Frequently Asked Questions
Rental Time, Timeline, And Access
How many hours are included in my rental, and how is that time used?
Wedding rentals include 10 total hours. This is typically structured as 4 hours for setup, 5 hours of event time, and 1 hour for cleanup. You will also have access to the bridal suite during your full rental window.
Can I add more venue hours if I need extra time?
Yes, additional hours can usually be added at an hourly rate, subject to availability on your date. If you already know you will want extra time for photos, a longer reception, or an extended send off, let our team know when you book so we can build that into your agreement.
When do vendors have access to the venue for setup and breakdown?
Vendors share the same 10 hour rental window that you do. Most couples schedule vendor arrival during the 4 hour setup block and then have them complete breakdown within the 1 hour cleanup block. If your vendor team needs additional time, extra hours can be added at a per hour rate.
Packages, DIY, And All Inclusive
What is the difference between the DIY package and the All Inclusive package?
With our DIY package you are responsible for hiring your own vendors. You are welcome to choose your own team, but your catering company must carry proper insurance, or you can choose to work with our in house chef so we can be sure your food is being handled safely and professionally. All bar service must run through Traditions Event Services.
Our All Inclusive wedding package is designed to cover almost everything for one set price. It includes the venue plus key wedding services, such as catering, DJ, flowers, cake, bartender, wedding planner or day of coordinator, photographer, tables and chairs, taxes, and gratuities, so you are not tracking a dozen separate contracts and invoices.
What kinds of vendors are included in the All Inclusive package?
For the All Inclusive option, we partner with trusted professionals who work at Hidden Barn regularly. Couples usually choose from a small group of vetted caterers, DJs, florists, photographers and bakers. This keeps the planning process simple and helps you avoid surprise fees, since the team already knows the property and how the wedding day flows.
Can I mix and match DIY and All Inclusive options?
Many couples choose our All Inclusive package for the big essentials, and then personalize details like stationery, signage, or specialty decor on their own. If you have a specific vendor you love, tell us during your tour and we can walk through how that fits with your chosen package and our venue policies.
Do you ever offer special promotions for the All Inclusive package?
From time to time we run limited time offers, such as decor upgrades through Crystal Event Rentals or beer and wine packages through Traditions Event Services when you book within a short window after your tour. Ask our team about any current promotions when you schedule a tour.
Planning, Coordination, And Support
Do you include a wedding planner or coordinator?
Yes, our day of coordinator is included with your package. They will reach out to you to schedule a one month walk through and will be on site for your full 10 hour rental. You can also book additional planning hours with them if you would like extra help leading up to the wedding.
What happens during the one month walk through?
The one month walk through is your chance to finalize the timeline and layout. You will review ceremony and reception locations, talk through decor placement, confirm your floor plan and final questions, and make sure everyone is on the same page for the big day.
Who is my main point of contact during planning and on the wedding day?
During planning you will work with our office team plus your coordinator. On the wedding day your coordinator is your primary contact, handling timeline, vendor arrivals, and communication with the venue so you and your family can focus on enjoying the day.
Catering, Food, And Bar
Can we choose our own caterer?
If you select our DIY package, you may choose your own catering company. The caterer must be insured, or you can hire our in-network catering so we can be sure all food is handled properly and meets venue requirements.
Do you offer in house catering?
If you are considering the All Inclusive package, in-network catering is included as part of that package.
How does bar service work at Hidden Barn?
All bar services must go through Traditions Event Services. You will provide the liquor and all ingredients for your bartender, and they will provide the bartending service along with the insurance needed to protect both the venue and your guests.
Can we bring our own alcohol?
You can purchase and provide your own alcohol, but the service must be run by Traditions Event Services. Outside bartenders or self serve bars are not permitted, since Traditions carries the necessary licensing and insurance for bar service on the property.
Decor, Setup, And Restrictions
Are there any decor items that are not allowed?
Yes, for the protection of the property and to keep cleanup manageable, we do not permit confetti or glitter anywhere on site. These items are very difficult to remove from the grounds and structures and can cause additional fees if used.
Can we hang decor, drape fabric, or install large pieces?
Any decor that requires hanging, nailing, attaching to walls, beams, or structures, or that involves major installation must be approved by venue management ahead of time. This includes things like ceiling installations, large floral structures, or specialty backdrops that need to be secured.
Can I use candles or sparklers?
Open flame and sparkler policies may vary based on season and local fire regulations. Please ask our team for the current rules before you purchase candles, sparklers, or other specialty send off items so we can confirm what is allowed at the time of your wedding.
Weather, Backup Plans, And Spaces
What is the weather backup plan if it rains?
Hidden Barn offers several indoor and outdoor spaces for both ceremony and reception. This gives you flexible options and a solid rain backup plan. If the forecast changes, your coordinator will work with you to move the ceremony or parts of your event to covered or indoor areas so your day can still run smoothly.
Can we decide on ceremony and reception locations later, after booking?
Yes, many couples tour the property, hold a date, and then finalize which specific areas they will use a bit later in the planning process. Your one month walk through is when most couples lock in the exact locations and layouts, taking into account the season, guest count, and any decor plans.
Is the property usable after dark?
The venue is designed to be enjoyed both during the day and in the evening, with lighting throughout the event areas so your guests can safely move around after sunset. Your coordinator will help you plan your timeline so your ceremony and reception feel comfortable with the available lighting.
Booking, Payments, And Policies
How do I reserve my wedding date?
To secure your date, a non refundable deposit of $1000 dollars is required. This deposit is applied toward your total balance.
How is the payment schedule set up?
One hundred twenty days before your event date, 50 percent of your remaining balance is due. The final balance is due 30 days before the wedding.
What guest count are your standard packages built around?
Our standard packages are based on 100 guests for Friday, Saturday, and Sunday events. If you are planning a weekday wedding or have a significantly higher or lower guest count, reach out for custom pricing and recommendations.
Do you offer custom pricing for weekday or off peak dates?
Yes, weekday and certain off peak dates can often be priced differently than prime Fridays, Saturdays, and Sundays. For weekday events, contact us directly so we can create a custom quote based on your date, guest count, and whether you prefer DIY or All Inclusive.
What happens if we need to change our date or cancel?
Because your deposit is non refundable and your date is held exclusively for you, changes to your date or cancellation may be subject to additional terms. If something unexpected happens, contact the venue as soon as possible so we can review your agreement and explain the options that are available at that time.
Working With Vendors And Out Of Town Guests
Can I bring in my own vendors for photography, DJ, or floral design?
For the DIY package, you may bring in your own vendors, as long as they meet our insurance and policy requirements and are approved by the venue. For the All Inclusive package, you will choose from our preferred vendor partners for the included services. If you have a particular vendor you love, ask our team how that can fit into your package.
Do vendors need to provide any specific documents to work at Hidden Barn?
Yes, all outside vendors must carry appropriate insurance and agree to our venue rules for setup, breakdown, and use of the property. Your coordinator can share current requirements and deadlines so you know exactly what to pass along to your vendor team.
Do you work with couples who are planning from out of town?
Many couples start their planning from a distance. Your coordinator and our office team can handle much of the communication by phone, email, or video calls, and we can walk you through how tours, planning, and final walk throughs work if you are not local.
