Our Most Frequently Asked Questions
We have compiled the list of questions we are regularly asked and provided the answers to them all. This information is worth reading through because all of it is also addressed within your rental contract and is outlined in the Venue Experience Guide we will send you when we first hear from you.
Winter Snow Wedding Image By Mason Photography
WHAT IF IT RAINS? We will move the ceremony inside the barn. We have a portable solid wood arch that the owners will bring in and set up for you if you'd like. If you prefer to book a tent for the ceremony area because you want it outside regardless of the weather, let us know and we will make the arrangements.
WHAT IS THE RESCHEDULING AND CANCELLATION POLICY? We understand that plans change. If you find you need to reschedule your event, we will work with you to move it to a date that is available and is suitable for both you and our venue (and your other vendors if at all possible). Should a need for cancellation arise, the 50% date retainer will not be refunded. If cancellation occurs 60 days or less from the date of the event, we require the remainder of the balance of the venue rental in full within 14 days of notifying of cancellation as the venue will be unable to re-book the date at this point.
WHAT IS THE MAXIMUM CAPACITY? Our venue accommodates up to 250 guests for weddings and events. The capacity varies based on the hosting style of the event (heavy hors d'oeuvres aka "strolling event" with bar, buffet dinner with dancing and bar, served meal with dancing and bar, etc). We're happy to talk with you about the various types of hosting styles and how those can affect not only your layout but your "across the board" wedding costs.
Image by Taylor Burgess Photography
WILL WE BE ABLE TO DO OUR CEREMONY REHEARSAL? Absolutely! See below for how it works based on the venue rental option you select. For those who have rented the full weekend: You may plan your ceremony rehearsal for the time that works for you. You will need to let us know your plans no later than 60 days out from your date. Use of the barn's high ceiling area is included for your Rehearsal Dinner of up to 50ppl. We provide/set up/ tear down our 60" round tables and our wooden folding chairs for guest seating and any rectangular tables needed for buffet use. The tables and chairs that are already in place and ready for your reception are not to be moved or used during the rehearsal dinner. You or your caterer will need to provide linens, dishware, glassware, and flatware for this event. The venue china we include in your rental is for the reception only. If we are providing the food and service staff for your dinner, the use of our linens, chafers, and dishware will be included. There is a fee for the purchase of the sternos used for the chafers (appx $3.50 per sterno) or you may provide them. If you are opting for drop off/ pick up catering, you do need to make arrangements with us for use of our service staff to oversee the proper holding of food, setting up the buffet, busing tables, post event clean up, etc.. You will need to provide your own dishware/ linens or you may talk with us about renting our china and tablecloths. For those who have a single day venue rental: You will be able to have your ceremony rehearsal at our property the evening before your wedding. If the barn hasn't been rented the day before the wedding, we will allow you to have the rehearsal there. If it has been rented by another wedding, you may do your rehearsal on the front lawn of the Early Farmhouse after the ceremony for the other wedding is scheduled to end. The front lawn is private, quiet, and situated away from the barn. You and those participating in the rehearsal will use the farmhouse driveway and parking instead of the barn's parking area. The use of the high ceiling area of the barn for the rehearsal dinner is not included for single day rentals.
Image-Kristin & Glenn Starcher
DO YOU ALLOW DOGS? Well behaved pups are welcome to be a part of your ceremony but, due to health code, they cannot come into the venue. Your furry friend needs to be on a leash at all times and supervised by a responsible adult. If you are staying overnight at our Early Farmhouse, you will need to have a crate inside or on the large covered porch to have pup stay in when unattended. If you aren't staying overnight at the farmhouse, please talk with us about possible options.
DO YOU ALLOW OUTSIDE CATERERS AND VENDORS? We have a fantastic list of preferred vendors, but you’re welcome to bring in caterers or vendors who may not be on the list with prior approval. We will want to reach out to any new vendors to help with any questions they may have, ask questions we may want answers to, and to go our any policies we have related to their services. PLEASE NOTE: We require caterers to ensure at least 1-2 members of their team remain onsite through the close of the reception. It is your responsibility to notify them of this while they are working on your costs. Trash, spills, and general pick up is still needed as well as keeping standard beverages such as teas, water, etc. refilled for your guests to access through the end of the event.
MAY OUR CATERER USE THE BARN'S KITCHEN? Absolutely! The kitchen is large allowing quite a bit of room to work (much larger than MANY venue kitchens we had to work in when we owned the catering company). The kitchen has a commercial double door fridge, commercial electric range and oven, flat work surfaces, and a massive 3 basin sink. They may park their vans right at the huge sliding barn door that leads into the kitchen. They are welcome to reach out to us with any questions about van parking, unloading, and staff parking.
WOULD YOU ALLOW US TO DO DROP OFF CATERING? We do understand having to pay a caterer for food AND their full service team can be expensive. We do allow you to opt for drop off or pick up catering but you have to book our staff to assist. We do not include nearly as many staffers as caterers are usually expected to. We base the number of staff needed on the timeframe of the event, the number of guests, the type of dishware being used, and the menu. We will give you a quote for the cost as soon as we have all the information we need. Since we included fewer staff, we may need to bus tables AFTER dinner although we will try to keep up with them during service if possible. Many caterers won't allow their bartenders to be booked for anything other than full service catering contracts. If you plan to offer alcohol, you will need to utilize our bartenders if you caterer can't provide one for you.
MAY WE HAVE FAMILY OR FRIENDS DO OUR FOOD? Friends or family are welcome to pitch in to provide family favorite desserts or simple appetizer platters such as fruit trays, veggie trays, cheese & crackers. Beyond this, all food served must be provided by a licensed professional for everyone's safety as well as be inline with health code and insurance requirements.
MAY WE PROVIDE OUR OWN ALCOHOL? Yes, as long as it's purchased within the State of Virginia. You are required to use a licensed, insured bartender or bartending company for service. Most caterers can provide bartenders or we can provide you with bartenders if you are interested. We do not allow shots to be served, we do not allow guests to BYOB. We are required to operate within VA ABC regulations. You are responsible for providing any coolers, and ice to fill the coolers, that may be needed by bartenders to keep everything cold. Some caterers may provide these for you if you are using their bartenders. While we do have a commercial ice machine, the ice is for guests to have in their beverages, not to fill coolers, troughs, tubs, canoes, etc. This will deplete our ice supply and you won't have any for your guests.
WE RENTED THE VENUE FOR THE FULL WEEKEND. CAN OUR VENDORS BRING IN EQUIPMENT ON FRIDAY? Yes, absolutely as long as it is after the "doors open" time of 9am and they are done before we lock up around 8pm-9pm that night. We recommend letting us know if they are going to be arriving late so that they don't show up only to find the doors locked.
WHO IS RESPONSIBLE FOR CLEAN UP AFTER MY EVENT? We clean our venue making sure it is dusted, swept/ vacuumed, mopped, bathrooms are clean, sitting room is clean, and outdoor areas are ready. Many of today's venues require the caterer to set up your ceremony chairs, your reception tables/ chairs, sweep and mop the entire venue after the event, and possibly put away tables and/ or chairs. We handle all of this. Having been on the catering side of life, we feel it is unreasonable to charge for use of the venue then greatly add to the hosts' costs by requiring these things to be handled by the caterer or the planner. Venues that do this add a few thousand dollars to your final catering costs in addition to a few hundred additional dollars in taxes. For planners, they have to increase their labor costs to you to offset the additional manpower and time as well. We include these items, it is our venue, we feel it is only right that we handle these tasks. -You are responsible for making sure any boxes or trash from decorations, flowers, supplies, and props you bring in are removed in addition to any other personal belongings. -If you are using any rental equipment from an outside provider, you need to talk with us prior to finalizing those arrangements so that we can let you know what day they may be delivered and when the rental company can return to pick them up. -It is your responsibility to make sure all of these items are gathered together and ready for the rental company to pick up per their requirements. -Your caterer is responsible for cleaning, sweeping, and mopping the kitchen area. This is a normal expectation for caterers as they used this space to perform their duties. During service, your caterer is responsible for busing tables, keeping trash bags changed out, making sure the bathroom supplies are kept stocked (hand soap, paper towels, toilet paper all of which we provide), keeping trash picked up through the end of the event, and any other activities required during event service that would reasonably be expected for a caterer handle. We do provide cleaning supplies(spray cleaners, dish soap, hand soap, bleach, etc), paper towels for the bathrooms & kitchen clean up use, trash bags, brooms, mops & bucket, While we are normally well stocked, we still recommend caterers bring back ups just in case. Caterers should provide their own gloves and rags along with anything they feel they want to have on hand. -The bartender is responsible for cleaning the bar area (wiping down the flat surfaces, removing trash, putting any left over alcohol/ mixers/ supplies that belong to you in the kitchen, sweeping and mopping the bar area floors.
ARE YOU WHEEL CHAIR ACCESSIBLE? Yes, our venue is fully wheelchair accessible. We have wheelchair friendly entrances, a designated handicapped parking area, and easily accessible restrooms. For any guests with mobility concerns who may be staying in our farmhouses, the apartment at the Creekside House is the accessible lodging accommodation. It's entrance is ground level and they will be able to navigate around inside while in their chair.
ARE CHILDREN ALLOWED? Children of all ages are welcome as long as they are fully supervised. We want littles and older children to enjoy being at our venue. We realize that guests may not necessarily view our venue as being a farm but it is so there are dangers that can found around our sheep barns and other buildings away from our venue. Also, our sheep are usually quite friendly and enjoy having everyone visit for the event but they are still animals and can be unpredictable if startled or scared of the noise or activity. They won't mean to cause anyone harm but it can happen (even to the owners) so children of all ages need to be properly supervised by their parents at all times. We love that people feel comfortable and secure enough on our farm to feel safe letting their kids frolic freely but the risk and liability still exists. If children are found around the property unsupervised by adults (not teenagers), we will return them to their parents for their own safety.
DO YOU HAVE ONSITE PARKING? Yes, we offer ample onsite parking and we include (2) parking attendants to direct guest parking. Our expansive parking area can easily accommodate multiple full size charter buses simultaneously.
WHAT IS REQUIRED TO RESERVE OUR DATE? To secure your date, we require a signed contract and a 50% non-refundable date retainer. Once we receive both, your wedding date is officially booked! Farmhouse rentals also require a 50% date confirmation payment to secure your lodging. If you opt to book any custom services, the date confirmation information will be provided based on the service. You are welcome to pay by cash, personal check, cashier's check or credit card. Please note that credit card payments do carry a 2.9% processing fee which is the exact amount charged to use by the processing company.
Image-Rebekah Emily Photography
WHEN IS OUR FINAL BALANCE DUE? The final balance is due 60 days before your wedding. Our booking system will send you a reminder when payments are due. Final balance payment due dates for custom services will be noted within their associated invoices.
WHAT IF WE WOULD LIKE OUR RECEPTION TO RUN PAST 10PM? We are more than happy to make advanced arrangements with you for extended time. The extended time fee is $250.00 plus tax. Arrangements for this option must be made no later than 14 days prior to your event date and the balance paid within 5 days.
DO YOU OFFER ANY DISCOUNTS? We offer 10% off to active military on our Peak Season Rates (not to be combined with any other promotion we may choose to run at any given time). Off Season Rates already have a $500.00 discount which is equal to or greater than the military discount so the two can't be combined.
DO I HAVE TO HAVE EVENT INSURANCE OR ADD A RIDER TO OUR PERSONAL INSURANCE FOR YOUR VENUE? No and no! We are very well insured and do not require you to have additional insurance for our venue. Other vendors you may use may have this requirement but we do not.
CAN WE HAVE A SPARKLER EXIT? Absolutely! We do have a few safety policies regarding sparkler exits: Sparkler exits are permitted only if arrangements are made with the venue IN ADVANCE, NOT THE DAY BEFORE OR DAY OF THE EVENT. You must provide fire proof buckets filled with sand for sparklers to be put into when done. You are responsible for providing any lighters needed. You are responsible for appointing someone to oversee lining people up along our approved paths, assisting with handing out & lighting sparklers, and being responsible for ensuring all sparklers are properly placed in the buckets. They are to pick up any that may have been tossed on the sidewalk, driveway, parking area, or flower beds because sparkler wires can easily puncture bare feet as well as tires. We have specific paths where the exit may take place and guests lined up with sparklers in order to assure none of our bushes, trees, flowers, etc are burned or trampled. If prior arrangements are not made, the venue reserves the right to refuse the sparkler exit taking place. We are happy to work with people to make sure they can include what they envision as long as our policies that protect our property are followed.
CAN I USE REAL CANDLES ON MY GUEST TABLES? Yes! Any candles used must be fully contained in glass and are stable (no wobbling, tilting, etc).
ARE WE ABLE TO DECORATE? WHAT ARE YOUR POLICIES FOR DECORATING? All of our wedding couples and hosts of other types of events bring in various pieces for decorating such as signs, small decorative props, framed photographs, centerpieces, etc. We've had several events rent vintage furniture pieces to use in various places inside and outside the property. Due to the natural neutral environment of the barn, the weddings at our venue range from elaborate, luxurious, no detail skipped styles, eclectic BoHo, classic romantic looks, to sweet & simple laid back affairs for those who's style is more casual in nature. We do not allow anything to be attached to our wooden walls or tables using nails, screws, screw in hooks, tacks, If we see this being done, we will have you take the item(s) down. These things permanently damage our solid wood walls which cannot be spackled over to fill holes. If you are envisioning décor that requires a level of "installation", contact us to discuss your vision so that we can help determine if there is a non-damaging solution. Our staff florist can often be of help with determining if there is an approach that could work for certain elements such as fabric work, etc. PLEASE NOTE: WE DO NOT ALLOW THE USE OF GLITTER, CONFETTI OF ANY SIZE BECAUSE IT IS IMPOSSIBLE TO REMOVE IT ALL. We have had events not follow this and ended up being surprised at what it cost to pay for having someone come in with a cherry picker to get confetti out of our chandeliers (the vaulted ceiling area of our barn is far to high for ladders to reach). If this policy is ignored by anyone, you will be responsible for paying for someone to come in to remove the materials from the chandeliers and/ or an excessive cleaning fee of $150.00 for the extra labor time it requires our staff when cleaning floors, tables, rugs, baseboards, chairs, etc. because it does go everywhere. NO LAUNCHING/ THROWING OF STREAMER ROLLS, TOILET PAPER ROLLS, ETC.--yes, this has happened and we've seen it happen at others venues when we had the catering company...those venues weren't happy either. If your band, DJ, or anyone else does this as a "party element" you need to advise them that this isn't permitted and it will incur a cleaning fee of $150.00 that you will need to pay.