Planning Your Wedding

Venue Information and Planning Tips for The Gathering Barn

General

  • Venue hours

    • Friday & Saturday 9 am - 12 am

    • Sunday 10am - 10pm

  • We are a smoke free venue that includes vaping. Smoking is only allowed in our parking area. The bench in front of the venue has a smoking pillar.

  • We do not allow rice, bird seed, glitter, confetti, silly string, sparklers, fireworks or the use of straw or hay bales. Please make sure your family and others in your wedding party are aware of this.

  • Approved pets must be leashed, crated while unattended, and picked up after. Don’t forget leash, crates, food, bowls, bags, or litter boxes. Must be approved and listed on your event insurance.

  • No running water in The Gathering Barn. There is a pump on the end of the barn / grooms space.

  • Bathrooms are not located in the venue, and are located next to the bridal suite in a large silver trailer ADA compliant port-a-john available at the back of the bridal suite.

  • TIP - Mosquito spray – We spray the lawn before weddings for mosquitoes when necessary, but we ask that you bring 3 to 5 cans of mosquito spray along just in case there are a few flying around or you are near the woods with your photographer.

  • When backing trailers/cars up to the entrance please stay off of concrete as it is not load bearing. Thanks!

Rehearsal Day / Morning Setup

  • Don’t forget all plates, napkins, cups, silverware, straws, serving utensils required for rehearsal dinner, appetizers, desserts must be brought by the couple if not coordinated with the caterer.  

  • If you would like alcohol served at your rehearsal there is a $50/hr fee for a bartender, with a minimum of 2 hours. This will be a cash bar paid by the couple and does not count toward the wedding day minimums.

  • Day-of-Coordinator is available for rehearsal at a rate of $50/hr, if you feel you may need the extra help. 

  • Benches are set up by your family and friends the day of rehearsal or morning of wedding if no rehearsal.

  • 4 hour window for an additional $600 latest window allowed 3-7pm (additional time $100 per ½ hour cash or will be taken out of your security deposit if over 4 hour setup window)

  • Don’t forget food for the bridal party, day of the wedding breakfast, and lunch for bridesmaids and groomsmen.

Ceremony

  • Ceremony start time at 4pm. This allows your family time to check into the hotels and gives the perfect timetable for photos, cocktail hour and dinner.

  • If you are using the benches for your ceremony it is a good idea to discuss ahead of time how your wedding party will set the benches up. Some couples create a diagram for the groomsmen to position the benches on your wedding day or rehearsal night.

Reception

  • Decor

    • Tablecloths

      • Round tables are 60 inches (120 inches for floor-length tablecloths) and fit 8 people

      • Banquet tables 8 foot (90 x 156 inches for floor-length tablecloths) and fit 10 people

      • Tablecloths for banquets, DJ, appetizer, buffet line 2-4 tables

    • We have a flameless candle policy. Only battery operated candles may be used.

      • TIP - Bring double AA batteries just in case the candle batteries die. This will ensure they work for your whole evening as they are used for most weddings. 

    • Please make plans for the centerpieces/flowers following your event. Otherwise we can donate any remaining flowers to local assisted living and nursing homes. No loose petals, leaves or light weight centerpieces, they will blow over with the wind and fans in the barn.

    • TIP - An enclosed trailer or U-haul is helpful to hall decorations & gifts to and from the venue. 

  • Dining

    • Dinner onsite optional (Liquor packages available upon request)

    • The buffet line must be managed by the caterers as we do not have staffing to provide this service. This is NOT part of the coordinator services either. Please no catering drop offs without proper serving staff in place.

  • If you are planning on a slideshow, please put it on two USB memory sticks, one for each TV.  Please test these on a smart TV at home to make sure that they work. As a backup, it is also a good idea to bring a laptop with your slideshow. This must be in video format to be played on a TV. Apple computers sometimes have issues with formatting.

Additional Information

  • The Day-of-Coordinator must be requested. If you would like the coordinator service, please let us know - it is not automatically provided.

    Services Provided

    The coordinator will assist with end of the evening pickup. They will start packing your items around 9pm while you are dancing and celebrating with guests.

    If you do not hire the day-of-coordinator, please consider:

    • Assigning individuals to help you throughout your day. Possible tasks include:

      • Meeting your florist, DJ, photographer and caterer.

      • Handing out checks to settle any remaining bills.

      • Helping with spacing, timing, and coordinating the ceremony.

      • Refilling and stocking your appetizers, desserts and late-night snacks.

      • Clearing tables throughout the night to make evening clean-up easier.

      • Cleaning up ceremony space of trash, flower petals and decorations.

    • Designating several people to assist with pickup and loading of your items. All personal items at the venue must be picked up and loaded by 12:00 a.m. (midnight). This policy also applies to VENDORS.

      TIP: It is a good idea to make your helpers familiar with your personal decorations. At the end of the night, helpful friends and family may find it difficult to distinguish the difference between the venue’s decorations and what the couple has brought.

    • A tiny lock for the card barrel 

    • 3-5 cans of mosquito spray

    • 3 cans of sunscreen

    • A bathroom amenities basket for both bathrooms (Basket dimensions 6x12”) 

    • 6-8 big towels in case of rain to wipe the ceremony benches/chairs dry or for large spills

    • 3-5 umbrellas in case of rain to use to travel to the restroom or other barns

    • 3-6 rolls of paper towels to clean up quick spills

    • Ziplock bags, cling wrap, aluminum foil, containers for your leftover food or cake

    • Serving utensils for cutting and serving your cake, cookies, pies, or appetizers

    • Containers if you are having a snack area for your appetizers, chips, dips, etc. (3 big tins provided)

    • Cups and basic condiments are provided by the bar. If you are wanting something special you can provide it for the bar to use.

    • Napkins, silverware, plates, bowls & containers for serving late night food, appetizers & desserts.

    • Scissors, safety pins, tape, twine or string for your set up.

    • If you are using the S’mores Bar, you will need to bring wood skewer sticks, marshmallows, graham crackers & chocolate (Ex: Hershey's, Reese's Peanut Butter Cups, Ghirardelli Squares) 

    • Tip money: You may need to/like to tip your vendors (hairdresser, makeup artist, DJ, caterer, photographer, bartenders, coordinator, officiant, late night food delivery, etc.). Remind your wedding party to bring cash and change for their hair and makeup too!

    • Mail in your marriage license. 

    • Make sure to square up with any vendors you may have forgotten.

    • All said and done, make sure to write reviews for all your vendors as this is the way we all continue to grow and support our businesses.