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FAQ

Visiting Black Forest Meadows

I have friends and family who would like to see where I will be getting married, can we come for a visit?


 

Yes. We understand how exciting planning a wedding can be.  However, please remember that Black Forest Meadows is a privately owned property, and drop- in visits are not allowed at any time. To visit, contact your Black Forest Meadows representative.  We will do our best to accommodate that request.

Timing of Event

When does our 12 hour block of time begin, and what is the most popular 12 hour block?

 

You get the property for any 12 hours you would like.  We kindly ask that weddings conclude by 11PM, guests leave at 10pm and clean up until 11pm.  The most popular 12 hour block is 11am to 11pm, with your guests arriving at 3:30 pm your ceremony time will automatically be set for 4pm.

What is the best way to break down the 12 hour time block for a wedding?

 

3-4 hours for set-up, 1 hour for the ceremony, 1-2 hours for cocktails, 4-5 hours for the reception. 1 hour for tear down. We recommend having your guests arrive 30 minutes prior to your scheduled ceremony time. This will allow your guests time to park, and find their way to the ceremony site.

Cost

Are there any “hidden” costs over and above the listed price of the venue?

 

We have very simple and straight forward pricing.  In addition to the cost of the venue fee, we require $800 damage deposit which is due 30 days prior to your event.  This damage deposit is 100% refundable, if no damage above the normal wear and tear occur.

Event Insurance

Why do I have to get liability insurance?

 

Event insurance is required by many ceremony and reception sites. Black Forest Meadows has put this policy into place, to help protect our clients in the event they are held liable for property damage or bodily injury, as well for alcohol-related accidents.

What level of coverage do you require for my event?

 

We require $1 million general aggregate and $1 million per occurrence. In addition, if any alcohol will or may be served at your event you must have host liquor coverage.

How do I purchase the liability insurance required by Black Forest Meadows?

 

This is a very simple process. We recommend going through a company called Wedsafe.  Go to www.wedsafe.com, fill out the short application, pay the required amount (typically the cost is $100 or $175 for the added host liquor liability), email Black Forest Meadows a copy of the certificate of liability, and you are done.  The whole process takes about 15 minutes.

Day of Wedding/Event Planners

Do you require a Wedding Planner to get married at Black Forest Meadows?

 

Yes, but we only require a planner for the “day of.” You are welcome to plan your entire event on your own. However, we require that you have a planner to preform five very important tasks:

  • Facilitate your rehearsal.

  • Create your ceremony and reception timeline.

  • Facilitate the day’s events. He or she is the go to person for all vendors. Your planner will be responsible for keeping the wedding on schedule and ensuring that all of your wedding day details go as planned. Your wedding planner is required to be onsite and available for your entire 12 hour block.

  • Help decorate your reception area and ceremony site.

  • Make sure the venue is left the way it was found, when everyone has left, to help ensure your damage deposit is returned.

Alcohol

Can I bring in my own alcohol?

 

Black Forest Meadows does not have a liquor license. To help manage the liquor coming on and off the premises, we do require that you use a licensed bartender and that ALL alcohol be served by a TIPS trained bartender. Many caterers provide bartenders and there are several bartending companies in the area as well.

Limited Parking

How many parking spaces are there?

 

Black Forest Meadows has limited parking. There are 20 parking spaces available that need to be shared with vendors, wedding party and guests.  You can ask guests to car pool from the Black Forest Park and Ride or the Monument Park and Ride which are 20 minutes from Black Forest Meadows. Alternately, you can rent a shuttle service or mini-vans. Please coordinate with your wedding planner or day of coordinator.

Decor

Are there electrical outlets and what is the voltage?

There are multiple electrical outlets with 120 volts throughout the property. We will provide a generator for backup in case of a power shortage/outage.

Can we drop rose petals?

Yes, only white or ivory “real” rose petals are allowed to be dropped outside.

Can we hang fabric, flowers, chandeliers, etc. from the arch at ceremony site?

Yes, as long as it is hung by wire, string, zip ties, no nails or staples or screws.

Does Black Forest Meadows own a ladder we can use to hang decor?

No. Due to Liability, you or your vendor must provide your own ladder.

Do you have the dimensions of your reception barn, Great Lawn, Ceremony site arch?

Yes:  30’ X 50’ Pavilion, 137’X 68’Great Lawn,  60’ X 60’ Grassy Knoll, 7.5’ tall X 5’ wide Ceremony Arch.

I am trying to figure out the best room layout for my reception. Can you assist me?

Yes. We have some configurations made out to assist you on this, just ask for a copy or have us email them to you.

Can I drop off decor items etc. before my 12 hour block begins?

On occasion, items can be dropped off the day of your rehearsal if we do not have a wedding that day. All set-up including deliveries are to be completed within your 11 block of time. Pick-up of linens or rental items usually get picked up the next morning.

Can I pick up my decor items etc. the day after my event?

No. All items must be picked-up and removed within your 12 hour block of time.

Do you allow candles?

Yes. However, no open flames are allowed.  Candles can be used as long as they fall within these guidelines; flameless candles and/or dripless candles that are contained in a glass are all acceptable. These include votive cups, hurricane lamps, lanterns & floating candles.

Do you allow sparklers, Chinese lanterns, or fireworks?

No. Due to the high fire danger in our area.

Final Walk-through

Do you require a final walk through? If so, when and how should we schedule this meeting?

 

Yes, a final walk-through is required, and essential for creating a seamless event.  Walk-throughs should be scheduled with your caterer, wedding planner, and a Black Forest Meadows representative only. If you have other vendors you feel necessary to meet with, please schedule them after the initial walk-though with your caterer, planner and Black Forest Meadows representative. Walk-throughs should be scheduled no less than 14 days, no more than 30 days prior to our event.  To schedule your walk-through, first contact your Black Forest Meadows representative to learn of available dates and times, and then coordinate those times with your caterer and wedding planner.

What do I need to prepare for the walkthrough, and how long does a walk-through usually take?

 

A walk-through usually takes 60 minutes. At the walk-through you will need to provide Black Forest Meadows with the following Information:

  • Final Payment

  • Room Diagram(s)

  • Event Timeline

  • Certificate of Insurance

  • List of Vendors with Contact information

  • Wedding Planner Checklist

Pets

I would like my dog to be a part of my wedding day. Is this allowed?

Yes.  We love dogs and animals. If you agree to keep your dog on a leash, clean-up their messes, and supervise them for the duration of the event, we will allow your dog to be a part of your wedding day. There is also an enclosed dog kennel available.

Pre-Event Food/Beverage

Can we bring in snacks for the bridal party while we are getting ready?

 

Yes, you can! Remember to bring and provide your own utensils, plates, glasses, bottle openers, etc.

Rehearsals

When are rehearsals scheduled?

All rehearsals are held the day before the wedding from 9 am – 10 am, unless special circumstances are available.

Rentals

Does Black Forest Meadows provide rentals such as linens, glassware, china, etc.?

No. All rentals are handled by your caterer and/or ordered through a rental company.
Black Forest Meadows can provide 10 each 60” round tables, 6 each 6’ tables and 100 each white, padded folding chairs at no additional cost to you.

Vendors

Does the cost of the venue include food and beverage?

No. Food and beverage are an additional cost.  For food and beverage cost estimate, please contact one of our preferred food and beverage caterers.

Can you assist us in finding vendors and a day of coordinator for our event?

Yes. We are here to assist you throughout the entire planning process.  We will be happy to “customize” a vendor list for you based on your own personal needs.  We will do our best to match vendors to you based on similar personality, style and budget needs. All vendors must be licenses and insured.

Who is responsible for setting up and breaking down my event?

This is a joint effort between Black Forest Meadow’s staff, your caterer, and wedding planner.  We do not want you lifting a finger on your wedding day.  Leave the set-up and clean-up to all of us!

Will Black Forest Meadows provide staffing for my wedding?

Yes.  Black Forest Meadows will proved a Property Manager to be on site for your entire 12 hour block.  Our Property Manager will work directly with your planner to ensure a seamless event. Property manager takes care of any bathroom restocking and cleaning throughout the event and also acts as a concierge to family and guests.