Rehearsal Dinners Napa Valley Style!

For couples doing destination weddings, rehearsal dinners fall into one of two categories… either an intimate meal with immediate family and the bridal party or a “welcome dinner” for everyone. Your choice should depend primarily on your budget and the pre-wedding “stress factor,” something you need to minimize the day before the wedding. Ironically, either scenario could be more or less stressful, depending on family dynamics. If there are serious family differences (due to divorce, etc.), a larger event is definitely better than a smaller one, as it can actually help dissipate some of the tension. If budget is a major stressor, then trying to feed all of your guests (and paying an additional site fee) the day before your wedding is not the way to go.

Why a “welcome dinner” you ask? With destination events, guests have been contending with the challenges of long-distance travel, orienting themselves in an unfamiliar environment, adjusting to time changes and coping with more expense than usual. A welcome dinner is a great way to thank everyone for making the trek and to make them feel at home in a foreign land. In addition, it can be a lot of fun and it can be a way to show your guests a bit more about why you love this region and why you chose it for your wedding day!

Who pays for the rehearsal or “welcome” dinner? These days there are no hard and fast rules, except that you should not make any assumptions. Traditionally the groom’s parents planned and paid for the rehearsal dinner, but these days just about anything goes. With weddings in this region, where our brides and grooms tend to be high-functioning professionals with expensive taste, parents (on both sides) often contribute to the entire wedding budget (including the rehearsal dinner) with the bride and groom filling in to cover the more extravagant touches.

Whatever your choice on size and how things should divided up financially, there are many great options in the region. Here are few:

Wine cave dinner / winery dinner

A winery dinner is, of course, the quintessential wine country experience and since many weddings are not at wineries, this is a good way to weave an exciting winery experience. Pricing runs about $65 - $75/guest for the venue (this “site fee” sometimes includes wine service and typically tables and chairs), then plan on about $125+ / guest for food plus tabletop and linen rentals. Napa Wedding Source has worked out special deals several of our favorite wineries whereby dinners run $150 / guest for site fee, food, wine, table arrangements and everything else. We also offer some gourmet winery BBQ scenarios (with similar amenities) at $95 / guest. Call us at (707) 225-1862 for more details.

Private dining at local restaurant

The feasibility of this scenario depends primarily on the size of your group. Generally there is a nominal site fee for the rental of a private room or outdoor dining space, with food and beverage running from about $65 - $125 / guest with tax and gratuity factored in. This plan works especially well for groups of 25 or less, with very few options for larger groups, short of a full restaurant buyout (which will cost you an arm and a leg during high season).

Gourmet family picnic or dinner at a private estate

If you are renting a private estate in the region (perhaps through VRBO or VacationRentals.com), you might consider having your family-only rehearsal dinner there. The advantage is that you can bring in a private chef and your own liquor, both of which will keep your costs down. This setting also means everyone can relax and socialize without time constraints. You will need to clear such an event with the property owner, however, or you could risk having the sheriff attend your party (to close it down). The property owner will have a good idea of whether neighbors are “chill” with a party or whether they will cause you grief. Napa Wedding Source offers two great private estate settings that are perfect for just your rehearsal dinner (if you’re not wanting to rent a property for a week), both of which can accommodate up to 80 guests (with a shuttle bus). Call us for pics, information, pricing and availability: (707) 225-1862.

Scenic local park with a casual catered picnic or rotisserie-style dinner

Let us help you find a gorgeous park setting for your rehearsal dinner. We’ll take care of reserving picnic pads (as well as bocce ball courts and horseshoes), and we’ll pick and deliver casual catering from a local market (gourmet sandwiches, salads, fruit trays, dessert), pick up your non-alcoholic beverages (plus ice, disposable plates and cutlery, coolers), we’ll get everything set, provide for all of your waste disposal and then we’ll clean up the park so you don’t get any fines ; -)

Or you could do scenario #2, which involves hiring a gourmet catering truck and doing a hot, made-on-the spot, rotisserie style dinner. A feast… absolutely delicious and very reasonably priced. We’ll bring in a couple of waitstaff to see the tables and benches are bird-poo free, get tables beautifully set and to assist your guests as needed. Park rentals runs about $65 - $100, then factor about $65- $75 / guest for a hot, prepared-on-site meal, $35 / guest for the deli version. You can bring in your own wine and beer to most of these settings. Let take care of all details so you just arrive and enjoy the evening stress-free! Our services: $350 - $750 (depending on group size and complexity of event).

Napa Valley Wine Train

Fun, but pricey for the quality. Food quality is good, but certainly not at the level of local restaurants and catering services (in our opinion). Ambience is lively, décor is fun. It's basically a train ride up the valley and back; most of the drive parallels Hwy. 29. The train is one of the region’s top attractions.

Scenic country club setting

There are some excellent country club settings in the region that are ideal for a hassle-free welcome dinner and that won’t upstage your wedding dinner. If you’re entertaining a large group, this is a very cost-effective way to host your rehearsal.

Our favorite setting has beautiful mountain views, is set off the main tourist drag, offers full bar and has heated outdoor dining, as well as a huge fireplace on a veranda that overlooks lovely scenery.

The traditional hotel banquet room setting

Although certainly not the most romantic option, many of the hotels in the region (and perhaps the one you’re staying in) offer lovely private rooms and excellent (although not especially distinctive) catering. Simple, reasonably priced, no stress.

We would love to help you put together a fabulous rehearsal dinner! For $350 we can help you find a perfect location and to fully plan your rehearsal dinner. Give us a call today to explore the options! Contact Christina Andrews at (707) 225-1862 or Chris@NapaWeddingSource.com.