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Winter Wood Farm

 

Frequently Asked Questions

 

Q.   What is the venue’s capacity for guests

Our venue can accommodate up to 200 people comfortably with room for a dance floor.

Q.   Can I come and take a tour of the venue?

Yes! We offer tours on weekends by appointment only. We can also sometimes work out weekday or evening tours, as well. Just contact us and ask!

Q.    What is your pricing structure and what are your booking & payment policies?

You can find our package and pricing here. All open dates are on first come, first serve availability. We do not hold dates. Once you decide on your date and have confirmed with us that it is available,  we will send out a contract and invoice to secure your date.  You’ll be required to pay 1/3 of your total rental fee at the time you sign the contract. Another 1/3 will be due at the midway point before your date, and the final 1/3 payment is due 30 days prior to your event.

Q. How many table sand chairs are included with my package? 

We include up to 200 cross-back chairs inside, and up to 200 white wooden folding chairs for your ceremony outside. We have (25) 60″ round folding tables with white tablecloths, (8) 8′ Farm Tables, (1) 6′ Farm table, (25) 6′ rectangular banquet tables, 4 cocktail tables, (1 ) 48” square table, as well as several antique servers and large decor pieces  that are all included with your venue reservation at no extra cost.

We will provide setup for your tables and chairs (unless they are from an outside vendor) and we will remove the ceremony chairs during dinner.

Any additional labor required by Winter Wood Farm will incur extra charges.

Q.  What if it’s hot outside, or cold, or raining on the day of my event. 

Your comfort and the comfort of your guests is important to us.
Our barn is totally climate controlled so we can keep it cool in the summer and warm in the fall/winter.

If rain is called for, we will discuss options with you. We always recommend having a backup plan for rain or other inclement weather. Depending on your event plans and number of guests, we can help you come up with some solutions well ahead of time, so that we are not scrambling the day of your event.

Some of the most gorgeous sunsets we’ve seen often happen after a storm comes through. Sometimes just waiting a few hours to hold your ceremony if it’s raining can really pay off with a spectacular sunset. 

Q.   Do you have restrooms on site? 
A. Yes. We have clean , modern ladies and men’s rooms inside the barn.

Q.   What is your policy regarding alcohol?

A.  If you would like to serve alcohol at your event, you are welcome to do so and we can provide you with all the details of what type of permit and insurance you may need. Winter Wood Farm does not have a liquor license, and cannot provide or serve the alcohol for you.
Cash bars are not permitted, as we do not have a license to sell alcohol.
Additionally, your guests, families or bridal party are not permitted to bring their own alcohol on to the premises for consumption during your rental duration.
We take the alcohol policies at Winter Wood Farm very seriously, so if you need more information , please get in touch.

Q.  Are you open to working with vendors not on your preferred list?
Yes! We welcome working with different vendors. We do require that you provide us with their contact information once you make your vendor choices, as we would need documentation of insurance, licensing, etc from them well in advance of your event date.

Q.  Can my pet be a part of my event at Winter Wood Farm? 
In most cases, yes. We love animals, but we always need them to remain on a leash and it is the responsibility of the client to clean up after the pet. All pets must be attended at all times and cannot be left alone, even in a crate. We strongly encourage hiring a pet service to watch after and care for your pet.  If a staff member finds any leftover remnants the next day, a disposal fee of $250.00 will be retained from your security deposit.

Q.   What time should my event end? 
You would need to plan for your event to end no later than 10:30pm. If serving alcohol, you would need to cut off service one hour prior to your event’s end. Music will need to be off and guests would need to be off the grounds by 11pm.

Please remember that all packing up and cleaning must happen within the contracted hours.

Q. How does clean-up work at the venue?
Winter Wood Farm staff will monitor the trash and bathrooms throughout the event to ensure a pleasurable and stress-free time with us.
After the event, the client is responsible for all cleanup. You can find our clean-up checklist here.

In general, the venue should be left in exactly the same condition of cleanliness as it was when you arrived for your event.
Failure to clean up appropriately will result in the forfeiture of your security deposit.
Winter Wood farm is not responsible for the return of any rented items.

If you’d rather leave the clean up to someone else, we can recommend a cleaning service that you can hire to handle all the clean up for you.

Q.   Will there be any other events on the same day as mine?

No. We only schedule one event at a time, and we do not overlap any events. We believe that your special day should be exclusive to you and your guests.

Q. Do I need event insurance?

Yes, we require all clients to present us with proof of wedding insurance 30 days before your event either through an approved carrier. We can provide guidance if you need it – just ask! Event insurance cost ranges between $125-$450 depending upon what you get covered.

 Q.   Do my vendors need insurance, too? 

Yes, we require ALL vendors to provide a Certificate of Insurance, covering all days they will be on the premises, with Winter Wood Farm listed as a co-insured.  If you need more information on this, we can provide it.

 Q.   Where will my guests and vendors park?
We have onsite parking in the fiels above the barn for your guests and additional vendors. We do not provide parking attendants. 

Q.   How do rehearsals work at Winter Wood Farm if I book a single day package?
Rehearsals must be scheduled with Winter Wood Farm on Monday – Thursday, for 2 hours.
The night before your event may not always be available for rehearsal and a day of rehearsal may be required.
If you would like to guarantee the night before your wedding, you can reserve the day for an additional $1,000. This will provide you with full access the day before to decorate and prep for your rehearsal or wedding day.

Q.   Can we take bridal or engagement photos before our event?
Yes! We include one private complimentary 2-hour photo session with our packages. Due to hosting events most weekends, all photo sessions need to be scheduled in advance for a weekday or weeknight.

Q.  What is your policy on candles?
We prefer that you use flamless candles.
We will allow real floating candles in cylinder vases filled 2/3 full with water.
No flamed candles are allowed on any grassed area outside the barn.

Q.   Are our guests allowed to smoke or use e-cigs?

Yes, we have one designated area outside for your guests; however, we are a non-smoking facility inside, including e-cigs. Please make sure all guests are made aware of our designated area in the back of the venue. We provide a receptacle for guests to extinguish their cigarettes that must be used. It is the responsibility of the client to ensure their guests are adhering to Winter Wood Farm’s smoking policy.

Q.   Are we allowed to have sparklers?

Yes! For a sparkler exits must be in a designated area specified by Winter Wood Farm (typically in the gravel area out front)  All sparklers must be properly extinguished into a sand bucket.

Q.  What are your restrictions on decor and what can be used for a send-off? 
We do not allow fireworks, floating lanterns, silly string, playdoh, glitter, crystals, confetti, cornmeal, loose straw, white flower petals only (no colored petals or fake petals),  any type of balloons, sprinkles or any non-biodegradable products as decor that is thrown (by flower girls/boys) or for a send off.

We do not allow staples, nails, screws, or duct tape on walls or floors. If you have any other decorations you want to use and are unsure if they are welcome, please contact us for clarification.

We also do not remove the greenery on the overhead chandeliers. Other greenery  or flowers can be added to it by your florist, if desired.

Q. Does Winter Wood Farm have overnight accommodations?
Unfortunately, not at this time. We are happy to suggest our preferred hotels and places of lodging for your guests!

Q.   Will Uber or Lyft pick up or drop off our guests?

These services are not an available form of transportation in our area. Please arrange transportation for your guests or let them know to organize another method of travel. If you would like any vendor recommendations for car or bus services, please inquire further.

Q. Do you host other events besides weddings?

A.  We do! Our barn is a flexible space that could also be used for corporate events, anniversary & engagement parties, bridal & baby showers, family reunions and memorial services.
Please inquire further for more information!

Event insurance, alcohol, and security deposit policies apply to these events as well.

Please get in touch if you have additional questions. We'd love to hear from you!

info@winterwoodweddings.com

67 Winter Wood Lane
Sparta, NC 28675