Q. How does booking work?
Dates are reserved on a first-come, first-serve basis. Tentative holds are allowed for a 72 hour period for time to review the contract. Once the 72 hour period has expired, the hold is released. To secure your event date, 1/3 of your anticipated total cost is due when you sign your contract.
You will be expected to pay a second 1/3 of your total cost four 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 except for the damage deposit.
Discussion of dates does not guarantee a reservation.
Q. Can I have both my ceremony and reception indoors?
A. Absolutely! However, weddings with an indoor ceremony AND reception will require at least a partial space flip after the ceremony. The outdoor porch and patio can be used for cocktail hour after the ceremony in order to accommodate the space flip. The second floor is also available for cocktail hour or lounging.
Q. Do you offer payment plans?
A. Yes, Heartwood Acres divides the total rental fee into 3 equal payments due on the following schedule: 33.3% at booking and the remaining equal installments at 120 and 30 days prior to the event.
Q. Are we responsible for tables, chairs, linens, silverware or plates?
A. Chairs, tables and linens 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 silverware or plates. We do have additional items that can also be added to enhance the occasion, like bistro lights, decorations, sparklers, photo booth backdrops and more!
Q. Can I bring my dog(s)?
A. We LOVE dogs so much, however, for the safety of guests and wildlife, Heartwood Acres does NOT allow pets at large events.
Q. What are the restrictions on decor? What is the policy on candles?
A. We want you to be creative and transform the space into your dream event! With that in mind, Heartwood Acres allows the use of nails by approval, however, decorations may not be hung by staples or screws. The only adhesive material allowed on the walls, floors, or wood pillars is stage/drafting/painters’ tape or gaffers tape. All other decorations must be freestanding. Candles cannot be used inside any Heartwood Acres buildings. Confetti, ecofetti, rice, bird seed, and glitter are prohibited. No fireworks are permitted, unless pre-arranged in the contract. Please check with management for approval on what is to be used outside.
Q. Do you offer on-site wedding coordination? If so, what services are included and is there an additional charge for them? How much assistance can I get with the setup/décor?
A. A wedding coordinator is not included with the purchase of reception and/or ceremony and reception packages however Heartwood Acres offers day-of coordination packages as an add-on.
Q. Can we rehearse at Heartwood Acres?
A. Yes, the rental fee includes a 1 hour rehearsal time. Rehearsal times are based on venue availability. If an event is booked the evening before your rental, the booked event will take precedence and your rehearsal time will be rescheduled for the morning of your event or an alternate day of the week, per your preference. Your rehearsal day/time will be confirmed 30 days prior to your event.
Q. Is there somewhere for the groomsmen and bridesmaids to get ready?
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. Once the event begins, all belongings must be inside the private room/bathroom.
Grooms have a separate private lounge just a few short steps away from the barn.
Q. Are there extras charges for cleanup or are the expectations for us to handle clean up on our own?
A. Set up and take down of floors/tables/chairs are included in the price. However, all items brought by you, your vendors, or your guests are to be removed from the indoor space by the end of your rental period. The kitchen and bar should be free of food and beverages and wiped down. All trash is to be in trash bags prior to leaving the venue.
Q. Can I hire my own vendors (caterer, coordinator, DJ, etc.), or must I select from a preferred vendor list? If I can bring my own, do you have a list of recommended vendors?
A. This is YOUR event, so we want you to utilize the vendors you like! With that said, we can provide a preferred vendor list of the vendors we know, love and trust to provide top notch services.
Q. What is parking like? Do you offer valet parking? Is it complimentary?
A. We have two complimentary, self-park lots, and can provide a parking attendant upon request. Ample parking for up to 100 vehicles.
Q. Do you have lighting for outdoor events?
A. We offer bistro lighting in our courtyard that provides a romantic glow for an after-dark or twilight wedding ceremony or an after-dark cocktail hour. We also have permanent porch lights.
Q. Is your venue 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. Does your venue provide alcohol?
A. Alcohol is not provided or served by Heartwood Acres. Caterers or a bartending service will take the responsibility and liability of alcohol service. Bartending services must provide proof of insurance policy.
Q. Do I meet with someone prior to the event?
A. For weddings and other events, two meetings will be scheduled and those will take place approximately 90 days prior and 9 days prior to the event date. At the 90-day meeting, we can discuss your details, vendors, and work out the general plan. Nine days prior to the event, you are expected to provide your final floor plan, final headcount, and final details.
Q. If planning an outdoor wedding ceremony and/or reception and rain may be an issue, when must I make a final decision?
A. A final decision must be made by 8am on the day of your event. Keep in mind that arrangements will need to be made for the staff to perform a space flip since there is not enough room to accommodate an all indoor event without relocating tables after the ceremony has finished.