p l a n n i n g p r o c e s s
Throughout the planning process, there will be a handful of benchmarks in which we will be in touch with you. Although we hope this packet is able to answer most of the questions that may pop into your head at night, we suggest keeping a running list of the “small” things so that we can address them in further depth at our check-in points! However, if something pressing comes up, please DO reach out.
6 MONTHS |
90 DAYS BEFORE |
45 DAYS BEFORE |
30 DAYS BEFORE |
3 WEEKS BEFORE |
P R O T I P:
Check-in & Make sure Event Insurance is purchased
The remaining Venue Rental Balance is Due
Schedule Final Walkthrough
Final Walkthrough:
• Go Over Reception Layout Options
• Day of Wedding Timeline is Due
• Final Head Count for Bar Package is Due
• Full Vendor List is Due
• Pre-Celebration Alcohol Requests are Due
• Decide on Rehearsal at Venue | Additional $350/hr
Final Invoice & Refundable Deposit & Bar Service Payments are Due
then your wedding day
t h e b a s i c s
T I M E L I N E
The most popular timeline for your rental is as follows:
9:30 am: Venue Access Begins for Decoration, Vendors, Hair & Makeup, etc.
Suggested Ceremony Times: 5:30 pm or earlier in Spring or Fall | 6:00 pm or later in Summer. (REMEMBER the bar opens 30min after your ceremony begins and closes 4 hours later)
10:00 pm: Last Call at the Bar | gives guests time to nurse their last drink and sober up before leaving after your send-off
10:30 pm: Guests Leave, Tear Down Begins
11:30 pm: Decor Tear Down & Vendor Clean Up is Complete
Additional hours can be arranged for $350/hour.
Y O U R H O S T
From the time you arrive, until your very last vendor leaves, a member of The Barn at Riverbend’s host team will be on-site. Their presence on the property means that someone will be able to let your vendors in at any point during the day, even if you are off-site taking pictures or traveling to another location for your ceremony.
Throughout the day, your host will be proactively making the venue look its best - maintaining the bathrooms, parking your guests, and calmly and efficiently handling any unexpected crises. Since we know how important it is for you to have someone who will help you stay on time, set up your decor, cue your bridal party down the aisle, deliver tips, manage your vendors, take down your decor and pack it up, Hannah with Bridal Path Wedding & Events and her team of planners will make your day peaceful and well coordinated!
S U I T E S
It is our joy to be able to provide a rustic groom’s cabin and cozy bridal suite for you and your favorite people! Once we have parked all of your guests we will bring your gifts and cards to the bridal suite where they will be secure behind a locked door.
In your Day Of Wedding schedule, build in at least a quick 5-10 minutes to disappear into one of the suites with only your love so that you can take a deep breath & share a sweet moment remembering what your wedding day is all about!
P A R K I N G
We are happy to have easy parking access available for your bridal party, parents, and grandparents in the upper parking lot by the barn!
However, we will ask that your uncles, aunts, dates of the bridal party, guests, etc. that will arrive later in the day, park in the guest parking in the lower lot. We will also have a parking attendant positioned near the entrance when guests arrive so they can help everyone park efficiently and point them in the right direction to your ceremony!
P R O T I P:
We highly recommend having two adult greeters at the ceremony entrance as your guests arrive. We find this enhances their experience when they are greeted by a familiar face. (Cousins are perfect for this job) It is also nice to have one greeter at the ceremony site instructing guests where to be seated.
Included in your rental is access to the following furniture:
10 - 8’ Wooden Farmhouse Tables
20 - 8’ Wooden Farmhouse Benches
10 - 60” Round Plastic Tables
98 - Wooden Crossback Chairs
1 - 48” Round Farmhouse Cake Table
5 - Wood & Iron Cocktail Tables
14 - Metal Barstools for Back Porch
H A N G I N G I T E M S & G L A S S F R A M E S
Due to unpredictable winds, we require all large glass frames to have wired back to hang on nails installed by the venue. Large glass frames can not be placed on an easel. We are more than happy to find the perfect spot for your large frames when you come for your final walkthrough.
You can use personalized foam boards, wooden signs, and glassless frames as a stunning solution. Small picture frames are permitted.
We also have a vintage glass window frame hanging near the bar that is perfect for your seating chart and easy for guests to spot. There are 4 panels in the window and each panel is 12” wide x 23.5” long.
f u r n i t u r e
1 - 32" Wooden Round Sweetheart Table
2 - White Sweetheart Chairs
1 - Wooden Triangle 8' Arbor
1 - Wooden Cross 8' Arbor
2 - Black Wooden Toddler Highchairs
3 - 6' White Plastic Foldable Catering Tables
2 - 24" Small Wooden Square Tables
1 - Vintage Wooden Table at Bar - 67” x 21” (not moveable)
L I N E N S
You have the option to purchase linens through your caterer or your Lead Planner will help you rent these from one of our preferred vendors.
Note: We believe our Farmhouse tables “speak for themselves” and do not need more than a simple runner. If you purchase linens on your own, we recommend 120” linens for our round tables so they reach the floor and have an elegant look.
G U E S T S P E R T A B L E
Our Wooden Farmhouse tables can seat up to 12 guests (snugly) with seating on each side and chairs on each end. Our 60” round plastic tables can seat up to 8 guests (9 if needed)
L A Y O U T
As the team who attends all weddings at The Barn, we are happy to help you brainstorm how to make the space work best for your guest count & reception ideas! At your 30-day meeting - when we have a really clear idea of your final guest count and other important factors, your Lead Planner will be able to help you come up with the reception layout that will work best for you.
T A B L E S & C H A I R S S E T U P
When your rental access begins, your tables and chairs will have been set up in accordance with your layout by The Barn at Riverbend team. At the end of the night, our team will be responsible for the breakdown of the tables and chairs as well. We are not responsible for any items or decor brought in. They are to be removed by the designated person you assign - usually your planner.
A D D I T I O N A L T A B L E S & C H A I R S
If you need or want additional furniture beyond what we provide, you will be responsible for arranging any rentals. Please note when booking any rentals, that items will need to be picked up the day after your wedding (unless there is a wedding the following day).
d e c o r
R E N T A L S
If you are having any rental items delivered to The Barn at Riverbend, please note that they must be removed the day after the wedding. You will want to communicate this with your rental vendor at the time of booking. Unless you purchase additional venue rental time, items must be delivered the day of your event and picked up the next day by 12 pm.
F L O W E R S
Flower girl petals must be real, not faux. Feel free to pop by your local grocery store and purchase a dozen roses and use the petals from those for your flower girl petals.
D E C O R T E A R D O W N
At the end of the reception, it is expected that the designated person you have assigned - usually your planner - will teardown and remove all decor items, rentals, and personal belongings that were brought into the space by 11:30 pm.
O P E N F L A M E
We love the ambiance that a candle can bring, however, all candles must be “enclosed” flames. No matter the height of your candle, it will need to have a hurricane cylinder that covers the top of the flame. If you’re concerned if your candles will be acceptable, please ask!
P R O T I P:
Due to unpredictable breezes at the CEREMONY SITE, we DO NOT recommend glass or open flames - unless they are in a stable cylinder like a lantern, etc. LED candles are a great alternative that will still give a romantic ambiance during your ceremony.
P R O T I P:
Double and triple-check that bussing is included in your contract with your caterer. In some cases, a caterer may consider bussing to be an additional service.
d r i n k s
C A T E R I N G
H E L P F U L I N F O
1954 CHEVY FLAT-BED TRUCK
We have a hunter green retro flat bed truck that you can have parked along the grass path to the ceremony site where you can have your guests greeted by your two adult greeters, drop off their gifts & cards, and sign your guest book. We will then bring all your cards & gifts to your keypad-locked bridal suite and bring your guest book to the bar area to be signed by guests who missed it during cocktail hour.
PLEASE make sure all of your guests know to dress appropriately for the weather. They will be walking on various outdoor surfaces (grass, mulch, gravel) and will be sitting outside for the ceremony and reception.
G O L F C A R T
We care about your guests, so we provide a staff person during parking to provide rides on our 6-passenger golf cart to guests who need assistance along the grass path to the ceremony site. We ask that any guests in wheelchairs park in the upper lot near the Barn and use our gravel path to access the ceremony site.
H I D D E N G E M S F O R P H O T O S
Our entire property is filled with beautiful locations for photos, but we have a few hidden gems that we don't want you to miss. - But regardless of where you take your photos, they will be STUNNING!
We have a mowed path to our river that has a small walking bridge to stand on for a stunning couple’s shot.
The pond that is seen as you enter the property has a dock that is a gorgeous place for first looks and sunset photos.
Yes, the signs say "trespassers will be composted", but you and your love are WELCOME inside the fenced property of our owners to take photos in front of the garden house, front yard, or the garden.
Finally, along the grass path leading up to the ceremony is a great location for bridal party shots and along the driveway with the stringed light fence.
F I R S T D A N C E S
Though we require all group dances to be done on the dance floor located inside the air-conditioned barn with the double glass doors closed, we encourage all the first dances to take place in the center of the Veranda or on the Bar Patio under the stringed lights and starry sky!
D I S T A N C E T O C E R E M O N Y H I L L S I D E
There are 42 steps from the start of the bridal path (up by the bar) to the big stone at the top of the ceremony site stairs.
There are 35 steps from the top of the ceremony seating area to the bottom of the ceremony platform. (This is at a normal walking stride)
Please know that our professional DJ service will have your processional song on a loop and it does not need to be timed out perfectly as it will seamlessly continue to play for you as you enter for your processional to your love!
C A T E R I N G S P A C E
When speaking with your caterer, it is a good idea to mention that we have a 350 sq. ft. prep kitchen for them to work out of. It is not a full-service kitchen. Their amenities include a microwave, gas range/oven, water access, and stainless steel tables for prep.
C A T E R I N G T A B L E S
When planning how your food will be served (buffet, stations, table service, etc.) think about the additional tables you may need to accommodate your catering plans! We recommend asking your caterer if they are happy to bring their own tables and linens. Best case scenario: they say yes! We have 4- 6 foot tables they can use.
P R E - C E L E B R A T I O N D R I N K S
At our 30-day meeting, you have the option to add our pre-celebratory drinks that are complimentary with any bar package you purchase. Should you and your bridesmaids want to share mimosas in the morning, or the groomsmen wish to relax with a variety of beers, we are happy to help arrange that. As a gentle reminder, legally, all alcohol on the property must be provided by and accounted for by us. So tell the bridal party that we’ve got it covered! Any outside alcohol will be confiscated and can be picked up at the end of the night at the bar.
“ S O F T ” D R I N K S
If you are opting to provide alcohol for your guests, your Bar Service package will cover ice, soda, and your chosen alcohol at the bar. Other soft drink options - such as iced tea, coffee, lemonade, etc. - should be arranged with your caterer.
W A T E R
Our bar staff will be happy to fill and maintain two clear dispensers at the bar so that guests can self-serve their own water throughout the night. If you’d like for your guests to have water service at their tables, please arrange that with your caterer.
C U P S & G L A S S W A R E
To be dance floor friendly, we do not use “glass” glassware. (Nothing kills a dance floor more quickly than broken glass!) All wine, soda, and water served from the bar will be served in sturdy clear plastic tumbler cups. If you would like to have glasses, then you will need to arrange that with a rental company and/or with your caterer. You will be required to purchase an additional bartender for $175 to buss the glassware for the bar through us OR get additional bussing staff through your caterer to bus all glassware.
C H A M P A G N E T O A S T
Champagne is not included in any of our bar packages, but if you are wanting a champagne toast for your bridal party and/or all your guests, you are welcome to add this at your 30 day walkthrough. We will give you a quote for how much we charge per bottle. Each bottle serves 6-8 guests in our clear plastic tumblers. You will need to provide champagne flutes if you desire these for the Bride & Groom, head table or entire guest count. The pre-poured drinks will be picked up at the bar by your guests.
B A R T E N D E R S G R A T U I T Y
In addition to your bar service, you will be responsible for bartender gratuity which is $150 minimum per bartender. The number of bartenders at your event will be determined by your guest count and bar package - it will be one bartender per every 95 guests. You may choose to pay your bartender gratuity up front or allow them to put out a tip jar to help cover the expense. If the tip jar comes up “short” of the minimum, we will take the difference out of your damage deposit.
m u s i c
The Barn at Riverbend’s state-of-the-art sound and lighting services are provided by our exclusive DJ, Platinum KC. They are true experts in their field, and we are thrilled to be in a partnership with a company that upholds the same standards of hospitality and excellence. Here is a brief overview of how you can expect your relationship with them to begin. . .
After you have signed your contract and put down your deposit with us, we will send your contact information and event date to Platinum KC. Once they have received your contact, you will be contacted by Missy and she will help you decide what services will work best for you!
Although Platinum KC is our exclusive DJ - you will sign a separate contract with them, and pay them directly for any DJ services.
L I V E M U S I C
If you are interested in having live music at your ceremony or reception, please discuss your idea with us before booking or signing any contracts! There are some local noise ordinance details that we’d love to talk through with you before you commit to a vendor. If you do have any live music, musicians will be required to provide their own sound equipment - they will not be allowed to use our installed equipment. Please keep in mind that we can not have any large bands with drums, bass, or trumpets at our venue. Although, a small ensemble of stringed interments, piano, and vocals is welcome. Though you may hire a small ensemble, we still require you to work with a sound technician/DJ through Platinum to assist the musicians and play music while the musicians break or end their session.
P R O T I P: