside liquor is permitted.

Question 3

Can I only use vendors (photographers, florists, entertainment companies) on your Approved Vendors List?

Accepted Answer

With the exception of catering and beverage services (as noted above), you may work with any vendor you choose. We ask that third party vendors schedule a site visit at least 2 weeks prior to the event to review facility rules and regulations. We require a Certificate of Insurance from all third party vendors. They may also be covered under a company’s insurance policy or event insurance.

Question 4

What does the rental fee include?

Accepted Answer

Rental fees include the use of the facility, an onsite event host, complimentary parking, Wi-Fi, audio support, and onsite kitchen access for caterers. Facility rentals include 8 hours, including setup and breakdown. Events longer in duration, or requiring additional setup and breakdown time, are subject to an increased rental fee.

Question 5

What time can events begin and end?

Accepted Answer

Load-in may not start prior to 7 AM, and all events must conclude by 11 PM (not including load-out time).

Question 6

Can I have live music?

Accepted Answer

Absolutely. As with other third party vendors, all entertainment vendors—bands, DJs, musicians—must have a Certificate of Insurance. They may also be covered under a company’s insurance policy or your event insurance. We require that entertainers and musicians provide all of their own sound equipment, including events occurring in The Barns. Third party vendors must follow Wolf Trap’s facility rules and regulations.

Question 7

How do I secure a facility and date for booking?

Accepted Answer

A facility may be held for up to 2 weeks and holds must be requested in writing. However, if a facility is on hold and another inquiry is received, you will then have up to 3 business days to confirm your booking. To secure a space, you must sign a rental agreement and return it with a 50% deposit.

Question 8

What are the rental fees and how much time do they permit?

Accepted Answer

Facility rentals include 8 hours, including setup and breakdown. Events longer in duration, or requiring additional setup and breakdown time, are subject to an increased rental fee.

Question 9

Do you offer event parking?

Accepted Answer

Rentals include complimentary parking and there are ample spots available in each location.

Question 10

Do you offer discounts for nonprofit organizations?

Accepted Answer

We value our relationships with area non-profits and are committed to providing a high-value experience for all organizations and individuals. Please inquire about discount options.

Question 11

Which address should I use on materials related to the event?

Accepted Answer

Be sure to specify your facility’s exact name and address on all invitations and promotional materials. Event attendees who search for “Wolf Trap” on a GPS device may not reach the correct destination. You can also share this link to directions and a map. The Barns at Wolf Trap: 1635 Trap Road, Vienna, VA, 22182 Center for Education at Wolf Trap: 1645 Trap Road, Vienna, VA, 22182 Ovations Pavilion, Associates Pavilion, Terrace Pavilion, and Filene Center at Wolf Trap National Park: 1551 Trap Road, Vienna, VA, 22182

The Barns At Wolf Trap

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Scottish Barn

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German Barn

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