W I N T E R W O O D F A R M
Securing Your Date
Booking a particular date is on a first-come, first served basis. If you would like to book Winter Wod Farm with a particular date in mind, we encourage you to reach out to us to check on availability and pricing as far in advance as possible. Saturdays in the spring and fall always get reserved first, but we are open all year!
We are currently booking up to a year in advance, although we may have earlier dates available, so please check with us!
If your date is open and you’d like to book it, we can hold it for a 7 day period, which would give you time to look over your contract and send in the deposit to secure your date.
Payment and Fees
Once you’ve chosen your date and package, we will send over an estimate for your reservation that will include the total cost and details of everything included.
After that, you’ll get a contract and invoice from us. You’ll have 7 days to review and sign your contract and submit it along with your 25% deposit.
We require a $500 security deposit for your event at that time, as well, which we will send in a separate invoice.
We accept payment by credit card which you can pay directly from the invoice. We also accept payment by a certified check which can be mailed in. Unfortunately, we do not accept personal checks.
Winter Wood Farm requires Event Liability Insurance to be in place for your event no later than 30 days prior to your event.
This is solely to protect you in the event that something happens during your event that caused damage or injury.
We require limits of 1,000,000 general liability & 2,000,000 aggregate (these are the baseline limits on all policies of this nature). The policy will need to cover all the days spanning your venue reservation. Depending on the number of guests you have, policies can run from $100-$175.
There are also other additions to the policy that can be added optionally at additional cost to cover postponements/cancellations, jewelry, wedding attire, etc.
You can choose to get your policy from your own insurance agent, or you can obtain one online at Event Helper. If preferred, Winter Wood Farm can also obtain this policy for you and add the cost to your final invoice. We don’t add any extra fees to do this, we just know it can be helpful for you to have one less thing to handle while planning your wedding 🙂
If you fail to get the insurance policy, we will obtain it for you and retain the cost from your security deposit.
Changes or Cancellations
Once you’ve secured your event date, should you need to make any changes to the date or any part of your package, please reach out to us immediately.
We can change your date at no charge, provided that we have another date available. If you want additions to your package we can accommodate that as well. We will send over an amendment to your contract and an invoice if there are any extra charges for package additions.
Please note that any changes would need to be made no later than 30 days prior to your event. After that time, we will be unable to make any changes to your contract or package.
Promotions and Discounts
Occasionally we may run a promotional offer on one of our packages.
We will typically offer those via our Wedding Wire page or on our Facebook page.
To be fair to everyone where pricing is concerned, we don’t offer special discounts (military, senior, AAA, etc).
Instead, we have affordable package options a varying price points that could give you more flexibility in your budget.
Event package deposits are non-refundable.
If you must cancel less than 30 days prior to your event, your entire package fee may also be forfeit.
Your security deposit is refundable after your event provided there is no damamge to the property and no additional or excessive clean up necessary.
Winter Wood Farm does not have and ABC license, and, therefore, cannot provide your alcohol. You are welcome to provide the alcohol for your event(s).
Winter Wood Farm requires that when you elect to bring your own, you are, additionally, responsible for any ingredients that go in the glass. Winter Wood Farm requires a licensed bartender is present. In many cases, your chosen caterer can provide a licensed bartender.
Your bridal party, family or guests are not permitted to bring in alcohol for private consumption.
North Carolina has a set of requirements as well. Generally, if you limit the alcohol to beer and wine, there are no requirements to obtain a State Permit.
However, a “Limited Special Occasion Permit” is required for fortified wine and spirituous (hard) liquor.
Information about the Limited Special Occasion Permit can be found here:
NC.gov Special Permits
Please note that there is a section at the bottom of page 2 of the permit application that requires Winter Wood Farm’s information and signature.
Winter Wood Farm can provide you with an application that has our information pre-filled.
You must provide Winter Wood Farm with a copy of the permit as you are subject to audit by the State. Winter Wood Farm, additionally, requires a complete understanding of what alcohol you plan to provide. Please submit a copy of your completed Limited Special Occasion Permit to Winter Wood Farm no later than 60 days prior to your event.
It can take some time to get the permit approved, so we recommend starting the process as soon as possible.
Winter Wood Farm requires you obtain “Event Insurance” through your personal insurance agent or online at Event Helper.
If ANY alcohol is to be served (not just limited to fortified wine/spiritous liquor), Host Alcohol liability must be added to your policy.
Cash bars are not permitted.
No one under 21 may consume alcohol under any circumstances.