Wedding Venue Frequently Asked Questions

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What is the payment schedule?

Our initial deposit is $1,000. All payments are non-refundable and may be made with cash, bank check, personal check, or major credit card. A payment of $3,000 is due 90 days after your original deposit. 50% of your remaining balance is due 90 days prior to the wedding date and is to be made on an approximate guest count. Final payment is due by your ten-day meeting prior to your event. A valid credit card needs to be placed on file for incidental charges, potential overtime, or extraordinary cleanup fees to be determined by management.

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How do I make payments?

Payments are accepted by cash, personal and bank checks, or major credit cards. If you plan on utilizing a credit card following your initial deposit, you will be ineligible for Birch Hill’s automatic cash discount of 3%. Please speak with your Bridal Consultant for further details.

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Are there minimum guest counts for any of the venues?

We do not have any minimum guest counts, but we do have minimum spends for the indoor ballrooms. The Conservatory Ballroom has a $14,000 minimum on a Friday/Sunday and a $15,000 minimum on a Saturday. The Columbia Ballroom has a $17,000 minimum on a Friday/Sunday and a $19,000 minimum on a Saturday. The minimum spend is not a rental fee, but rather a required subtotal spend on food and beverage prior to tax and administration.

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Are there rental fees for any of the venues?

Yes, the Stablegate Barn has a rental fee that varies based on the time of year you are looking to book:

• May/July/November: $5,500

• June/August: $6,300

• September/October: $6,500 A discount of $500 is applied to all weekday/Sunday events.
   

When is my final head count due?

Your guaranteed guest count will be due 10 days prior to your wedding. If you've chosen a plated meal, you are responsible for providing your consultant with the final meal counts, as well as any allergies, and/or dietary restrictions at this time.

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Do you offer tastings?

We host our own tasting event every March. We prepare a variety of our featured seasonal items and encourage our couples to make their menu choices following the tasting. If you are unable to attend and require a private tasting, please speak to your Bridal Consultant for details.

 

Are there hotel accommodations close by?

There are several hotels within 15 minutes of Birch Hill. Please click here to find out more information on lodging and available shuttle services.

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What is the administrative expense?

The administrative expense referred to on the contracts and/or policies and procedures is an administrative overhead charge applied to all pricing. It is not purported to be a gratuity and will not be distributed as gratuities to the staff as they are hourly employees.

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Are there discounted prices for kids and vendors?

Kids and vendors are charged a discounted no-alcohol rate, which is determined based on the specific food and beverage options in your custom package.

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Do you serve shots?

We practice safe alcohol service; we are not permitted to serve shots at any time.

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When do I bring in my favors, place cards, etc.?

You may drop off your items the day or two before your wedding. Your place cards should be in alphabetical order by last name. Any special instructions should also be noted. If additional setup is needed, there may be a charge of $55 per hour per staff member to set up anything beyond the items listed above.

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Do you offer a military discount?

Yes, we proudly offer a 5% military discount (valid and current military ID required). Promotions and/or discounts may not be used cumulatively.

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What time can my vendors and I access the venue on the day of the wedding?

Vendors can typically access the space the morning of the event as long as availability allows. Typically we see our couples about two hours ahead of their ceremony start time.

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Can we host our ceremony on-site?

Yes, we have several ceremony sites available. Please discuss the details with your Bridal Consultant to choose the best site for your wedding.

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Do you have a list of preferred vendors?

Yes, we provide a list of trusted vendors who are familiar with our venue and have a history of delivering exceptional service.

 

Is there an outdoor backup plan in case of inclement weather?

We have indoor options available as backup locations in case of bad weather. Your Bridal Consultant will help coordinate the best plan based on your event needs.

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Can we bring in our own decorations?

Yes, you may bring in your own decorations, but please discuss any specific setup requirements or restrictions with your Bridal Consultant.

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Is there a noise ordinance or time limit for outdoor music?

At The Stablegate Barn, yes, due to local noise ordinances, all outdoor music must conclude by 10 PM. At The Birch Hill Estate, we have no noise ordinance. Please consult with your Bridal Consultant for details.

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What is your policy on alcohol service?

We offer full bar services and can customize the bar package to suit your needs. We also adhere to responsible alcohol service guidelines, which include no shots and a cut-off time for service.

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Can we schedule a rehearsal before the wedding?

Yes, a rehearsal is included in your package, typically scheduled the evening before your wedding, based on availability.

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What is the parking situation for guests?

We have ample parking available for guests, and we can also arrange for shuttle services if needed. Please inquire about our parking and transportation options.

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Do you offer assistance with planning and day-of coordination?

Yes, we provide day-of coordination to ensure everything runs smoothly on your wedding day. Our team will be on-site to assist with setup, timeline management, and any other needs.