Willow Spaces FAQ

Here are our most commonly asked questions. Each location page contains more specifics related to that particular site.

How can I contact you?

The most efficient way to contact us regarding your request is by completing the Reservation Request Form with all relevant details. Once submitted, someone from our team will contact you to gather further specifics. We can also arrange a tour of the facility you’re interested in. For general inquiries unrelated to reservation requests, please contact us here.

What is covered in my rental fee?

Our rental fee varies based on several factors, including the type of event, location, and the day of the week and time you choose to host your event. This fee covers the cost of venue rental and the provision of tables and chairs with our standard setups.

Please note that custom setups may incur additional fees, particularly if they involve complex arrangements or require additional items that may need to be rented from an outside vendor. For a personalized quote tailored to your specific needs and preferences, please contact us directly. We’re here to help you create the perfect setting for your event.

Can I host my wedding and/or reception at your church?

Yes, all wedding requests go through our pastoral care team,  please fill out this form

How do I reserve a room(s) for my event?

The first step is to complete the One-Time Reservation Request Form. Once submitted, our team will promptly contact you to discuss the specifics of your event, confirm availability, and provide you with a personalized quote.

To secure your desired date, we kindly ask for a signed contract along with a 10% non-refundable deposit. The remaining balance is due 30 days prior to your event.

We understand that plans can evolve, so any day-of changes to the scope of your event will be accommodated with a second invoice, payable upon completion of the event. We strive to make payments convenient for you, offering online payment options for your ease and comfort.

Can I cancel my booking?

We recognize that circumstances can change, and we are committed to accommodating your needs to the best of our ability. Below is our cancellation policy:

  • Cancellation made prior to 30 days before your event: You will receive a refund for the event fees, minus the 10% deposit.
  • If you cancel within 30 days of your event and choose to reschedule, your 10% deposit will not be forfeited. You can select another available date.
  • Please be aware that event fees canceled within 30 days of the event are non-refundable.
Can I come in earlier for set up time?

Yes, all rentals include a designated timeframe before and after your event. The duration of this time allowance depends on the size of your event. For our standard small to medium-sized events, one hour before and one hour after are included in your rental. For larger events, there may be additional fees, and the specific timeframe will be outlined in the contract, along with any associated costs for rehearsals, day-before setups, dock deliveries, or storage needs. We aim to provide you with the necessary time and support to ensure your event runs smoothly from start to finish.

Do I need to clean? Does the rental provide house staff before and during the event?

Normal cleaning fees are included as part of the rental. Renters are responsible for disposing of all food and decor properly. An additional cleaning fee will apply if confetti is used during the event. Willow provides venue supervisors, trash monitoring, and, for larger events, bathroom attendants during the event hours as specified in your agreement. Any required volunteers or additional staff can be arranged in your contract, subject to availability. Otherwise, the renter is responsible for securing any additional staff needed during the event hours.

Can I decorate the walls?
Yes, as long as you don’t damage our walls. Please use removable tapes and removable hanging hooks. All decor must be removed gently after your event and disposed of properly disposed.
Are there kitchen/cafe facilities?

We offer a variety of kitchen facilities at our different locations, from full catering kitchens to prep kitchens and kitchenettes. Please review the specifications for the location and room you are interested in renting. It’s important to note that kitchen rentals/access are not included in the standard rental fee.

For added convenience, our South Barrington, Crystal Lake, North Shore, Huntley, and South Lake locations feature coffeeshops (of varying offering levels) within their facilities. These amenities can be added to your user agreement for additional fees. Additionally, Willow reserves the right to have their coffee shops/spots open during events for point-of-sale concessions.

Can I bring in my own food/catering?

Yes, you’re welcome to bring in your own food or catering. Your specific venue can provide suggestions of catering options available in the area. We do not rent out our catering kitchens for events outside of our facilities.

Can I bring in my own alcohol?

No, you may only bring non-alcoholic beverages and bottled water to all Willow locations. Please inform your guests because any violation of this rule will result in your event/party being shut down. No exceptions.

Do you allow smoking/vaping?

Smoking and vaping are strictly prohibited inside and outdoors within a 15-foot radius of any entrance, exit, patio, playground, window that opens, or ventilation intake at all Willow locations.

Do you have a loading dock available? Will you accept shipments or deliveries prior to the event?

South Barrington and Crystal Lake are the two locations that have loading docks. The ability to accept shipments/deliveries prior to the event at all our locations is based on the chosen site and availability. This would need to be specifically outlined in the user agreement. Any additional costs would be outlined in the user agreement, as well.

Is there internet or WiFi provided on-site? Are there separate dedicated lines?

We provide free public WiFi. Should your event need a higher level of support, we would be happy to have a consultation with our IT department, who would determine what can be provided and if there are any additional costs.

Is on-site parking available? How many spots are available? Is it free?

All Crystal Lake, Huntley, North Shore, South Barrington, and South Lake locations offer complimentary onsite parking. Our Wheaton staff offices have free street parking and a nearby free parking garage. 

If your event requires police support for traffic control or parking attendants, any additional charges for these services will be clearly outlined in your user agreement.

Are there changing facilities, green room spaces, and coat/luggage storage areas available if needed?

Our South Barrington, Crystal Lake, and North Shore locations have the most extensive green room and changing facilities available. Huntley and South Lake are more limited; however, other spaces could be converted into rooms to accommodate many of those needs. Portable coat racks are available (limited) for rental.

Is there a dedicated area for attendee check-in, registration or a box office?

All of our spaces have areas available for attendee check-in, registration or box office functions that would typically be included in your rental agreement. Depending upon what is being requested, there could be additional fees. Any specific needs for your event should be detailed in the reservation form submitted.

What is the insurance requirement?

You will need to provide a Certificate of Insurance (COI) along with the signed user agreement. Failure to provide the COI in a timely manner will result in the cancellation of your space reservation and the forfeiture of the deposit.