Winter Wood Farm

 

Frequently Asked Questions

 

If you have additional questions that aren’t answered here, please use the form at the bottom of the page to reach out to us directly. 

General Information

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. How far in advance should we book our event at Winter Wood Farm?

Most couples book our venue 1-2 years in advance. We book on a first-come, first-served basis, so popular months can book up very early.

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. You can book a tour by clicking here

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

You can find our package information 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. Do you have restrooms on site and are they ADA compliant?

Yes. We have clean , modern ladies and men’s rooms inside the barn. Both restrooms include changing tables and private stalls.
They are ADA compliant, as is the rest of our venue. 

Planning Your Event

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. Are we required to use a wedding planner or coordinator?

No. We do not require you to use a wedding coordinator or wedding planner.
However we highly recommend them.
Wedding coordinators are worth their weight in gold and help to keep things on-schedule and stress-free during your event.

We have a coordinator who works exclusively with us and is available for hire. If you prefer to use someone of your own choosing, you are welcome to, as long as they have the required insurance as other vendors.

Q. How many tables and chairs are included with my package?

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

We also offer a large collection of linens included in your package, featuring a palette of lovely current/seasonal colors. A wider range of luxe linens, are available upon request to complement the design, perfect for your day.

We take care of all setup prior to your arrival at the venue for your tables and chairs (unless they are from an outside vendor) and we will remove the ceremony chairs from the patio.
You don’t have to lift a finger! 

Q. Can I have my ceremony rehearsal at Winter Wood Farm?

For single day events, rehearsals must be scheduled with Winter Wood Farm on Monday – Thursday, unless you’d prefer to have the rehearsal the morning of the event day.
If you would like to guarantee the Friday night before your wedding, you can reserve the day for an additional charge.

For weekend packages, Fridays are already included and can be used for rehearsals.

Q. Can a rehearsal dinner be hosted at the venue?

Yes.  We only require that rehears dinners are concluded by 9pm.

If a separate table/chair setup or separate linens are requested, we can accommodate that for an additional fee.  

Q. When can I access the venue before my event?

The time available to access the venue will vary depending on the package you choose. 

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 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, don’t worry! We will discuss options with you and will come up with a backup plan, but it’s always your decision as to how you want to handle your event during inclement weather.

Depending on your event plans and number of guests, we will help you come up with some solutions well ahead of time, so that no one is scrambling the day of your event, and things stay stress-free.

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

Q: What type of music is permitted?

Winter Wood is designed for everything from DJs to full dance bands. Amplified music is restricted to the inside spaces; however, wedding ceremonies can have speaker systems for voice and appropriate music accompaniments.

Q. What time should my event end?

Depending on the duration of your event rental, in general, you would need to plan for your event to end around 11pm. If serving alcohol, you would need to stop alcohol service one hour prior to your event’s end. 

Q. How does clean up work at the venue?

During the wedding & reception, Winter Wood Farm will ensure that bathrooms are tidy and paper products are replenished. Our team will clean up spills and remove trash when bins are full.

After the wedding is over, you will be responsible for some general cleaning, as well as packing up any decor and personal items that you bring in. Your caterer should be responsible for kitchen clean up before they leave. 

Winter Wood Farm will take care of the rest! 

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 or on the back patio)  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 during your ceremony (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 white draping or the greenery on the overhead chandeliers. Other greenery or flowers can be added to it by your florist, if desired.

Venue Details

Q. Do you host other events besides weddings?

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 note, we do not host teenage parties (graduations, quinceaneras, Sweet 16s, etc.)
Please inquire further for more information.

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

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. What is your policy on candles?

We prefer that you use flameless candles. 
We do not allow flamed pillar candles, flamed votive candles or flamed taper candles at all. 
No flamed candles are allowed on any grassed area outside the barn.
In some instances, we may allow real floating candles in cylinder vases filled 2/3 full with water, but we need to know well in advance if that is something you are interested in. 

Q. Can we take bridal or engagement photos before our event?

Yes! We include one private complimentary photo opportunity with our packages. Due to hosting events most weekends, all photo sessions need to be scheduled in advance for a weekday or weeknight.

Q. Are our guests allowed to smoke, vape 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/vaping. 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.
These rules also apply to cigar smoking by guests and members of the wedding party, and they must also smoke cigars in the designated area.

Food & Drink

Q. Are you open to working with vendors not on your 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. Do my vendors need insurance, too?

Yes, we require ALL vendors  who will be on site during your event 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.

If a vendor is just dropping items off (flowers, cake/desserts) and are not doing any kind of assembly or installation, we do not need a certificate of insurance from them.

Q. Does Winter Wood Farm provide catering and/or bartending services?

No, we do not. We have a list of great vendors that we can recommend. 

Q. Do you have a kitchen?

Yes!  We have a fully equipped kitchen on-site, unlike many venues. It has a large double cooler, commercial sink, dishwasher, standard stove & over, and a commercial ice maker. 

Our kitchen also has it’s own conveniently accessible entrance from outside, so your vendors do not have to come through the venue to get to the kitchen.

Q. Can we serve alcohol at our event and what are your policies regarding alcohol?

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. You would need to purchase all of your own alcohol for the reception and hire a professionally trained bartender to serve it. 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 personal alcohol on to the premises for private 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.

Transportation & Travel

Q. Where will my guests and vendors park?

We have onsite parking in the field above the barn for your guests and additional vendors. We do not provide parking attendants. 

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 shuttle van services, please inquire further.

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! There are many vacation rental homes in the area and some hotels within a short distance.

Q. What is the closest airport?

The closest airports are Piedmont Triad International Airport (PTI) &  Charlotte Douglas International Airport (CLT) both are about 2 hours away by car.

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

in**@wi****************.com

67 Winter Wood Lane
Sparta, NC 28675