WH) Frequently Asked Questions (Faqs

(WH) Frequently Asked Questions (FAQs)

What are WH rental rates?

In 2017 and 2018, our Saturday rental rateduring peak season (May-November) is $4500/day. Fridays and Sundays are $3750/day. Concessions will be made for hosts/hostesses requesting to book two or three days in one weekend.

We also offer hourly rates on the weekdays and lower rates during off-peak season.WH rents for $250/hour with a three hour minimum.

If we book a Saturday, can you guarantee a Friday ceremony rehearsal?

Unfortunately, we cannot guarantee a rehearsal on any specific date without a commitment to rent the facility due to the possibility of hosting multiple events in one weekend. Please communicate your wishes with us and we will do our best to accommodate your rehearsal.

What does the rental rate include?

The rental rate for WH includes 240 of our Chiavari chairs and cushions, an assortment of 37 round and rectangular Lifetime Tables, 16 pub tables, two barns, parking, deluxe restrooms, and use of the farm ground for ceremony, pictures, and gatherings.

Is the farmhouse included in the rental rate?

Our historic farmhouse is currently undergoing a much-needed facelift and will be unavailable for rental in the 2017/2018 wedding seasons.

What is the down payment?

We require a retainer to hold a wedding and event date. The retainer is $2000. $500 of the retainer will be used as a security deposit and is refundable after the wedding if the farm, barn, and furniture are clean and free of damage.If necessary, the $500 will be used to pay for any cleaning fees or damage after the wedding. The $500, or $500 minus damage expenses, will be refunded to you within one month of the wedding date.

If we rent from WH, during what hours will the farm be at our disposal?

The rental hours arefrom 10:00 a.m. to 11:00 p.m. on Friday and Saturday and from 10:00 a.m. to 8:00 p.m. Sunday through Thursday.The end time annotates when guests must depart. Individuals from the party who are present to clean the facility are allowable for two extra hours after the end of each rental to ensure the barn and farm ground is prepared for inspection.

What if we decide to cancel our reservation?
Retainers are non-refundable.In the event that the date must be moved, the deposit may be transferred to a new date, if a date opens up that is acceptable to both parties.

Can we bring in additional lighting?
We believe that our wedding barn is magnificent with the Restoration Hardware chandelier, festoon lighting, and strategic up-lighting, but we understand that guests may wish to add some personallighting touches. We would love for you to add any lighting you would like;however,all lighting additions need to be approved by WH staff to ensure the safety of guests and the facility. All lights must be removed by the client (or their vendor) at the end of the event unless otherwise arranged with the owners.

May we light candles?

In order to protect our 150 year-old barns, fireworks, sparklers, or open fire-based décor such as candles or oil lamps are prohibited in the barns. Enclosed fire décor, such as lanterns, are allowable. All candles must be contained in glass such as lanterns or votive holders. All décor that includes a flame must be pre-approved by the owner prior to the event.

Are fireworks allowed outside?

Fireworks are allowed; however, we would just like to verify that the current enviromental fire rating is at an acceptable level as well as request that fireworks be set off on one of the hills away from the barns and home.

What decorations are allowable for flower girls to toss, for guests to throw at recessionals, and for table decorations?

For the safety of our livestock, we do not allow confetti, glitter, or syntheticflower petals scattered on tables, floors or grounds. Natural flower petals, bubbles, live butterflies, or birdseed are awesome (allowable) alternatives for the big day!

What if our guests misplace something during the wedding?

We understand that weddings can be a beautiful, chaotic mess! While WH will not be held responsible for lost or stolen items, if we find something, we will keep it safe and contact the bride and groom (or their representative) about the misplaced item as soon as possible.

Does the wedding barn have a sound system?

While we plan to install a sound system in the future, we do not currently have one in our wedding barn. All sound equipment should be provided by WH guests or their vendors. Please make sure to discuss electrical requirements with your DJ or Band/Entertainment prior to the event. Per county ordnances, music must be slightly reduced at 10:00p.m. (or moved to only the interior of the barn) and must terminate by 11:00p.m. on Fridays and Saturdays and 8:00p.m. every other night of the week.

Do you have exclusive contracts for any vendors?

We do not have exclusive contracts for any of our vendors. We want your special day to be exactly what you want. If you need help finding a quality vendor, please check out our “preferred vendors” page on Caterers need to submit proof of liability insurance prior toserving any food.

Are we able to bring in tents?
Yes, you are able to bring in tents for catering or other purposes. All tents, however, must be approved by WH, and all utilities must be marked before tents are staked. If the guest count of your event is going to be over 300 people, you must notify WH at the time of booking the event in order to obtain special licensing.

Do you have a seating plan available for us to look at?

Yes, we have a seating plan available for your reference. Our facility can accommodate anything from an intimate affair to a fully-catered reception with dance floor.The barn can comfortably seat 240 guests with options to expand that number. The outdoor area around the barn can be used to further extend the reception and seating area depending on weather conditions.

Are we allowed to serve alcohol?
WH is not licensed to sell or serve alcoholic beverages. Guests are not permitted to serve their own alcohol—all alcoholic beverages must be served by a certified bartender who holds a license and must be in compliance with all laws and regulations established by appropriate governmental units (including no service to underage or intoxicated guests).The dispensing of alcoholic beverages must terminate at 10:30 p.m. on Friday and Saturday nights and 8:00p.m. every other night of the week.

Additionally, guests who do wish to have alcohol served at their event must obtain a one-day, $1,000,000 liability insurance policy with alcohol listed. Preferred insurance providers are listed on our preferred vendor page.

Are we allowed to interact with the livestock?

The wedding barn is part of a working farm and cattle company, and guests are not permitted in the pastures with the cattle. All cattle will be penned in a far field during all events, and guests are not permitted to climb into the pasture with the cattle.

Are service animals permitted on the property?

Yes, of course! Please let us know if there is anything we can do to accommodate the service animals while they are on our farm. Please ensure that they are on a leash or some kind of restraint the entire time, as we would hate to lose them at the farm.

Are non-service animals permitted on the property?

Yes animals are permitted on the farm, but guests must inform WH owners what animals will be on the property. Clean up from all animals is mandatory.Individuals bringing horses can park onsite with a truck/trailer. Proof of insurance is required for any riding/horse-drawn carriages brought onsite.

What should I wear as a guest to an event at Whippoorwill Hill?

Attire should be chosen based on the formality of the invitation you received. Some events are more casual than others. A large majority of WH charm is the outdoors, so please be mindful of the weather, and most importantly, wear good shoes.We would highly recommend not wearing stilettos. Wedges, flats, and boots work better on the multiple surfaces at the property. The outdoor spaces are grass, gravel, and pavers, while inside barns the floors are hardwood, concrete, and gravel.

What is the capacity of the barn?

The official capacity for the barn on the main level and loft is 300; however, we only supply 240 chairs.Larger groups may rent additional tables and chairs if necessary.

Do you have to use a certain caterer at the barn?

No. While we do not have a contract with any one caterer, we would be happy to provide a list of caterers that are familiar with our farm and have a good reputation in the area.

Do you have a catering kitchen?

We do not currently have a catering kitchen. We have outlets that the catering company may use for their equipment and plenty of areas where a caterer can set up. However, caterers will need to supply their own prep space and water. A tent space may need to be rented if needed for catering prep, and our team can assist in rental of a tent (ensuring that all utilities are marked prior to erecting the tent at location of guests choice).

Can I bring my own liquor?

No, all alcohol(to include beer and wine) for your event must be provided andserved by an organization which is fully insured and supplies their own liquor license. For a list of those vendors, please see our preferred vendor page.

Do you provide tables and chairs?

We provide tables and chairs for up to 240 guests. Reception seating is solid wooden Chiavari Chairs in a fruitwood color with a premium vinyl ivory seat cushion.Thirty of the Chiavari chairs are cocktail height and can be paired with the 16 cocktail tables we have in assorted shapes/sizes. We also have banquet (6') and round (60") tables.

Do we have to set up the tables and chairs?

No!Our set-up crew will arrange the tables and chairs per a customized layout that you provide or that we create for you. We will also take them down.There is an additional charge if all tables and chairs need to be removed from the building.

May we use the Chiavari chairs outdoors?

Unfortunately, no, we do not allow our Chiavari chairs to leave the wedding barn. However, we do offer hay bale seating if you would prefer a rustic ceremony.

Do you have hay (straw) bale seating available?

Yes, we can set up straw bale seating for your event. There is an additional cost of $4 per straw bale for procurement and set up (per your instructions) of the bales. Plan for two people to sit on each bale.

How early can we start setting up for our event?

The venue opens on the day of your rental at 10:00a.m.You may begin setup at 10:00a.m.

What are the added costs after the rental fees are paid?

After you have placed your reservation, we don't want any surprise costs.

• You are responsible to book and pay for your vendors to service and decorate your event.
• Our rentals include tables and chairs for up to 240 guests. Larger groups must rent additional tables and chairs and, subsequently, will have additional cost.
• There is a $500 damage deposit included with the initial deposit to hold your date which will be returned unless there is clean up or damage for which WH must account.
• If your wedding is in early spring or later fall, you may require heating, which will be an additional charge.
• If you elect to utilize the hay bale seating, that is an additional cost.

When can I come in for a tour?

We are a family-owned business, and all members of our family work outside of the farm Monday through Friday, 8:00a.m. to 5:00p.m. We are happy to meet prospective customers in the evenings or on weekends. If our guests are only available to look at the farm is during normal business hours, we can make arrangements, with one week’s notice, to meet at your desired time.

Can I do a photo shoot at WH?

Yes, you can do a photo shoot at WH. Our hourly rate is $150/hour with a three-hour minimum.

Does the barn have events during the week?

We are available for weekday rentals Monday through Thursday for $250/hour. Rentals may begin as early as 10:00 a.m.with the event and amplified music ending at 8:00 p.m. Some restrictions apply, for further questions on weekday or off-peak rentals, please contact WH.

Do you provide linens?

No, unfortunately we do not currently provide linens. However, if you need a linen provider, please visit our “preferred vendors” tab on our webpage for a list of preferred linen providers.

Do you have a projector and screen?

No, but you are welcome to bring a projector and screen into the barn.

Is there electricity?

Yes, and we have ample outlets for your use throughout the barn.

Is there running water?

Unfortunately, no, there is not currently running water at our wedding barn; however, our restroom trailers have running water for washing hands and flushing toilets. We recommend communicating with your caterer about WH having no water hook up. If you need to find a caterer that can supply water, please visit our “preferred vendors” tab on our webpage for a list of preferred caterers.

Is there enough parking onsite for my guests?

There should be plenty of parking for your event; we have 116 gravel parking spaces and 4 paved ADA compliant spaces. However, we do highly recommend utilizing shuttle services from hotels if possible. This is not just to minimize the number of cars parked, but also for safety if guests are consuming alcoholic beverages.

Does Uber work at your farm?

Yes! We are thrilled to report that Uber and multiple taxicab companies provide transportation to and from our farm.

Can we set up outdoor games?

Absolutely! Make yourself at home!Please ensure that no guests cross any fencing while at the farm.

Is there a sound system at the barn?

No. But please feel free to bring in your own speakers or visit our “preferred vendors” tab on our webpage for a list of preferred DJs or bands.

Is there a bathroom at the barn?

There are deluxe portable restrooms at the barn with stations for hand washing.

Do we need to rent a dance floor?

You do not need to rent a dance floor, but we do not have one available at the WH wedding barn. Feel free to dance on the barn floor or rent a dance floor to your liking.

Where would our ceremony take place?

Your ceremony can take place just about anywhere on the farm that you think would work best for you. We have had weddings on “Whippoorwill Hill”, a central hill on the farm, as it is close to the barn and provides epic views. There are options for ceremonies under a large tree, in the open field, or in front of the historic house. We have a great deal of open space from which to choose a ceremony location!

Do you have some kind of transportation for handicapped guests or guests that struggle walking on unsmooth terrain who want to participate in the wedding?

Yes, we have a John Deere Gator that is available to assist guests to and from areas of the farm. A WH employee will be on site to drive the Gator and there is an hourly rate of $100/hour for the Gator and driver.

Is there heating and air conditioning at the barn?

We do not have a heating and cooling system installed insidethe barn. We recommend renting portable temporary heaters in cooler temperatureoropening the 7 large sliding doors for ventilation in warmer temperatures—there is a lovely natural breeze through the barn when all doors are open.

Is there a place onsite to get ready?

Unfortunately, at this time there is no allocated area at the farm for brides and grooms to get ready. Previous weddings have set up small tents for groomsmen to hang out in before the ceremony or bridesmaids to congregate in and hide before the ceremony.

Can we leave items overnight?

Our policy is that everything must be removed at the end of the rental period, though we recognize that sometimes this can be difficult. Permission must be requested to leave items overnight. The barn and all other rental spaces must be completely cleared out. Anything remaining at the barn for future pick-up must be placed in one area of the barn and removed the following morning before 10:00 a.m. WH is not responsible for lost or stolen items.

When does everyone have to be off the property?

All guests must leave within half-an-hour of the event ending time. Staff, vendors, and all helpers must vacate two hours after the event ending time.

Can we leave cars in the parking lot overnight?

Yes, you may leave vehicles in the parking lot overnight.We want you and your guests to be safe. Vehicles left overnight must be picked up by 9:30 a.m. the following day.If cars are left beyond that time and pose a problem, they will be towed at the vehicleowner's expense.