Checklist
This list of questions is to help you make sure you have all your bases covered! A wedding is a big production and hopefully this will help you make sure everything is on point and exactly how you’ve planned. We are not your planners or coordinators, but we want you to have the best wedding possible, so we have created this list for you based on our past experiences. We know you have been working diligently to make this day the very best. Hopefully, this will be a great resource for you!
We find It is incredibly helpful for you to reread your contract and make sure that all the important players for your wedding know the policies of the venue, and what is and what isn’t allowed. It is also important for you to reread the contract, so you can ask us any questions on issues that need to be clarified.
All rental item payments are due at checklist time.
Pet fees and pet waivers are due at the checklist time.
We require that your Coordinator or Planner attend the checklist as it is your final walkthrough- please be sure to communicate this to them!
Wedding Day:
Couples Names:
Number of people in Wedding Party:
Rehearsal Date & Time:
Contract Hours:
Couples Arrival Time:
Ceremony Time:
Time of Send Off:
Final guest count & RSVP due date:
Event Insurance Provider:
Coordinator/Planner:
All INDOOR VENDORS MUST BE SET UP AN HOUR BEFORE THE CEREMONY TIME including Bar, Caterers, Desserts and Photo Booth (if inside the building).
Catering:
- Who is the point of contact for your caterer? Will they be at the venue?
- Has your caterer done a site-visit here yet?
- Has your caterer read and signed our Catering Guidelines?
- Will dinner be a buffet, plated or stations?
- Who is responsible for taking out trash?
- Have you hired approved bussers/wait staff? ______________________________ (initial)-Have you asked your caterer if there are servers AND bussers? Servers cannot serve food and bus tables simultaneously.
- Are you renting our mismatched china?
-Has your wait staff been informed they are bussing china?
-If so, the china will be placed in the kitchen. Please assign someone to place it on the tables and instruct wait staff to place it into our bus-tubs after dinner.
- Are you using china or disposable plates?
-If you’re using china, who is delivering and picking it up?
-If you’re using china, who is responsible for placing it on the tables and repacking it?
- Who is providing and refilling drink dispensers?
- Who is providing cutlery/plates for dinner, cocktail hour and desserts?
- Are you using glassware or disposables for dinner?
-If you’re using glassware, who is supplying it?
-If you’re using glassware, who is bussing it?
-If you’re using glassware, have you checked with both catering and bartending to confirm you’ve ordered the correct amount for the reception? Glassware cannot be washed to be reused!
- Who is bringing ice for drinks provided by catering and by bartending?
-We have storage for 15 Twenty-pound bags. You can bring coolers if you need more ice.
- Are you providing coffee?
-Who is responsible for this area?
-Have you purchased disposable cups and supplies?
- Are your caterers bringing chafing dishes, warming ovens or Sternos to keep the food warm?
-Will they need electricity for warming ovens? - Are you serving Hors d’oeuvres? ________________________________ (initial to acknowledge)
–If you are serving alcohol you MUST have appetizers to serve. This can be chips and salsa, a cheese or veggie tray. Guests cannot drink on an empty stomach!
Bar & Beverages
Bartenders must be completely set-up an hour before your ceremony and must know how to set up kegs and change CO2. Check with your bar service to confirm.
We require the use of one of our preferred bartending services.
- Are you using kegs?
-If so, have you contacted bar service to make sure they are sending people who know how to set up kegs and change CO2?
-If your beer is a craft beer or does not use a standard coupling – you will need to bring the appropriate tap. Guinness, European beers, Dos XX all require additional couplings, please check with the liquor company before ordering to ensure they will have the coupling with your rental. Have kegs here as soon as possible to allow time for the foam to settle. - Is catering or bar bringing water AND tea? _______________________________ (initial to acknowledge)
-Not all guests drink alcohol and they will need something besides water to sip on through your reception. - Will the bar be open before or after the ceremony?
-We recommend that the bar opens after the ceremony so that nothing is postponed due to lines at the bar.
- Shots are not allowed due to safety reasons. Please inform wedding party (or that one uncle- you know who we’re talking about!).
- ALL ALCOHOL MUST BE IN BAR ONCE WEDDING BEGINS. Please inform bridal party that their alcohol will be in the bar for their consumption.
- No alcohol will be served to guests until security arrives.
- Are you having a champagne toast?
-If so, please ensure the flutes you provide are not the “pop together” plastic ones. They tend to crack and take a long time for you to assemble!
- Is the bar providing glassware or disposables?
-If you’re using glassware, please check with the bar on the appropriate amount for guests to use multiple glasses. Glassware is unable to be washed and reused.
Photographer:
1. You may want to discuss dress code. We have had a few photographers wear risqué or distracting clothing items (bright pink knitted hat…etc.) You may not care, but we would feel amiss if we didn’t let you know!
2. At times, photographers and videographers have completely blocked the view of wedding guests for the entire wedding. Please let them know your expectations.
Florists:
1. Please be aware that if it is windy, top-heavy floral décor can be blown over easily. Your florist will need to weight the vase to prevent this.
2. Please inform your florist if you want floral or greenery over the chapel doors that the doors still need to open and close.
3. Any light weight items can easily blow off the table, be sure that any light weight objects are secured or weighted down!
-This includes paper napkins, name cards, menus and table numbers!
4. LOOSE SILK PETALS ARE NOT ALLOWED ON THE PROPERTY. This completely voids your damage retainer.
Security:
1. Have you emailed Officer Tim ([email protected]) for security at your reception?
2. You will need security booked 30 minutes prior to your ceremony starting. Security will need to be booked through the end of your rental. If your bar opens prior to the ceremony, security is required 30 minutes before the bar opens.
3. Please let parents/planner know that if they need anything during the reception to let Security know and we will get it taken care of! Turning on heaters, fans or the fireplace are common questions we get asked during receptions and if we are out on the grounds- Security is the point person for the venue!
Gifts/Cards
We recommend having a designated person pick up your cards after the ceremony. The venue is not responsible for guarding this area.
Cake
- Are you having a traditional wedding cake?
- Who is responsible for cake cutting?
- Do you have your cake cutting and serving set?
- Who is providing plates and forks and napkins for desserts?
- Have you checked with your baker to see if you cake is an inside cake or an outside cake? This is very important with warmer weather.
Chapel & Ceremony:
- Does your DJ need a table at the chapel?
- Does your DJ know that wi-fi and cell signal don’t work at the chapel?
- Does your DJ know the chapel will be a separate setup from the reception?
- Are you planning on decorating the chapel doors?
-Be sure to let your florist know the doors must be able to open and shut after they’ve decorated!
-There are hooks at the top of the doors and on the doors for mounting decor. Please use the existing ones.
- Anything (including rose petals) left at the chapel needs to be picked up or there will be a cleanup charge deducted from your deposit. Using silk rose petals (or anything that is not immediately biodegradable) immediately voids the deposit in its entirety.
-You will want to assign someone to pick up chapel décor while there is still day light outside.
- Nothing can be inserted into the turf (ex: shepherd’s hooks). However, they can be inserted into the pathway leading up to the chapel.
- If the weather is projected to be warm outside, please provide water bottles at the chapel for guests.
- We strongly advise not dismissing guests down to the chapel until the wedding party is completely ready during the warmer months!
Tables & Reception:
- How many of our 60-inch round tables do you need?
- How many chairs at each table?
- Do you have a seating chart?
- Are you serving food inside the venue or outside on the deck?
- How many tables will caterer need?
- Where is dessert being served?
- Do you need a sweetheart table?
-What size?
-Where will it be placed?
8. Do you need a DJ table?
-Where will it be placed?
9. Do you have a Photo Booth?
-If so, where will it be located?
Would you like to rent Farmhouse Tables?
10. Any additional tables needed?
11.Do you a floor plan for the reception area?
We are happy to set the tables up for you in the way that works best if you don’t have a preference!
- Are you using candles?
-IF YOU ARE USING LIVE CANDLES THEY MUST BE IN A GLASS CONTAINER. Taper candles have to be in a glass hurricane with a bottom. Taper candles are notorious for tipping and cannot be free standing without the bottomed glass hurricane! If you are planning on tapers without lighting them, we require the wick to be completely trimmed. Sometimes guests are “helpful” and light them without knowing it isn’t allowed!
13. Are you placing anything on the Wooden Spools?
-Spools remain in place on either side of the stairs unless another arrangement has been made. Only Venue Staff may move them, so the deck is not damaged.
Linens:
- Have you ordered linens?
Please Note: If you purchase linens, you will need to have them professionally ironed. There isn’t time on wedding day to remove all the wrinkles!
- Who is responsible for placing the linens and removing them at the end of the night?
Fire Pits:
- Please remember – No smoking in the FIRE PITS – it is an extreme danger.
- If children are throwing sticks or leaves in the fire pits, they will be turned off.
- Are you doing S’Mores?
-If so, the top fire pit will be used for this.
Heaters:
- We provide propane heaters for the deck and you will need to supply the propane if you’d like to use them. If you don’t supply your own and the weather is below 40 degrees, we will supply the propane and remove the cost from your retainer.
- Please be mindful of hanging heaters if decorating the rafters on the deck. They get extremely hot and will melt or catch items on fire if anything is touching them!
Fireplace:
1. Would you like a fire in the fireplace?
If you would like a fire in the fireplace, bring a box of Duraflame logs and several bundles of wood. Security will light and keep the fire going for you!
Send Off:
1. What are you planning to use for send-off?
-We suggest rose petals (we recommend white!), EcoFetti (the only allowed brand. Other confetti that says it is biodegradable does not biodegrade overnight. Confetti brands other than EcoFetti brand are not allowed), bubbles, lavender, or glow sticks.
2. Loose containers of EcoFetti needs to be set up outside.
3. If you are planning on using Sparklers, they must be pre-approved. Sparklers are Burn-ban and weather dependent. If they are brought without prior approval the damage retainer is forfeited.
4. Remember– items not allowed: glitter, confetti, silly string, floating lanterns, balloons, small diamonds, faux rose petals- anything that will leave a mess or is environmentally harmful. Remember, anything brought in must be taken back out!
Breakdown & Clean Up (See attached Clean Up Sheet):
- Have you assigned someone to clean up any breakfast or lunch items from the morning or early afternoon?
We don’t provide housekeeping services during your event. - Who is in charge of break down & clean up after the wedding?
-Do they know they have this responsibility?
-Many times, family members have been surprised by this and wedding parties have left leaving everything to the couple.
-Have you confirmed with vendors how much time they need for break down?
–Clean Up most be completed by the end of your contracted hours unless arrangements have been made with the venue and fees have been paid. Be sure the final hour for break down is a long enough time for your DJ or Band to pack up all of their equipment!
Parking:
- Please ask your wedding party to park according to the directions on our parking sign at the beginning of the parking area. They will need to pull up underneath the parking lot lights.
- In order to facilitate your guests, we need the bridal parties cars and early guests to park according to the plan, if we need a car moved – who would you prefer we ask to oversee this?
- One hour before your wedding, a staff member will oversee parking vehicles.
- For weddings over 160 guests- we recommend a shuttle or encourage your guests to carpool. Over 180 guests will required you to pay $60 for an additional parking attendant.
- Will there be a shuttle or transportation?
-What times will it arrive and leave?
Golf Carts:
1. Remember- only venue employees are allowed to drive Golf Carts!
2. Do you have any guests who will need Golf Cart assistance?
-We will pick them up at the front door when they are ready to go to the Chapel.
Rentals:
- Do you have any items being delivered?
- You or your coordinator must be present to accept deliveries. We cannot accept responsibility for any deliveries.
2. Charges begin at $100 for rentals being delivered early or picked up late. We cannot take responsibility for inventorying the rentals. Please check before you leave that evening that all your rental numbers add up; we cannot be responsible for missing items.
Smoking
1. Absolutely no smoking inside the venue or on the upstairs deck. Please encourage smokers to use the smoking porch located near the bar area.
Boxes and Décor Items Storage:
1. Remember to let those assisting with setup (family/friends & vendors) know boxes may be stored in the bedroom off the groom’s room or in the blue setup room (if that room is not being used by your caterer).
2. All décor setup needs to be done an hour before wedding.
-Does florist, planner and/or decorator know this?
3. Please have those helping with setup/decorating take their trash items to the dumpster. All boxes in the trash must be broken down due to size of dumpster.
Extra Hours:
Your contract is for a specific amount of hours. You can add an hour in the morning if you are doing your rehearsal Day Of. If you need extra hours, they can be purchased 30 days prior to the day of the wedding!
**Tours Day Of AND Rehearsals Day-of: **
- Saturdays and Sundays are the only days some brides can tour our facilities. We try not to schedule ANY TOURS past 11:00 so you will not be disturbed past noon. If you are arriving before 12 noon, we may bring a future bride into the room for a quick peek.
- If the next day’s bride and groom are rehearsing the day of your wedding, we ask them to be done by 11:00 so that your florist can set up at the chapel.
- If someone is having their wedding the day after yours, they have the option of having their rehearsal before noon, so they will be gone. They will be instructed not to enter the wedding venue, as it is prepared for you.
Pets, Pet fees and Pet waivers:
Pets are required to be leashed or crated at ALL times. They cannot free roam in the venue, the suites or outdoors. Wedding days are full of new smells, loud sounds and it’s overwhelming to even the most beloved furry family members. To ensure the best experience for you and your pets on wedding day, we cannot make an exception for animals free-roaming either indoors or outdoors.
-Pet fees are due at the checklist and are non-refundable
-Pet waiver is due at the checklist
Communication with Venue:
We begin weekend weddings on Thursday and go through Sunday. During this time, we have limited phone and computer access because we are out on the property and not in the office. Please try to get all your questions answered before that time. If you need to contact us during that week, please send a text and an email with your name and wedding date. You will ABSOLUTELY be our first priority to answer. Nevertheless- the bride in the building will have our complete attention and it may be several hours or the next day before we can communicate with you.
Important to You!
Is there anything you would like us to be aware of that we do not know?
What’s your current address?
____________________________________________________________________________________________________
Vendor Information
Wedding Planner name & contact info:
Name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
Photographer name & contact info:
Name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
Videographer name & contact info:
Name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
Caterer name & contact info:
Name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
Staffing name & contact info:
Name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
Bartender name & contact info:
Name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
DJ or Band name & contact info:
Name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
Florist name & contact info:
Name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
Cake bakery name & contact info:
Name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
Linens company name & contact info:
Name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
Rental items company name & contact info:
Name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
Photo Booth name & contact info:
Name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
Car/transportation name & info:
Name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
Makeup/Hair name & info:
Name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
Other vendors name & contact info:
Name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
Other vendors name & contact info:
Name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
Other vendors name & contact info:
Name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
If you have any additional questions please, please, please call, text or email us!
Debi: 469-450-6211 & [email protected]
Alee: 817-223-2992 & [email protected]
