Wedding FAQs

How do I check available dates?

We spend a lot of time working on the farm, please leave a message if we don’t answer.  We’ll get right back to you.  Please contact us by email (Sissi@VintageOaksFarm.com) or phone (888-543-3487) to check availability.

 

What are the Rental Rates?

Rates are always subject to change however, once a contract is signed, your price is locked in at the current price. The only extra expense to you are optional amenities that you might select, i.e. We have a 1930 Model A for photo opportunities.

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Do we have exclusive Use of Vintage Oaks Farm?

We only host one wedding or event per day. Vintage Oaks Farm offers exclusive use of our facilities, including the event space (reception space, foyer, public restrooms, kitchen, bridal suite, groom’s quarters, covered porch, Pavilion, outdoor ceremony spaces and parking area for each event based on your designated period. You are welcome to use a combination of sites so that guests have ample room to enjoy all aspects of this beautiful farm, indoors and out!

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Where does the Ceremony take place?

Most wedding ceremonies take place outdoors in one of several locations on the farm. Each location can be customized to your liking. The ceremony may also take place indoors in our Event Center, Pavilion, or on the covered porch if you so choose.

 

What is the Maximum Guest Count?

For indoor seated receptions, Vintage Oaks Farm’s wedding packages are available to weddings with a maximum of 100 people.  For outdoor seated receptions we can accommodate up to 200 guests by using our outdoor pavilion or any outside area that appeals to you. Guest counts include the bride, groom and bridal party. Increases in the guest count must be provided to Vintage Oaks Farm two weeks prior to the event.

 

How long do we have Property Access for?

Vintage Oaks Farm allows for a 12 hour rental period the day of your event. Your contract will specify an “in-time” and an “out-time.” Additional hours are sometimes available for purchase in advance at $200 per hour, based on availability. Events times must start no earlier than 9:00 AM and end no later than 12:00 PM. All persons involved with an event are required to clear the venue and property by the contract “out-time” to avoid overtime charges.

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Who does the Tear down and Cleanup of Facilities?

Vintage Oaks Farm’s packages include tear down of all event furnishings owned by Vintage Oaks Farm.  Outside vendors are required to tear down and remove their equipment. Clean up can be arranged to be done by Vintage Oaks Farm staff for a nominal fee so that you can enjoy every minute of your event. If you bring personal belongings to Vintage Oaks Farm, you are asked to take them at the end of your event. We cannot be responsible for any items left on the property beyond your specified rental period.

 

Day of Event

Vintage Oaks Farm’s staff will be on-site to make your guests feel welcome and comfortable, and to ensure that everything is according to our agreement. We will work with your vendors so that every aspect of your wedding runs smoothly. We welcome wedding coordinators and will be happy to assist them as much as possible with venue questions or needs.

 

Rehearsals

At your request, Vintage Oaks Farm will schedule a rehearsal based on availability of the facilities. Rehearsals are scheduled on the day before your event when possible.  We can also offer a Rehearsal Dinner space if needed.

 

Vendors

You have the freedom to choose your own vendors. A vendor information list will be required for all events using outside vendors at least 1 month prior to the event. Vintage Oaks Farm will have a list of preferred vendors for your convenience.  HERE

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Rain Plan for Outdoor Weddings

The entirety of Vintage Oaks Farm is at your disposal, If you so choose, you may move your ceremony inside the event center or pavilion, depending on your number of guests. This decision is solely yours and can be determined the day of the event.

 

Flowers and Decorations

Florist Services such as draping and event lighting must be provided by professionals, No nails, screws tape or adhesives may be used to hang decorations inside the event center or pavilion.  Please work with our staff to accommodate decorating efforts.

 

Use of Candles

All candles must be in glass containers to avoid fire hazards and damage to our property. You must allow Vintage Oaks Farm to approve the style in advance (for wax/fire security purposes only.)

 

Tables, Chairs and Linens

Vintage Oaks Farm staff will be on hand to help with loading in and out the essentials for your ceremony or reception. Chairs, tables and service tables and table linens should be reserved well in advance and may be delivered the day before your event providing the space is not being utilized. Vintage Oaks Farm staff will available onsite for any questions.

 

Parking and Access for Guests

Vintage Oaks Farm has ample, free self-parking for your guests in our private parking lot. Access to the parking lot is marked for easy identification by your guests. There is also a drop off location adjoining the event center for all handicapped guests.

  

Music and Dancing

Our event center has a stage with lighting, Amplified music must end by midnight on Friday, Saturday and 10:00 pm Sunday. 

 

Dispensing of Alcohol

Vintage Oaks Farm does not serve any alcohol, however as event host you may hire an approved bartending service and/or licensed bartender. All bar beverages must be served at all times by a licensed bartender with an up to date TABC Permit. Guests may not bring their own alcohol (BYOB) or serve themselves and cash bars are not permitted. All event hosts and bartenders must indemnify Vintage Oaks Farm from liability and responsibility associated with providing alcohol or they will not be permitted to serve at the event. Additionally, liquor liability insurance will be purchased for those hosting a bar.

 

Security [Optional]

One security guard is suggested per 150 guests. Security can be in place at the start of the event, and should remain on the premises until the facilities are cleared and the doors are locked.

 

Smoking Policy

Vintage Oaks Farm is a non-smoking facility. No smoking is allowed on the porches (or within 25 feet of any door), the reception areas or inside any part of the event center, barn, bridal suite, groom’s quarters, any indoor cabin or restrooms. Outdoor smoking areas will be designated to accommodate smokers. Damages to linens and furnishings resulting from cigarette or cigar burns will be deducted from your security deposit equal to the full cost of the damaged item.

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Deposit and Payment Policy

A security deposit with a signed contract is required to reserve your date at Vintage Oaks Farm. This security deposit is non-refundable for any reason, it is used to secure your date and can be applied to your final venue cost.. A damage deposit of $1000.00 is refundable 2 weeks after the wedding has been held once property has been inspected for any potential damage from the wedding. The damage deposit will be added to the package price. Payments must be made once a month until sixty (60) days prior to the event. Payments may be made in cash, check or credit card. A service fee of $50 will be charged for all returned checks.

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Cancellation and Refund Policy

All cancellations must be executed by phone call first and then followed by written notice before any refunds are considered. The $1,200.00 Security Deposit is Non-Refundable for any reason.

 

Event Insurance

All events at Vintage Oaks Farm are required to have one-day event liability insurance. In the case that alcohol is served, Bartender must be licensed by the TABC licensed bar tender These policies will be purchased by the client, in the clients name with Vintage Oaks Farm named as additional insured party.

  

Discounts Offered

Active Military Discount – We appreciate your service and provide a hefty 20% discount for all Active Military. Must provide ACTIVE Military I.D.