Client Resources & Tools

Layouts, Rain-backup Plans, General Measurements, & Table Information

General Rules, Helpful Advice, and Decor Guidelines

RULES, REQUIREMENTS, AND INFO

    PLEASE REVIEW THE FOLLOWING INFORMATION CAREFULLY. IT IS YOUR RESPONSIBILITY TO KNOW THIS INFORMATION.



  • WE DO NOT HAVE INTERNET OR GOOD CELL SERVICE. 


  • PLEASE LET US KNOW IN ADVANCE IF YOU PLAN TO BRING ANY SMALL APPLIANCES , ESP IF INTENDED TO HEAT FOOD. YOU WILL LIKELY TRIP THE BREAKERS AND CAUSE THE ELECTRICITY TO GO OFF. WE WILL NEED TO REVIEW THIS WITH YOU TO AVOID PROBLEMS.


  • CATERERS/FOOD PREPARATION: The client and/or caterer are required to comply with all laws and regulations, etc, including health laws and alcohol laws. Our kitchen is not meant for cooking. Make sure to bring water for mixing lemonades, teas, etc. Our tap water is not intended for drinking (you can wash dishes with it). *We are happy to provide up to 4 gallons of water if you request them at least a week in advance in writing/via email.


  • ALCOHOL: It is illegal to give, serve or sell alcoholic beverages to any person under age 21. You must comply with local, state, and federal regulations. 

 

  • NO FIREWORKS, CHINESE LANTERNS, OR OTHER HAZARDOUS ITEMS.  
    • Sparklers should be okay as long as you follow safety guidelines, including no sparklers under the pavilion or inside any building. They must remain outside at all times and be properly extinguished and disposed of (a bucket of sand is a good option for this). If any property is damaged (including our tables etc.) the cost will come out of your deposit.


  • TRASH REMOVAL: The caterer or client is responsible for the removal of all trash derived from the event immediately at the conclusion of the event. 
    • *There is a dumpster available near the venue for our clients to use. Please ask for more details. The green bins behind the bathroom are NOT to leave any trash in. 
    • *If interested, we can provide a clean-up and trash removal service for a reasonable price. Please contact us at least a month in advance of your event in writing/via email with specifics of what you’d like done and we’ll give you a price quote.


  • GENERAL CLEAN UP: All decor (brought by the client) and trash is to be removed from the property immediately after the event unless otherwise agreed upon. Any remaining décor or property left behind is subject to disposal and a cleaning fee may be deducted from the damage deposit. -This includes any décor (balloons, etc.) you put on signs leading to or on the property, and also includes kitchen and bathroom trash. 


  • SMOKING: Smoking areas should be designated if you expect smokers at your event. Any butts on the ground are to be disposed of after your event. If we have to do this, a cleaning fee may come out of your damage deposit. It is recommended that you have small buckets with sand for the butts to be put into. 
    • We have some small galvanized buckets with sand for this use, if you wish to use them.


  • MICROPHONES & SOUND SYSTEM: DO NOT TOUCH OUR SOUND SYSTEM IF WE HAVE NOT SHOWN YOU HOW TO USE IT. PLEASE SEE BELOW SECTION, at the bottom of this page, ENTIRELY DEVOTED TO INFO AND REQUIREMENTS ON OUR SOUND EQUIPMENT... IF YOU DO NOT FOLLOW THE REQUIREMENTS, YOU WILL NOT BE ABLE TO USE OUR SOUND EQUIPMENT...

DECOR GUIDELINES & GENERAL ADVICE

PLEASE REVIEW THE FOLLOWING INFORMATION CAREFULLY. IT IS YOUR RESPONSIBILITY TO KNOW THIS INFORMATION.


DECORATIONS: NO NAILING, STAPLING, TAPING, AND GLUING, ETC ANYTHING TO THE PAVILION OR ANY OTHER PART OF THE PROPERTY without prior permission (THIS INCLUDES: BUILDINGS, TABLES, WALLS, THE DOCK, ETC). Fishing string, rope, and wire are good alternatives for hanging your décor without leaving a permanent mark. If you have décor that may need staples, screws, or nails, we require you to contact us for permission in writing/via email in advance. Lit candles must be in holders where the holder/globe exceeds the height of the flame (excluding our tiki torches that are on premises).

  • NO FLOWER SEEDS OR BIRD SEEDis to be thrown on the property (they cause weeds/flowers in unwanted areas). Rice or coconut flakes are an acceptable substitute. (Rice does not hurt birds. It is an urban myth.) 
  • NO ARTIFICIAL FLOWER PETALS ARE TO BE THROWN DOWN THE AISLE (artificial flowers are fine to use in your decor) No fake flower petals or fake leaves etc. are to be thrown down the aisle or used as loose decorations anywhere (they may only be used if placed inside a container that they cannot blow out of). Fake petals blow all over the venue and take forever to clean up and take years to disintegrate.  
  •  No confetti or small loose paper items: No confetti is to be thrown unless it is made of biodegradable material and is thrown outside of the pavilion. (It causes a mess to clean up, just like those fake petals.)
  • NO LOOSE, LIGHTWEIGHT ITEMS ON TABLES. THEY WILL BLOW AWAY AND CAUSE A MESS. This includes: fake flower petals, pieces of paper, loose marbles, loose stones, un-weighted place cards or table numbers, confetti, glitter, and the like. Please ask beforehand if you need more specific details.
  • NO AISLE RUNNERS unless rented or purchased through us. We now ask our clients to acquire aisle runners through us at a reasonable cost, which includes the installment of the runner. *The reason for this is due to a number of aisle runners being put down incorrectly and blowing away before or during the ceremony (even after we’ve forewarned them of this). It takes specific supplies and a specific way of installing the runner for it to work correctly. 

***PLEASE KEEP IN MIND THAT THIS IS AN OUTDOOR VENUE, AND THEREFORE IT IS IMPORTANT TO CONSIDER THE ELEMENTS INVOLVED WHEN PICKING YOUR DÉCOR. THERE WILL BE WIND, THERE MAY BE RAIN, OR OTHER FACTORS THAT COULD AFFECT YOUR DECORATION CHOICES. 


  • TABLECLOTHS: **Table cloths are not included with your package unless you specifically request them to be added on (at an added charge).** We advise you to try to wait until the day of the wedding to put your cloths and décor on the tables (this depends greatly on the weather forecast). They may blow away or get wet or dirty if you put them on the day/night before. Your table cloths will likely blow around unless you have them weighted down (you will need weight on the four corners or on the middle and ends of the table if it is a windy day). There are a number of options for this. **If you have light/medium-weight table runners, we suggest using safety pins at the corner edges to secure them to your table cloths (underneath so that they’re hidden). Otherwise, they will likely blow all over the place and will need constant readjusting.


  • FLOWERS/CENTERPIECES: Please carefully consider the type of centerpiece you choose and what shape vase/container you decide on for your flowers. People underestimate the wind factor at our venue. Most containers will likely fall over with any wind unless weighted down or shorter/wider (we’ve seen huge 2 quart mason jars blow over if it’s a windy day. Short, stout centerpieces are more likely to stay stable). Tall, thin containers will definitely blow over unless correctly secured in some way (we’ve seen a number of wine bottle centerpieces blow over. One solution is hot gluing them to wood slabs or mirrors/wood boards or some other type of base [obviously, do not hot glue anything to our tables or tablecloths, as the replacement fee will come out of your damage deposit]). *Please do not plan to use our tap water for filling your vases on site, as it can sometimes look murky in a clear vase. Please bring additional water for this or let us know if you have any questions about this. We are happy to have up to 4 gallons of clear water down there for this purpose if you give us a week notice in writing/via email.  



  • ICE & WATER: Many people underestimate the amount of ice and water they need for their reception. Please discuss this in detail with your caterer. Some caterers will provide ice and even bring coolers with ice for you. Others will not. You will need to check and make sure about this. It will be a huge inconvenience and discomfort for your guests if you run out of ice or water and it will take someone approximately an hour to go to town and get more water (15 mins into town, 15 mins in the store, 15 mins back). Please be prepared.


  • APPROPRIATE SHOES: Please inform your guests that stilettos and high heels may not be a good choice for our venue (due to the outdoor nature and gravel and crushed rock that composes a majority of the grounds).


  • CAKE/CUPCAKES: **Please do not set your cake/cupcakes out too early in hot weather. Make sure your cake is not sitting in the sun. IT WILL MELT. (Depending what time of day it is, the sun comes in under the pavilion.) You can store the cake in the refrigerator or in an AC-ed area until closer to the cake-cutting time (make sure there is someone appointed to move the cake if necessary.) Please talk to your cake maker or caterer about these issues.
    • *People often forget that they need someone to cut the cake. Your caterer will probably not do this unless expressly asked to do so ahead of time and put in writing. There are a number of videos online to show you how properly cut a wedding cake (just search for “how to cut a wedding cake”). Also, some people have latex allergies, so if using gloves when cutting the cake you may want to get vinyl gloves (they sell them at Wal-Mart). You may need to purchase cake plates and forks for your cake. Please talk to your cake maker or caterer about these issues.


  • TIMELINE/ITINERARY: It cannot be stressed enough how important and helpful an itinerary or schedule can be for your wedding or event. It helps keep people on track and lets your bridal party and vendors know when certain events are happening and when they need to be where (for photos, for the DJ, etc). Your coordinator can help you with this or you can make one yourself based off of suggestions from people with experience (or by researching suggestions).  It is important that all your vendors have the same up-to-date schedule to follow. Some tips: Make sure to figure in "buffer time", which is a little extra time for certain things like hair and makeup. Also, make sure to set realistic timeframes. A lot of people underestimate the time it takes to get their hair and makeup done (usually at least 2 hours, depending on the size of the bridal party and number of stylists) or how long photos may take after the ceremony (usually an hour). Please make sure to check with your vendors and get suggestions from them.


  • SIDES: WE WILL NOT BE ABLE TO PUT THE PAVILION SIDES UP AT THE LAST MINUTE. We do not recommend them unless it is supposed to be very cold or severe winds/storms. The sides impede air flow and can cause it to become stagnant and hot inside the pavilion, so keep this in mind.


  • We want your day to go as smoothly as possible and are happy to answer any questions or offer advice. Please reach out to us with any concerns.

SOUND SYSTEM & MICROPHONES

*DO NOT TOUCH OUR SOUND SYSTEM IF WE HAVE NOT SHOWN YOU HOW TO USE IT


IF YOU WISH TO USE OUR MICROPHONES OR SOUND SYSTEM, WE REQUIRE WHOMEVER WILL BE IN CHARGE OF ACTUALLY OPERATING OUR SYSTEM AND OUR MICS DURING THE CEREMONY TO MEET WITH US.

*This means that you are responsible for arranging a specifically scheduled meeting time in advance of the wedding day (the meeting can take place on the wedding day if necessary (although NOT RECOMMENDED), but a specific time will need to be set up/arranged ahead of the wedding day. Almost every wedding ends up using our mics for the ceremony, so even if you plan to hire a professional DJ, you will probably need to make arrangements for either your DJ or whomever will be in charge of the mics to meet with us. IF YOU DO NOT ARRANGE THIS, YOU WILL NOT BE ABLE TO USE OUR MICS DURING THE CEREMONY OR AT ANY TIME. Unfortunately, there have been too many problems due to miscommunication and misunderstanding of how to correctly operate the system and mics, and therefore these new rules need to be put into place.

*If you do not have someone available to meet with us to operate our sound system or mics during the ceremony, we may be able to help you with this, but certain requirements will need to be met. Please ask us for more information. *


WE DO NOT HAVE INTERNET OR GOOD CELL SERVICE. YOU WILL NEED TO DOWNLOAD ANY MUSIC YOU WOULD LIKE TO PLAY (onto whatever device/cellphone/MP3 player/computer you intend to use) TO BE ABLE TO PLAY MUSIC ON OUR SYSTEM. WE DO NOT HAVE A CD PLAYER.


We STRONGLYencourage you to have your DJ come to rehearsal and meet with us (ahead of the wedding day if possible), especially if you will be using our system at all, to make sure there’s no confusion and no interference with our equipment and theirs’. This is one area we’ve seen have problems that are easily avoidable


*****If you do not do a full run-through with the music (and the actual device you plan to have playing the music) and the mics you plan to use at rehearsal in the actual place you plan to have the mics during the ceremony, you will VERY LIKELY have problems with the music or mics during the ceremony.

For example, you need to test the mics where the bride, groom and officiant will actually be standing during the ceremony (on the dock, etc). You need to test the sound of each and every mic you plan to use in the actual location you plan to use them. You need to check to be sure you have enough mics for your plans in advance of the wedding. if you plan to have any singers sing, then the singer needs to actually test the mic in the actual spot where they will be singing during the ceremony, and any people reading verses need to test the mic where they will actually be reading during the ceremony.  


A number of very experienced DJ’s have not done a run through/ not heeded our advice regarding our system/mics and then had problems during the ceremony with our mics because they did not do a run through or meet with us/contact us to go over our system & our mics to do a proper sound check. THIS WILL NO LONGER BE AN OPTION. They probably know a whole lot more about sound systems and DJ-ing in general than we do, but we know A LOT MORE ABOUT OUR VENUE AND THE PROBLEMS THAT HAVE OCCCURED IN THE PAST. WE ARE DOING THIS TO HELP YOU AVOID PROBLEMS. We want your guests to be able to hear you during the ceremony without the mics dropping signal or other avoidable problems.


****if your DJ or someone else is bringing other mics to use, please TEST THEM AHEAD OF THE WEDDING in the actual location in which they will be used (on the dock, etc). Also, keep in mind that more people will likely be there for the actual ceremony than at the rehearsal, so if using a wireless receiver, you will need to position it with this in mind (you will want a “clear line of sight” between the receiver and the dock, etc). Also, if you will be using more than one mic simultaneously, you will need to test multiple mics at the same time, in the same way they will be used during the ceremony.


**CELL PHONES AND OTHER CELLULAR DEVICES MIGHT INTERFERE WITH THE MICROPHONE SYSTEM (WIRELESS RECEIVER AND FREQUENCIES). IF YOU WANT TO AVOID THIS, WE SUGGEST (HAVING THE OFFICIANT OR DJ MAKE AN ANNOUNCEMENT VIA MICROPHONE BEFORE THE CEREMONY) ASKING YOUR GUESTS TO TURN OFF THEIR CELLULAR DEVICES OR PUT THEM IN “AIRPLANE MODE” DURING THE CEREMONY (THEY CAN TURN THEM BACK ON AFTER THE CEREMONY IS OVER). WE ALSO SUGGEST EXPLAINING WHY YOU ARE ASKING THEM TO TURN THEM OFF OR ONTO AIRPLANE MODE, AS MANY PEOPLE WILL LIKELY IGNORE THIS ANNOUNCEMENT UNLESS THEY UNDERSTAND WHY.



  •  Do not do “mic drops” with our microphones. 
  • Do not leave our microphones outside, as they can be damaged by rain/moisture.
  • IF OUR MICS OR MIC SYSTEM IS DAMAGED AS A RESULT OF YOU USING THEM, THE COST TO REPLACE THE MIC OR MIC SYSTEM WILL COME OUT OF YOUR DEPOSIT (PLUS ANYTHING ADDITIONAL). Depending on what mics we have at the time of your event, they can cost hundreds of dollars each to replace.
  • *DO NOT CHANGE ANY OF THE CORDS OR HOOKUPS AROUND ON OUR SYSTEM. THE COST TO HIRE SOMEONE TO COME OUT AND FIX IT WILL COME OUT OF YOUR DAMAGE DEPOSIT.


*OUR SOUND SYSTEM IS NOT MEANT TO BE USED AS A REPLACEMENT FOR A PROFESSIONAL DJ: Our sound system is intended as a courtesy/extra convenience to our clients, not as a replacement for a DJ. If you plan to use our sound system for your ceremony or reception music, or if you plan to use our mics (check with your DJ and make sure they have a receiver and mics that will reach out to the dock), please make sure you have made an appointment with us to review the system/microphones in detail. If you plan to do DIY music (aka not hire a professional) you will want to be very organized with your playlists and leave detailed instructions for whomever you put in charge of your music. 


If DIY-ing your ceremony or reception music:

  • YOU WILL NEED TO ARRANGE A MEETING WITH US AND THE ACTUAL PERSON WHO WILL BE OPERATING THE SYSTEM ON THE WEDDING DAY.
  • WE DO NOT HAVE INTERNET OR GOOD CELL SERVICE. YOU WILL NEED TO DOWNLOAD ANY MUSIC YOU WOULD LIKE TO PLAY ONTO WHATEVER DEVICE YOU PLAN TO USE (your cellphone/MP3 player/computer) TO BE ABLE TO PLAY MUSIC ON OUR SYSTEM.
  • You will need to disable whatever lock code is on the device with the music (aka a smartphone) in order for the person using it to be able to operate it. 
  • You will also need to have planned out many of the tasks that DJ’s commonly take care of for you: ceremony music (processional, recessional), announcement in to the reception, first dance(s) music, toasts, bouquet toss/garter toss, keeping the dancing/partying going, and any other announcements, etc. 

*Most professional DJ’s will bring their own equipment. If you have a DJ, you are welcome to give them our contact info and we will happily answer any questions they have (we advise doing this far in advance of the wedding).