Gatherings & celebrations on the New River Trail
Host your event at a historic riverside inn
Weddings, retreats, meetings, reunions and celebrations in a restored 1887 inn beside New River Trail State Park in Max Meadows, Virginia. Choose from four simple event options, then build a quick, nonbinding estimate.
What we host
Events the Inn is well suited for
A relaxed, scenic setting for gatherings of many kinds. The right option depends mostly on how many people are coming and whether outside guests and vendors are involved.
Simple event options
Four ways to gather at the Inn
Pick the option that fits your event. Guest rooms, food, and outside vendors are always arranged separately.
Whole-Inn Guest Gathering
Reserve all ten guest rooms and enjoy the Inn with your registered overnight guests. Your group may share meals, play games, hold family activities, and make reasonable use of the Inn's common spaces and grounds without an additional gathering fee.
- All ten guest rooms reserved
- Everyone participating is a registered overnight guest
- Meals, games, meetings, showers, and family activities in the common spaces and grounds
- Normal lodging services remain included (breakfast and housekeeping under the Inn's regular policies)
Event planning, catering, special setup, serving, decorating, outside vendors, event equipment, and event-specific cleanup are not included. The group leaves gathering areas reasonably tidy and removes its food, decorations, and personal belongings; damage or excessive cleaning is charged separately. The Inn's occupancy limits, quiet hours, property rules, and safety requirements still apply.
Private Gathering
For showers, birthdays, family celebrations, classes, dinners, meetings, and similar gatherings. This option applies when the entire Inn is not reserved, or when anyone attending is not a registered overnight guest — even if all ten rooms are reserved.
- Up to four hours of approved gathering time
- Use of the confirmed gathering spaces
- Standard furniture already located in those spaces
- Approved access to designated kitchen or preparation areas, when applicable
- Ordinary final cleaning (removing properly bagged trash from the designated bins)
Separate: guest rooms, catering or food service, event planning or coordination, setup or decorating, DCR (Virginia Department of Conservation and Recreation) tents/tables/chairs or other rentals, outside vendors, and extensive cleanup. This provides use of the confirmed event spaces — not exclusive private use of the whole property; other overnight guests may still be present. For a fully private property, reserve all ten rooms.
Large Private Event
Designed for larger reunions, celebrations, and private gatherings. The whole Inn must be reserved for the event. With the Whole-Inn reservation currently starting at approximately $1,500 per night before taxes, the combined price begins around $2,300 before taxes and optional services.
No more than 19 attendees may stay overnight — the rest are event-only visitors, which is why the gathering fee applies. The event schedule, spaces, attendance, vendors, and layout are approved in advance.
- Up to six consecutive hours for organized event activities and non-overnight attendees, including setup and cleanup — registered overnight guests retain their normal lodging access
- Exclusive use of the approved Inn gathering areas during the event
- Reasonable use of the Inn's common spaces and grounds
- Standard tables and chairs already located inside the Inn
- Approved use of designated kitchen or preparation areas
- Routine final housekeeping (after the organizer clears the space)
Not included: the ten guest rooms; event coordination or an event host; catering, food, beverages, or serving; event setup, decorating, or breakdown; DCR tents, additional tables/chairs, or other rentals; outside vendors; and additional staffing or security.
Event coordination or an on-site event host is not included in the $800 gathering fee. Depending on the event's schedule, vendors, alcohol service, setup, or complexity, additional coordination or staffing may be required and quoted separately.
Routine final housekeeping is included after the organizer removes all food, decorations, supplies, and personal belongings and places bagged trash in the designated receptacles. Event cleanup, excessive cleaning, damage, and missing property are charged separately.
Our two banquet rooms are separate (each seats about 25; approximately 50 across both) and do not combine into one large room. Seated layouts use both rooms or an approved outdoor tent or adjacent-park plan.
Wedding or Complex Event
Intended for weddings and events requiring more extensive planning, setup, vendors, or coordination.
With the Whole-Inn reservation currently starting at approximately $1,500 per night before taxes, the combined price begins around $3,000 before taxes, planning or coordination fees, and optional services. Professional event and vendor coordination is required. You may use the Inn's event planner or another approved professional planner. Planner and coordinator fees are separate and not included. If you bring an approved planner, an Inn representative may still be required for property access, venue rules, safety, and final oversight; any adjustment is set by custom quote.
- Up to eight event hours
- Setup walkthrough
- Day-of venue oversight
- Final inspection
All ten guest rooms must be reserved for the event night. Whole-Inn reservation is quoted separately and currently starts at approximately $1,500 per night before taxes, depending on the date and applicable room rates. The Whole-Inn reservation is separate from the gathering fee and includes the Inn's normal lodging services.
Weddings and complex events may accommodate up to 100 attendees with an individually approved event plan. Events exceeding 50 attendees generally require a combination of approved indoor and outdoor areas, a tent, and/or separately approved use of adjoining state-park property. The Inn cannot accommodate 100 seated guests indoors, and final capacity depends on the complete layout, dance floor, bar, catering, exits, parking, weather plan, and all required approvals.
Guest rooms, prior-day access, catering, DCR tent and equipment rentals, outside vendors, extensive decorating, and unusually complex planning remain separate.
The four ways to gather, at a glance
| Way to gather | When it applies | Pricing |
|---|---|---|
| Whole-Inn Guest Gathering | All 10 rooms are reserved, everyone attending is a registered overnight guest, and total attendance does not exceed the Inn's overnight capacity of 19 | Whole-Inn reservation only; no additional gathering fee |
| Private Gathering | Up to 25 attendees (including overnight guests) when the whole Inn is not reserved or anyone attending is not a registered overnight guest | $400 gathering fee, plus lodging if applicable |
| Large Private Event | 26–50 attendees (including overnight guests); all 10 rooms must be reserved for the event night | $800 gathering fee + required Whole-Inn reservation (lodging from $1,500) |
| Wedding or Complex Event | Weddings, vendor-supported events, or events exceeding 50 attendees; all 10 rooms must be reserved | Gathering fee from $1,500 + required Whole-Inn reservation (lodging from $1,500) |
Estimated minimum totals
The event fee and the required Whole-Inn reservation are shown separately, since lodging varies by date and number of nights.
| Gathering type | Gathering fee | Required lodging | Starting combined price |
|---|---|---|---|
| Large Private Event | $800 | Whole-Inn reservation from $1,500 | From $2,300 |
| Wedding or Complex Event | From $1,500 | Whole-Inn reservation from $1,500 | From $3,000 |
The Whole-Inn reservation currently starts at approximately $1,500 per night before taxes (an estimate, varies by date and rates). Event-planner or coordinator fees are separate and not included.
Events with 51–100 attendees require individual review and generally require an approved combination of indoor and outdoor areas, a tent, and/or separately approved use of adjoining state park property. The Inn cannot accommodate 100 seated guests indoors. Events exceeding 100 attendees require direct review and are not automatically estimated.
Our gathering spaces
Three welcoming indoor spaces
Comfortable, historic rooms for smaller gatherings and breakout space. Capacities are practical maximums and depend on your tables, food service and layout.
Grayson Parlor
Intimate conversations, small classes, relaxed gatherings, and breakout space.
Wythe Banquet Room
Meals, meetings, training, and small celebrations — comfortably seats about 25 depending on layout.
Carroll Banquet Room
Meals, meetings, training, and small celebrations — comfortably seats about 25 depending on layout.
More event-space photos
Our two banquet rooms are separate and do not combine into one large room. Each can comfortably seat about 25 guests depending on the layout, providing indoor seating for approximately 50 guests across the two rooms. Events above 50 guests require advance approval and generally require an approved outdoor tent or adjacent-park plan.
What's included & what may be added
Clear, simple pricing
How the pricing works
- Whole-Inn reservation currently averages approximately $1,500 for one night before taxes, but varies by date and room rates.
- The $400 and $800 charges are gathering fees.
- The $800 Large Private Event fee does not include event coordination or an on-site host. With the required Whole-Inn reservation (lodging from $1,500), the combined price starts around $2,300.
- The Wedding or Complex Event gathering fee starts at $1,500; with the required Whole-Inn reservation (lodging from $1,500), the combined price starts around $3,000.
- Professional coordination is required for weddings and complex events, but you may use an approved professional planner. Event-planner or coordinator fees are separate and not included.
- Lodging, catering, vendors, DCR rentals, prior-day access, extraordinary staffing, extensive decorating, and excessive cleanup remain separate unless specifically included in a written proposal.
- Final pricing and requirements are confirmed through a personalized proposal.
Every event includes
- Use of the confirmed Inn gathering spaces, the standard furniture already located in those spaces, and approved access to designated kitchen or preparation areas when applicable (which does not automatically permit guest cooking or include food service)
- Standard final housekeeping (after the organizer clears the space)
Guests must remove decorations, food, supplies, and personal belongings and place trash in the designated receptacles. Ordinary final cleaning is included. Excessive cleaning, damage, missing property, or items left behind will be charged at actual cost, subject to a $150 minimum.
A few clearly-priced add-ons
- Additional event time — $100 per hour
- Prior-day setup or rehearsal access — $250
- Inn-owned equipment — based on the items selected and confirmed availability
- Extraordinary setup or extensive planning — quoted when needed
- Outside rentals and vendor services — arranged separately
Guest rooms are quoted separately based on your dates and availability.
Optional rental equipment (DCR-owned)
The 20 × 40 tent and any additional event tables and chairs are DCR-owned rentals, set up and removed by DCR staff. They are not included in the Inn's gathering fee and are billed at current DCR rates, subject to availability and final confirmation:
- 20 × 40 tent — $600 per day
- Chairs — $2 each
- Round or rectangular tables — $8 each
Selecting a tent triggers a required placement and parking review. Rates are estimated current DCR rental rates, subject to availability and final confirmation.
Before you reserve
Event reservations and payment
All events require a signed event agreement and an initial nonrefundable booking and planning retainer. Event space is not confirmed, and planning services do not begin, until both have been received. Final-payment deadlines vary by event size and are stated in the event agreement. Guestroom reservations are separate and do not, by themselves, reserve event space or event services.
Plan your event
Build your event estimate
A quick, friendly planning tool — tell us about your event and we'll suggest the right option. No payment, no reservation, nothing held.
1 · Event details
2 · Your recommended option
Optional selections don't change your gathering category (except where size or complexity requires individual review). Guest rooms are quoted separately based on your dates and availability.
3 · Your estimate & inquiry
Here's your recommended option and starting price, shown on the right. Send it with an inquiry and our event specialist will follow up with a personalized proposal — nothing is booked or held.
Bringing your event together
A flexible setting for your celebration
The Inn provides the setting, gathering spaces, available on-site equipment, and optional coordination support. Services such as catering, photography, flowers, desserts, music, décor, specialty rentals, security, or additional staffing are arranged directly with the professionals you choose. This gives you the flexibility to select the vendors and options that best fit your celebration and budget.
If you choose a coordination option, our event specialist can work with your vendors on schedules, property access, setup, and venue logistics. Although the Inn does not currently provide catering directly, we are happy to share possible local options when available. You will enter into agreements with and pay your selected vendors directly.
Tell us about your event
Send an inquiry
Share the basics and we'll be in touch. This form sends us your inquiry only — it does not book, reserve, or hold a date, and does not take payment.
Availability & the adjoining state park
This page and the estimate tool are a friendly planning starting point, not a binding quote, reservation, or guarantee of availability. Final pricing and available spaces depend on the event date, attendance, approved layout, selected services, lodging, equipment, and weather. Catering, photography, entertainment, décor, outside rentals, and other services are arranged and paid directly with the professionals you choose. Submitting an inquiry does not hold a date, and no payment is taken on this site.
The Inn is located beside New River Trail State Park. Park shelters, grounds, permits, reservations, and fees are handled separately through Virginia State Parks. Our event specialist can help identify what may need to be coordinated with the park.