Q. Can I use any vendors?

A. This is YOUR event, so we want you to utilize the vendors you like! If you need suggestions, we can provide a recommended vendor list of the vendors we know, love and trust to provide top notch services. But otherwise, we have no restrictions on vendors.

Q. Do you offer any equipment rentals? 

A. Here’s a list of our equipment inventory. Chairs and tables are included in some of our packages. (See “Pricing”) If these items are not already in the package you’re interested in, they can be added at an additional cost. We do not provide linens, plates or silverware. We do have additional items that can be added to enhance the occasion, like sparklers, a photo booth and more!

Q. What is the booking process like?

Reserved dates are first-come, first-served. Once a contract has been requested by the client and sent by Heartwood Acres, the client is guaranteed a hold on their date for 48 hours to sign the contract and arrange their down-payment to fully secure the date. If the contract remains unsigned and no payment has been initiated within those 48 hours, the date immediately becomes open to all clients again.

To secure your event date, 1/3 of your anticipated total cost is due when you sign your contract.

Your second 1/3 of the total cost is due three months prior to event date. Your final payment of the remaining balance is due one month prior to event, as well as a refundable damage deposit.

All payments are non-refundable.

Q. Do you have an in-house wedding coordinator? Are we required to use them? Do you require a planner or coordinator for each event?

A. We do have an in-house coordinator! You can read all about her HERE. You are absolutely not required to use our in-house coordination. All planners and coordinators are welcome! And we do not require our clients to have a planner or coordinator (though we highly recommend them!).

Q. Can your venue accommodate both an indoor ceremony and reception?

A. Absolutely! Most of our ceremonies take place outdoors, but we also have a beautiful indoor ceremony setup site. If the ceremony & reception are both taking place indoors, a full or partial flip might be necessary. Typically, we can accommodate up to 175 people for an inside ceremony.

In the event of rain, with both ceremony & reception indoors, clients have a few options. See the next question below.

Q. If it rains on wedding day and the outdoor courtyards aren’t accessible, what is the rain contingency?

A. Our indoor space is great as a rain contingency— Outdoor ceremonies of up to 175 can be accommodated indoors, and our beautiful window french doors still allow for that connection to nature. We can work with the client all the way up till the morning of wedding day to decide on the rain plans.

Here’s when a tent would be needed: If we are doing the ceremony AND reception indoors, and you would want a full flip of the space, you would need a tent, so that guests will have somewhere to go during cocktail hour while our staff flips the space to your reception. (No guests can be in the space while we flip, for safety and productivity-- it's quite chaotic behind-the-scenes!); Or, with a tent, some couples choose to have their ceremony in the tent, which can be very beautiful, & then guests exit the tent straight into the venue for cocktail hour & reception.

Here's the option that doesn't require a tent: We have a lot of clients who go this route b/c they don't want to pay for the tent contingency. Your reception tables would be more or less already set up during your ceremony. Your guests wouldn't actually be sitting at the dinner tables--- We usually set up the ceremony rows & the main aisle around the tables. So it's still a traditional ceremony seating arrangement...there are just decorated tables among the seats. There's a small amount of flipping we would do in order to transform the area in which the altar would have been during the ceremony, but it wouldn't require the venue to be vacant of guests. Here's a link to a gallery where this set-up was used. And here's another.

Q: Can we hang decor on the walls?

We want you to be creative and transform the space into your dream event! With that in mind, we allow nails (but no screws), upon venue owner approval. You may use masking tape or painters tape to hang decorations. If there’s a decorating idea you have in mind, we will find a way to make it work— just ask us if you have something specific in mind!

Q. Do you allow candles? How about fireworks? And confetti?

A. Candles may be used, safely. If Heartwood Acres staff or vendor sees there is an opportunity for danger, staff may extinguish candles at anytime without the consent of the client.

Fireworks are permitted, and we have a great open field for launching. Whoever is in charge of launching the fireworks must be experienced, and follow all safety guidelines, as client will assume all risk or damage or injuries associated with their event’s fireworks

We do allow confetti, however there is a $250 cleaning fee associated, so confetti plans must be pre-approved in writing by Heartwood Acres. Glitter, rice, and seeds are prohibited.

Q. Is your venue pet-friendly?

A. We LOVE dogs (and all other animals!) and welcome them in weddings! We’ll just need to discuss some details & give approval, but for the most part, dogs & other pets are certainly welcome!

Q. Will we have a chance to rehearse at the venue?

A. Each event booking is entitled to an optional one-hour rehearsal appointment prior to event day. This appointment is solely for rehearsal so that you and your team/party can have a smooth run of show on event day. Load in and set up of items/decor is not included in this rehearsal hour. The rehearsal can take place the night before if the venue is not otherwise booked. If the venue is unavailable the evening before, the rehearsal can take place on an alternate day/night that week. We can guarantee your rehearsal day/time one month prior to event day.

Q. Who handles clean-up at the end of the event? 

A. The only things the Renter is responsible for, in regard to clean-up, are: (1) Making sure all personal belongings are removed from the venue, and (2) Making sure all trash is in one of our trash cans (ie- beer cans, plates, etc). Other than that, Heartwood Acres handles all the clean-up!. 

Q. Does Heartwood Acres provide alcohol, and do I need a bartender?

A. We do not provide alcohol or bartending services. We do require that if alcohol is being served, it must be served by a bartender and CANNOT be self-serve. There are no restrictions on alcohol types.

Q. Do you have on-site parking?

A. Ample parking is available for any size event. Our main parking lot is directly adjacent to the venue. Overflow parking is available in multiple locations. Heartwood Acres puts up directional signs during events so guests can clearly see where to turn from the main road and where to park once they enter the driveway to the venue.

Q. Are there get-ready spaces available for the couples and their bridal parties?

A. Brides have access to the bridal suite on the second floor in the barn. It includes a private room and full bathroom. Brides can also utilize the entire upstairs loft of the barn for getting ready.

Grooms/Spouses have a separate private lounge just a few short steps away from the barn, complete with pool table, bar, TV, video games, guitars, and lots of comfy seating.

Q. Is your outdoor courtyard lighting permanent?

A. Yes! We have bistro lights strung in our cocktail hour courtyard, and the groom’s lounge outdoor area is also set up with bistro lighting.  We also have permanent porch lights. The fairy lights in the venue are also permanent.

Q. Can I visit the venue closer to my event date to nail down my final details and vision? 

A. Yes! Each booking is entitled to an optional visit where client can determine decor scenarios and the layout of the tables/chairs so that Heartwood Acres can perform the set-up.

Q. Is Heartwood Acres ADA accessible?

A. All reception and ceremonies are wheelchair accessible, along with the restrooms. The only area of the barn that is not ADA accessible is the upstairs loft.

Q. Do you have any decor items available? 

A. We have a random assortment of decor items that all clients are welcome to use at no charge. Click HERE to see the items available.

Q. If I book a date, is there a charge to change the date?

A. Date changes to an available date can be made free of charge within one month of signed contract date.
Date changes to an available date can be made after the first month, up to four months of signed contract date for a fee of $500.
Date changes to an available date can be made after the fourth month, up to eight months of signed contract date for a fee of $800.
Date changes to an available date can be made after the ninth month of signed contract date for a fee of $1000.

Q. Is a Heartwood Acres representative on-site during my event?

A. Yep! During the event, a staff member will be available for questions and to make sure all is running smoothly. Heartwood Acres’ full responsibility includes the following: staff will periodically check bathrooms and keep them stocked; staff will ensure trash cans/recycling bins are clean and emptied as needed throughout the event. Staff will also monitor the event to ensure laws and guidelines are intact.