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Booking & Holding a Date

 

Booking & Holding Your 2018 Date Requires

  • 50% deposit upon contract signing.
  • Signed contract and rental agreement.

Booking and holding dates over a year away can be made in 3 payments

  • 1/3 deposit upon contract signing.
  • Signed contract and rental agreement.

Remaining payment of balance is due 60 days prior to your wedding. 

Please Note: Due to the high volume of inquiries, Wedding Barn at Lakota’s Farm is NOT able to hold dates until couples actually book their wedding with a signed contract and deposit.

General Farm/Staff Guest Information

Kimberly & Alan Finney are the owners of Lakota’s Farm & Wedding Barn at Lakota’s Farm (WBLF). The farm grounds are also the home they share with the horses, dogs and cats. Kimberly’s office entrance is located on the north side of the house under the small covered porch. Farms are very busy places so we please ask that visits are scheduled by appointment.

Check-In/Checkout Time

Day of Full Package - No time limit on hair & makeup arrival. Celebration not to exceed 8 hours & must conclude by 10pm.

Single Day Package – No time limit on hair & makeup arrival. Celebration not to exceed 6-7 hours.

Capacity

WBLF accommodates 250 guests. Larger parties are required to supply a rented tent, extra tables and seating. It is understood by the renting party that WBLF rental includes the wedding barn, the bridal suite, the salon, the adjacent grounds described as the front lawn and front lower lawn, the deck, fire pit and parking lot. The main house, other barns and additional farm grounds are NOT included in this rental. A final head count is required three weeks before event, so that appropriate staffing may be scheduled.  

DJ

The band or DJ may setup in the cocktail lounge or upstairs in the main barn. Appropriate electrical outlets, seating, tables and lighting are provided.

Music

Amplified music is permitted outside the barn during cocktail hour and inside the barn until 10 pm. Acoustic music, at a low level, is allowed at the bonfire until 10 pm.

Neighbors

Our neighbors are important to us. We run events on our farm with our neighbors in mind and like to be respectful of the noise levels. This is the reason we ask for amplified music to be suspended by 10 pm.

We would also like to remind the guests of our farm that this is also our private farm and home. We ask that guests please respect this as such and do all they can to minimize the negative impact on the historical property. Please help us preserve the natural beauty of the barns and the farm.

Our Wedding Season

We host weddings from May through the first week in November. Contact us to see which weekends are still available.

On-Site Assistance

An onsite bridal coordinator is available for setup, rehearsal and on your wedding day. The day of your wedding, you will have your bridal coordinator and two dedicated staff members to help with your event. Specific staff duties for the duration of your wedding include: greeting guests, cleaning bathrooms, managing lights, golf cart shuttle and supervising the bonfire.

Ceremony Sites

If you choose to have your ceremony here at WBLF, you may hold your ceremony on the front lawn of, or around, the historic Wedding Barn. This year, we have added new ceremony sites.

*We reserve the right for the sites to be used at the discretion of WBLF.

Vendor Setup & Delivery

Deliveries are to be scheduled by appointment with the office between 9am – 6pm.

Client hired vendors must load-in and load-out on the setup day or the day of the event. Rental companies may deliver their rentals by appointment only. All rentals are required to be picked up on the day after the wedding. A cleaning fee will be assessed to handle the return or coordinate pick-up of any items left behind after Sunday at 4pm.

Catering

All caterers onsite must be Board of Health (BOH) approved and have proof of liability insurance. The caterer is to provide full cooking and serving staff. Serving staff includes licensed bar staff and NYS liquor license. The bartender(s) must remain present until the end of the event. WBLF supplies caterers with a “cold kitchen” including 220 outlets, 450 lbs. of ice, stainless counters, sinks, cooking prep tables, outdoor tented space with electricity and water. Caterers are responsible for renting additional equipment to “finish-off” food at our location. The catering company is responsible for the setup, breakdown and cleanup of the kitchen and catering area.

Renters may use caterers and vendors of choice as long as the caterer/vendor provides proof of insurance and a proper license for serving alcohol. Licenses must be on file three weeks prior to the event. Caterers are required to leave the kitchen and serving areas in the same order in which they were provided.

There are many excellent caterers we can recommend and we’ll happily help you line-up the various vendors and professionals who will see that your wedding comes off without a hitch. Please confirm with the caterer prior to hiring services that they are Board of Health approved and have liability insurance.

Please Note: We are a "green" venue and require recycling at our events.  We appreciate your compliance.

WBLF reserves the right to approve or deny any caterer. Any caterer who has not met our standards and who has not followed these regulations may not be approved and denied access to the facility.

Service of Alcoholic Beverages

  • Outside alcohol is not allowed to be brought into the venue, parking lot or surrounding grounds.
  • All alcohol must be served by an insured vendor.
  • Swizzle sticks are prohibited.
  • No bar can be left unattended at any time. No guests behind the bar at any time. There must be at least one (1) bartender throughout the night until the bar closes. No Exceptions!
  • The bar will be closed and alcohol service stopped once the bartender leaves.
  • Caterer will require the bar staff to remove and disposal of bottle caps before serving bottled drinks.
  • Catering wait-staff will serve alcoholic beverages at the open bar as described in your event contract and during the meal to non-intoxicated persons of legal drinking age.
  • The final decisions whether any particular guest may continue to be served alchohol rests with the on-site WBLF staff and the catering staff. Clients will publicly support any decision made by management and catering to refuse to serve a intoxicated or under age guest an alcoholic beverage.
  • The caterer will take all reasonable steps to see that guests do not serve alcoholic beverages to themselves, or each other. WBLF LLC, its agents, officers, directors, employees, or otherwise maintains the right to refuse service to any guest at any time.

Decorations

We recommend that you assign someone to take home all items brought into the Farm (i.e., decorations) the evening of your event to save you a trip. You may pick up your items the next day following your event by appointment.

  • No nails, tacks or staples may be used inside the barn.
  • Rice or birdseed is allowed. Confetti and balloons are NOT allowed.

Lakota’s Farm is our home. During your visit, we will be busy working to prepare the gardens, grounds and buildings for your special day. The day of your wedding the farm will be peaceful and serene. We will take care of our part of the cleanup of the barn and grounds the day after your wedding. That does not mean that it is acceptable to leave us with all of the cleanup. We ask that your caterers/planners adhere to our “Catering/Planner Memorandum Agreement”.

Parking

The designated parking area can accommodate up to 125 cars and will be marked with signage. Weather conditions may be a little muddy after heavy rains on a country estate and all drivers and busses (if applicable) must stay on the gravel surface indicated, or in designated parking zones. Any damage to the property from the bus companies will be repaired and paid for by them, or by the wedding party.

Alcohol and driving represent increased risks that are the full responsibility of the wedding party and their guests. All driving and parking on WBLF is at guest’s own risk.

As part of your Wedding Package, we provide a chauffeured, three (3) passenger golf cart to bring guests from the parking lot to the lawn of the Wedding Barn. For an additional cost, we can provide you with a hay wagon pulled by a tractor to transport guests from the parking lot to the barn lawn area. We have wagons that seat 15 to 30 people.

Damage/Security Deposit/Rental Fee Deposit

WBLF requires a $500 refundable damage deposit. WBLF also requires a valid credit card number for the deposit. The card will only be charged in the event there are damages. If damage to the venue or property occurs, the Client agrees to pay for any additional damage and/or cleaning charges for the function space that may occur during the client contract period. The Client will not be responsible, however, for ordinary wear and tear or for damage that was caused by persons other than the Client and attendees. This includes additional cleaning not completed to the standards outlined in the Caterer/Partner Agreement.

 The total non-refundable rental fee deposit will be required in order to hold arrangements for the date you select. This deposit is due within 7 days of the date of signing the rental agreement and will be credited toward the total event cost. The remaining rental fee and damage/cleaning deposit will be due 60 days before the event. The balance for any extra services (such as planning services, horse and carriage, or dance floor) are due 30 days before your wedding date. 

Acceptable forms of payment include: Checks, Paypal and Credit Cards. Good value must be received on all payments through final bank clearing for the date to be reserved. The client will be notified, in writing, of any damages, cleaning, and/or additional times costs. The credit card will then be charged to cover any damages.

Rental Deposit

The deposit is refundable within 10 days of signing the contract.  The balance of the full rental fee is due 60 days before the event.  If payment is not received at that time, your event will be cancelled and all deposits will be forfeited.  If cancellation is needed deposit is refundable within 10 business days of signing the contract. Renters deposit is fore-fitted if cancellation occurs after the 10 business day window.

Disclaimers

  • WBLF reserves the right to approve or deny any caterer. Any caterer who has not met our standards and who has not followed these regulations may not be approved and will be denied access to the facilities.
  • WBLF may, at its own discretion, remove or request to have removed any decoration, tent, lighting, trailer or vehicle that it deems to be a danger or inappropriate on the property.
  • Pricing is subject to change.

Due to fire and state regulations there is NO Smoking or OPEN flame allowed inside and of the buildings. All candles, fireworks or flames of any kind are prohibited inside or around the barns. Battery operated candles are permitted. These regulations are for your safety and ours.

Designated smoking areas are provided away from the barns.

Time In & Time Out

Complete access to start decorating and setting up the farm for your event will be available 1 day prior for premium package weddings, all others will be scheduled by appointment designed to best suit the package you choose.  Pick up of any items left behind after your event will be scheduled by appointment. Vendor Pick up and delivery is made by separate appointments.

We recommend that you assign someone to take all brought in items such as your decorations the evening of your event.   

Lakota’s Farm is our home.  During your visit, we will be busy working to prepare the gardens, grounds and buildings for your special day.  The day of your wedding the farm will be peaceful and serene.

 We ask that your caterers adhere to our catering cleaning/pick up and delivery guidelines. 

Required Insurances & Liability 

  • Alcoholic beverages may be served by a bartender or caterer with a valid New York State Liquor License, Caterer Permit and Insurance.
  • Vendors Insurance:  We require proof of general liability insurance from all external vendors, with liability policy covering property damage and personal injury caused by the vendor, its employees or subcontractors.
  • Proof of insurance must be provided no fewer than 30 days prior to your event date.

Our clients are required to obtain liability insurance for any damage done to Lakota’s Wedding Barn, its grounds and any equipment and facilities while on grounds.  Couples are required to obtain  event liability insurance for no less than $2 million listing Wedding Barn at Lakota’s Farm as a co-insured.  The cost is typically $250.00.  You can use one of the following companies that specialize in event insurance:

http://www.eventinsurancenow.com/

https://www.theeventhelper.com/

http://www.wedsure.com/event-liability-insurance.jsp

Please Note: It is your responsibility to obtain liability insurance for your event. You MUST include Wedding Barn at Lakota’s Farm on your policy. We will request a copy of the policy (2 weeks) prior to beginning set-up of your event.

Rehearsal Dinners or Post-Wedding Brunches

At this point in time we do not offer this service. However, our proximity to Saratoga Springs and Vermont provide a lot of wonderful options and will allow your guests to see more of the surrounding area and historical sites. Let us know what type of venue you’re looking for (swanky or budget-chic), and we’ll be happy to guide you in the right direction.