Services Explained + Commonly asked Questions
Chapter 1: The Luxury Picnic: Explained…
A luxury picnic is a beautifully curated gathering designed to help you connect deeply with your loved ones, slow down, and romanticize the moment. We provide everything you need for a memorable experience: a beautiful handcrafted wooden table, cozy blankets, stylish pillows, elegant tableware, fresh florals, entertaining games, and more. Each picnic also includes a detailed couples booklet, a complete 20+ page guide to deepening your relationship, complete with lighthearted games and thoughtful bonding experiences. From intimate date nights to milestone moments, our picnics are there to create lifelong memories and celebrate love, laughter, and togetherness in a truly special way.
COMMONLY ASKED QUESTIONS ABOUT LUXURY PICNICS:
What locations can I have my picnic? You can choose from a variety of outdoor public parks, private residences, and/or venues. We are happy to provide location recommendations, but ultimately the final choice is yours. If you prefer more privacy, we can always set up at your residence, hotel, or private venue. We are located in Bend, Oregon, but offer our services throughout the state. Travel is free within a 15-mile radius of downtown Bend; transportation fees apply for locations beyond that. In the event of parking fees, those will be your responsibility.
Do you serve alcohol? While we do not provide alcohol due to park regulations, you are welcome to bring your own alcohol at your discretion to private residences or approved venues. We do offer complimentary sparkling water and other non-alcoholic beverages for your convenience. Trinity by Grace will not be held responsible for any repercussions related to alcohol.
Should I include children in my guest count? Children aged 3 and older should be included in your guest count. You are welcome to bring children under 3 at no additional cost; however, no formal place setting will be provided. Please notify us in advance if children will be attending so that we can plan accordingly.
What if it rains the day of my picnic? Depending on your booking location, we understand that rain is a possibility. Therefore, we request that all bookings have an alternative location (either indoors or under a shelter) in case of unexpected weather. If you choose not to proceed with your picnic, please refer to our cancellation policy. Additionally, we provide the option to rent a canopy tent for picnics held in private venues.
What if I need to leave my picnic early? If for any reason you need to leave your picnic early, that's not a problem! We simply ask that you give us a 20-minute notice before leaving the site. You are responsible for all picnic items until we arrive.
Does Trinity by Grace stay during my picnic? Nope! We depart shortly after a brief introduction and greetings prior to your event. We will return to the site after the allotted time slot for cleanup. If you need anything during your picnic, you can call or text our number for assistance.
Can I bring my own food? Absolutely! You can bring your own food to your picnic. If you'd like assistance, we work with a variety of local food vendors who can provide gourmet charcuterie options for your picnic. All food choices will be pre-approved before purchase to ensure they meet your needs.
Chapter 2: The Proposal Setups: Explained…
Our proposal backdrop service is designed to make your moment unforgettable and create the perfect atmosphere for popping the big question. We provide an array of stunning setups tailored to your vision, from romantic florals to heartfelt memory boards, marry me signs, and fairy lights. We provide a selection of props, lighting, and decor to complement your chosen theme and ensure your proposal is a true reflection of your unique love story. Our team will handle all the setup and breakdown, so you can focus on the big moment. We also work closely with you to ensure that the location, timing, and any additional requests are perfectly coordinated.
COMMONLY ASKED QUESTIONS ABOUT PROPOSAL SETUPS:
How long do I have with the proposal backdrop? We typically allow 1.5 to 2 hours for your proposal experience. This includes time for photographs, setting the scene, and any additional surprises you may have planned. Additional time is available upon request.
Can I add a photographer or videographer to my proposal? Yes, we can recommend trusted photographers and videographers who specialize in capturing proposal moments. We’ll coordinate with them to ensure everything goes smoothly. You are also welcome to bring your own.
Where can my proposal backdrop be set up? We can set up proposal backdrops at most public outdoor locations, private venues, or residences. We’ll help you choose the perfect spot and ensure that the environment aligns with your vision.
Chapter 3: The Poetry Booth: Explained…
The Poetry Booth adds a personal and heartfelt touch to your event, allowing your guests to take home a meaningful keepsake. When you rent the booth, you’ll receive a set number of beautifully framed, handwritten poems that capture the essence of your guests’ love stories. Couples can visit the booth, answer a brief questionnaire about their journey together, and during the event, Grace will craft a custom poem based on their responses. Each poem is presented in a golden glass frame, complete with delicate dried flowers and a Polaroid photo of the couple. These framed poems are ready for guests to pick up at the reception or farewell, offering a unique and sentimental memento to cherish forever.
COMMONLY ASKED QUESTIONS ABOUT POETRY BOOTHS:
How many poems are included in the package? The number of poems included in your package is dependent on your guest list. We recommend having 1 poem for every 2 guests. Meaning, if your wedding guest list is 100, we would advise 50 poems. This ensures that the majority of couples have the opportunity to receive a personalized keepsake if they so desire.
Can I customize the poems for my event? While the poems are personalized for each guest, we can work with you beforehand to ensure the tone and style align with your event’s theme. For example, we can focus on romantic poetry for weddings or create fun, lighthearted poems for birthday parties.
How long does the poetry booth stay at my event? The poetry booth typically stays for the duration of your event. For example, at a wedding, we set up during the pre-ceremony so guests can mingle and visit the booth at their leisure. Depending on your timeline, we can also be open during the reception. Poems will be ready in the order they are received for pickup at the close of your event. We’ll coordinate with you on timing to ensure we have enough time to create poems for all your guests.
Can I use the poems as party favors? Yes! Many of our clients choose to use the framed poems as unique party favors. Guests love taking home a personal, handwritten piece of art from your special day.
FINAL INFORMATION:
PAYMENT : Once your event has been approved, an email confirmation will be sent containing your invoice. A $100 non-refundable security deposit is required for all services to secure your date. We are currently accepting payment through Venmo and PayPal. Your remaining balance is due at least 48 hours prior to your event. We will not proceed with any service if we have not received full payment.
CANCELLATION & RESCHEDULE: Rescheduling requests must be made 48 hours prior to your original booking date. Rescheduling is subject to availability. If you decide not to re-book, please remember that your security deposit is non-refundable, and you are still responsible for any vendors you may have scheduled.
LIABILITY: During the duration of your event, you are liable for any lost, stolen, or damaged equipment and are subject to payment should any of these incidents occur. We do not permit open flames or the consumption of alcohol, and we will not be held liable for any consequences resulting from these activities. Additionally, we ask that you do not leave your event unattended under any circumstances. If you need to leave early, please contact us, and we will arrive ASAP.
Thank you for taking the time to read through our policies and services. If you have any questions that weren't addressed or need further clarification, please don't hesitate to contact us directly. We're here to help and look forward to making your event truly special!
