Frequently Asked Questions

How many guests can I have at my wedding?

We can hold banquet or three course receptions for up to 60 adults and canapé receptions for up to 100.

Is there an ideal number of wedding guests?

The average number of guests per wedding is 54. 50 to 60 is ideal: enough to feel like a celebration but not so many as to be overwhelming.

Is there a minimum number of guests you can cater for?

No, we occasionally hold weddings for just one couple however we encourage couples to invite some friends. The Villa is full of intimate spaces so even small groups of around 10 people work well.

Do you allow children at the venue?

We encourage children to be a part of every wedding. However we also know that too many children can change the whole dynamic of your day so we limit the number to 12. Children under the age of 10 are cared for by our professional childcare team, to ensure their safety and allow parents to relax and enjoy the experience. We make sure everyone has a great time; our childcarers take kids exploring around the "enchanted forest", and if they're old enough, down to the waterfront to collect shells, feed the many fish in the ponds and then watch a movie in the private cinema. We like to think of Villa Botanica as paradise for kids as well as adults.

Are children included in your guest numbers?

Children do not need to be seated in the main reception area, so are not included when calculating our maximum seating capacities. However we do include children at the same rate as adults when calculating your quote. While children’s meals are not as complex or substantial as adult meals, full professional supervision, craft supplies and transport to and from the Villa are included in this cost.

When is the best time to get married in the Whitsundays?

We close for the wet season (January through to March). The wet season is not only when we have our highest rainfall, it can be uncomfortably hot and humid, especially for guests accustomed to colder climates. Whitsundays weather is at its best from April through to November.

Most of our weddings are held on Friday, Saturday or Sunday. We limit our weddings to 80 per year and are happy to negotiate special rates for weddings held on Wednesdays and Thursdays. These days have the added benefit of offering the lowest airfares for any guests that travel.

Will my wedding be the only one held on the day?

Absolutely, when you get married at Villa Botanica the entire venue is exclusively yours for the duration of your wedding, which means that on your special day the only people you will encounter will be the staff dedicated to your event and the friends and family you have invited to attend.

How do I organise my wedding from a distance?

Nearly everyone who gets married at Villa Botanica comes from either interstate or overseas. Distance wedding planning is what we specialise in. Some couples like to have a prewedding viewing but many are happy to let it all happen over the phone and by email. We know this is something you are probably undertaking for the first time so we see it as our job to do the organising for you, guiding you through the process of what you need to decide on and when.

When should I have the ceremony?

After hosting many weddings at Villa Botanica, we find that the best time to hold your ceremony is around 3pm. This allows 30 mins to one hour for the ceremony, plus time to catch up with friends and family afterwards. Primary photography takes place between 4pm and 6pm, when the light is softer and most flattering.

Can I just hold the ceremony at Villa Botanica and have the reception elsewhere?

One of the things that makes a wedding at Villa Botanica so special is that you have the convenience of having your ceremony and reception in the one location. Due to high demand and the limited dates we have available, Villa Botanica is offered for ceremonies and receptions only.

What will our guests do between the ceremony and reception?

When your guests arrive at the venue we give them a map of the extensive gardens and suggested walking tour. Exploring the beautiful palm forest and exotic Cactarium, champagne in hand, is a lovely way to enhance the overall experience of your wedding. Of course, many of your guests will simply prefer to enjoy their post ceremony drinks and canapés on the beautiful lawn terrace overlooking the Whitsundays’ spectacular Coral Sea.

How long should my reception last for?

After holding many weddings at Villa Botanica, we find that the best timing for your reception is to begin at 6 – 6.30 pm and finish around 11pm, at which point your guests will have enjoyed over 9 hours of eating, drinking, laughing, dancing and general indulgence.

Is there accommodation at Villa Botanica?

We provide accommodation in our beautiful Bridal Villa on the day and night of your wedding, for the bride and groom. We also have arrangements with a dozen of the best accommodation options in Airlie Beach and Cannonvale, saving you and your guests as much as 20% on your accommodation costs. For more information, simply speak to your coordinator.

Can I bring my own hairdresser?

If there are services you would rather provide, we have no problem, so long as it is someone you know and trust, or they have a demonstrably commendable body of work/reputation.

Do I have to use one of the photographers you recommend?

Not at all, although our preferred photographers all have a track record of taking beautiful photos at the Villa. If there is someone you particularly want to work with and they haven’t been here before, we suggest they visit beforehand to familiarise themselves with all the amazing locations. Our co-ordinator will be happy to show them around.

Is there parking on site?

We have limited parking which we set aside for the suppliers who will be working on your weddings, as well as for the groom and groomsmen’s vehicle. Everyone else is transferred to the venue by a complimentary shuttle service which guarantees all your guests arrive at the Villa in time and there are no problems with drink driving. If you have a guest with special circumstances please contact your co-ordinator and we will try to accommodate their needs.

Is the venue non-smoking?

Villa Botanica is in compliance with the new Smoking Laws and is a non-smoking venue. In line with the new laws, guests are still able to smoke in the gardens and on the outside verandah, but not within the venue itself.

How do I book?

Simply pay a $500 deposit (we take Visa and Mastercard or you can pay by direct bank deposit) and sign and return our booking form and your date and quote are automatically locked in.

What happens between booking at Villa Botanica and my wedding day?

One of the reasons couples choose Villa Botanica is because, like the Whitsunday lifestyle, the whole process is un-stressful. The first thing we will say to you once you have booked is enjoy the process and leave the worrying to us. Part of our service is planning every step of the way, right up until the day. We do that by staying in regular contact either by phone or email and sending you easy to follow ebrochures, making every aspect of organising your wedding, whether it's choosing your flowers or deciding on the cake, a fun process.

If you have any more questions feel free to contact our friendly team on 1800 795 990.