Booking & Policies

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Booking Payment & Holding a Date

 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 function 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: checks Paypal and credit cards. Good value must be received on all payments through final bank clearing for the date to be reserved.

PAYMENT SCHEDULE:

Half of Rental-Total Due to reserve Event Date.  Due within 7 days of contract being signed.

 Remaining Rental Fee + Damage/Security Deposit $500 -  Total Due 60 Days before event.

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

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**

 

DAMAGE/CLEANING DEPOSIT:

A refundable $500.00 damage/cleaning deposit is required, along with acquiring event insurance for the day.  Damage/Cleaning deposit is to be secured by holding valid credit card information. No charges will be applied unless damage is incurred.

If damage to WBLF or property occurs, the Client agrees to pay for any damage or additional cleaning charges for the function space that may occur while the group is using it.  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 their attendees.  This includes additional cleaning that must be done, if the cleaning is NOT done to the standards written in the Caterer/Planner Agreement.  After 5 days from the event, after reasonable review by the management for damages, and if the client has adhered to the time stated in this agreement, the damage deposit will be waived.  Client will be notified in writing if any damages, cleaning, and/or additional time costs being charged.

 

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. 

Our wedding season

We host weddings from May through the end of October. November weddings can be scheduled with the addition of hot air heat for an added cost. Contact us to see what weekends we currently have available.

On-site Assistance

Your on-site Bridal Coordinator will meet with you to guide you in your walk through the property during your "set-up" time.  The day of your wedding, you will have your Bridal Coordinator and two dedicated staff members to help with your event. Specific staff duties included 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 Lakota's Farm, you may hold your ceremony in several areas in or around the historic Wedding Barn.

Vendor Setup & Delivery

Deliveries and pick-up are to be scheduled by appointment.  

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.  All vendors must remove rental equipment from the premises by the final agreed upon time that will be determined before the event at the end of  the rental period.   A fee will be assessed to handle the return other coordination pick-up of any items left behind after the pick up deadline.

Catering

All caterers coming onsite must be Board of Health (BOH) approved and must carry Liability Insurance.   All Vendors must sign and follow our WBLF Caterer/Planner Agreement.

Caterer is to provide full cooking and serving staff. Serving staff includes a licensed bar staff and NYS Liquor license.  Bartender must remain present until the end of the event.  If the caterer is not providing the bar services, a licensed NYS insured bar company must be provided at the Clients expense.

WBLF supplies caterers with a “cold kitchen” including 220 outlets, 450lbs of ice stored in two chest freezers, stainless counter top work space, sinks and cooking prep tables.  Our outdoor permanent structure cooking pavilion is 30x40 with two enclosed side walls complete with a stainless cold water sink and 220 outlets.  Caterers are responsible for renting additional equipment to ‘finish off’ food at our location.

A final head count is required three weeks before event, so that appropriate staffing may be scheduled.  NOTE: we are a "green" venue and require recycling at our events.  We appreciate your compliance.

 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.

The Owners reserve the right to approve or deny any caterer.  Any caterer who has not met our standards and who have not followed these regulations may not be approved and denied access to the faculties.

ALCOHOL & SERVICE OF ALCOHOLIC BEVERAGES:

Outside alcohol is not allowed unless provided by an insured outside caterer or bar company.  WBLF reserves the right to confiscate alcohol brought onto premise by anyone other than the approved insured caterer or bar company.  Alcoholic beverages will not be served to vendors or staff.  The bar will be closed once the bartender leaves. 

 

Insurances Required

  • Event Insurance is required
  • 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 The 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.

Neighbors/Music

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 level. That is the reason we ask for amplified music to be suspended by 9pm outside the barn.  AMPLIFIED MUSIC IS PERMITTED INSIDE THE BARN, UNTIL 10 PM. MUSIC INSIDE THE BARN MAY BE PLAYED AT A MEDIUM LOUNGE LEVEL AFTER 9 PM. ACOUSTIC MUSIC AT A LOW LEVEL IS ALLOWED AT THE BONFIRE UNTIL 10PM.  The band or DJ may set up in the cocktail lounge or upstairs in the main barn.  Appropriate electrical outlets, seating, tables, and lighting are provided. 

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

Bonfire

We offer the option of a large bonfire for up to 2 hours. Due to safety regulations,  bonfires are dependent on weather conditions. Farm staff is in charge of lighting and monitoring bonfires. Bonfires are lit at the discretion of Wedding Barn Lakota's Farm.

Clean-up

We ask that all parts of the property must be left as you found it.  You must clean up after your event.  Wedding Barn at Lakota's Farm is not responsible for catering or event clean up.  The venue and the grounds must be left as it was when you arrived for the event.  Additional cleaning services for the evening of the event or the morning after the event are available.  We have this contact information on hand for you if needed.  This responsibility is not for your guests or the couple to take on at the end of the wedding.  It needs to be done by the caterers or an appropriate crew.  We are here to assist in the process, but not do it all.

Parking

Designated parking areas include parking for Caterers, Catering Staff, Bridal Suite and Spa Areas along with Guest Parking than accommodate up to 125 cars.  All designated parking areas will be marked with signage.  Weather conditions may be muddy after heavy rains on a country estate and all drivers and possible buses must stay on the gravel surface indicated, or in designated parking zones.   Alcohol and driving represent increased risks that are the full responsibility of the wedding party and their guests.  As part of your Wedding package, we provide a Chauffeured, four 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. 

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.

Safety

We are a fully Insured New York State Approved Wedding Barn Facility with an Automated Fire Alarm System

The safety of our guests, our vendors and our property are very important to us. New York State Requires there will be NO SMOKING, candlelight or fireworks (including sparklers) allowed inside or on our property.  Open flame is not permitted inside the barn and only is allowed in designated areas on the property. We recommend the use of flame-less candles on the dinner tables.

 

 

*NO SMOKING is allowed inside the buildings of Lakota's Farm or on the property, including the front deck of the main barn. There will be a designated smoking area, in the front lawn area approximately 150 feet from the barn. There will be no open flames allowed. We prohibit all candles and fireworks or flames of any kind inside the barns. Battery operated candles are allowed. Per Insurance Requirements.