Frequently Asked Questions

Decor

Do you allow candles? Yes, candles are allowed with a few safety guidelines. Open flames are not permitted. Candles may be used as long as they are flameless or dripless and fully contained in glass. Acceptable options include votive cups, hurricane lamps, lanterns, and floating candles. We recommend choosing candles with a burn time of 10 hours or more to ensure they last throughout your entire event.

Do you allow sparklers, Chinese lanterns, or fireworks? Unfortunately, we do not allow sparklers, Chinese lanterns, or fireworks due to the high fire risk in our area. That said, there are many fun and creative flameless alternatives available that offer a similar look and feel for a beautiful send-off without the fire risk.

Does Black Forest Meadows own a ladder we can use to hang decor? We don’t provide ladders, but you or your vendor are welcome to bring one to safely hang your décor. For safety and liability reasons, we require that all ladders be brought by the couple or their vendors.

Can we hang fabric, flowers, chandeliers, etc. from the arch at ceremony site? Absolutely! You’re welcome to hang décor such as fabric, flowers, or chandeliers from the arch, as long as it’s secured with wire, string, or zip ties. Nails, staples, and screws are not allowed without prior consent.

Can we drop rose petals? Yes! Only white or ivory “real” rose petals are allowed to be dropped outside. We ask that your day-of coordinator is responsible for cleaning them up afterward.

Can I pick up my items the next day? Unfortunately, no. All décor and personal items must be picked up and removed within your 12-hour rental block.

Am I able to drop of decorations before my 12-hour block? Occasionally, items may be dropped off on the day of your rehearsal if no other wedding is scheduled that day. All set-up, including deliveries, must be completed within your 12-hour rental block.

Vendors

Do you Have a List of Vendors you Recommend? Yes! We have a preferred list of vendors that we recommend for your special day, and we’re happy to provide you with that list. While you are not required to use these vendors, any new vendor working on our property must provide proof of insurance and receive approval from Black Forest Meadows prior to the event.

Does Black Forest Meadows provide rentals such as linens, glassware, china, etc.? We are partnered with a rental company and can help you secure all of these items for your special event. If you prefer not to use our partner, we also have other trusted vendors we can recommend. Please note that Black Forest Meadows does not keep these items on-site, so they will need to be rented for your event.

What audio equipment is available at the ceremony? All ceremony audio and visual needs should be provided by your band or DJ. Black Forest Meadows does have specific power access points available, and we’re happy to assist with those as needed to support your setup!

Will Black Forest Meadows provide staffing for my wedding? Black Forest Meadows provides a Property Manager who will be on-site for your entire 12-hour rental block. Your Property Manager works directly with your planner to help ensure a seamless event, handles bathroom restocking and cleaning throughout the day, and acts as a concierge for your family and guests. Servers and bartenders for your event will be booked through your caterer or other outside vendors. Once we obtain our liquor license, bartenders will also be available directly through Black Forest Meadows.

Does the cost of the venue Include Food & Beverage? No, food and beverages are not included in the venue fee and are an additional cost. For an estimate, please reach out to one of our preferred food and beverage caterers.

Booking

What do you require to reserve our date? To reserve your date at Black Forest Meadows, we require a signed contract and a 50% non-refundable deposit toward your venue fee. The remaining balance, along with the refundable $1,000 damage deposit, is due 30 days prior to your event.

What forms of payment do you accept? We accept checks, ACH/bank transfers, and credit card payments. To avoid processing fees, we recommend paying by check. If you choose to pay via ACH/bank transfer, a 1.5% processing fee will apply. Payments made by credit card are subject to a 2% processing fee.

Are we able to rent out additional time at the venue? Yes! While we do not allow events to extend past 11:00 PM, additional time can be added to use the get-ready suites before your event. This is available at a rate of $150 per hour.

Do I need to Purchase Event Insurance? Yes, event insurance is required. It protects not only Black Forest Meadows but also you and your guests, helping ensure your wedding day is as stress and worry-free as possible. Proof of event insurance must be submitted at least 30 days prior to your scheduled event.

How do I purchase Liability Insurance for my Wedding? Purchasing event liability insurance is simple! We recommend using a company called Wedsafe, though you are not required to use this provider. Here’s how it works: Go to www.wedsafe.com and fill out the short application. Pay the required amount (typically $100, or $175 if adding host liquor liability). Email Black Forest Meadows a copy of your certificate of liability. And that’s it! The whole process usually takes about 15 minutes.

What level of coverage do you require for our wedding? We require event insurance with $1 million general aggregate and $1 million per occurrence. If alcohol will or may be served at your event, host liquor liability coverage is also required to ensure everyone is protected.

Are there any “hidden” costs over and above the listed price of the venue? Our pricing is simple and straightforward! In addition to the venue fee, we require a $1,000 damage deposit due 30 days before your event. This deposit is 100% refundable, provided no damage beyond normal wear and tear occurs. All pricing is listed clearly in our wedding packages—there are no hidden costs for the venue itself. Some services may include additional tax or service charges, which are clearly noted in the packages. For a formal proposal tailored to your wedding, please reach out to us—we’d be happy to create one for you.

Venue

I have friends and family who would like to see where I will be getting married, can we come for a visit? Yes! We completely understand how exciting wedding planning can be and how special it is to share your venue with friends and family. Please note that Black Forest Meadows is a privately owned property, and drop-in visits are not permitted at any time. To arrange a visit, simply contact your Black Forest Meadows representative, and we will do our best to accommodate your request.

How many hours does out venue booking include? Each venue booking includes a 12-hour rental, with a start time of your choice. All weddings must conclude by 11:00 PM, with guests departing by 10:00 PM and cleanup completed by 11:00 PM. Our most popular time block is 11:00 AM–11:00 PM, but we’re happy to work with each couple to determine the schedule that best fits your day!

How many parking spaces are there? Black Forest Meadows has limited onsite parking, with 25 parking spaces available. These spaces are shared among vendors, the wedding party, and guests. To help accommodate everyone comfortably, we recommend encouraging guests to carpool from the Black Forest Park and Ride or the Monument Park and Ride, both located approximately 20 minutes from the venue. Alternatively, you may choose to arrange a shuttle service or rent mini-vans. Please coordinate all parking and transportation plans with your wedding planner or day-of coordinator to ensure a smooth experience for your guests.

Are we allowed to leave our vehicles overnight? Yes, you are welcome to leave vehicles overnight. At Black Forest Meadows, your safety is our top priority, and we always encourage responsible choices if you or your guests have been enjoying a few drinks. To be respectful of our limited parking and other couples hosting events, all vehicles must be picked up no later than 10:00 AM the following morning. Vehicles not retrieved by that time may be subject to towing at the owner’s expense.

What are the dimensions of the spaces we are able to utilize? Here are the dimensions of our main event spaces: Pavilion: 30’ x 50’ | Great Lawn: 137’ x 68’ | Grassy Knoll: 60’ x 60’

What size tables does Black Forest Meadows have and How Many? Black Forest Meadows provides the following tables for your event: Fifteen 5-foot round tables — these use 120-inch round linens | Four 6-foot rectangular tables — these use 90x132-inch linens

What’s plan “B” if it rains during our ceremony? Rain or shine, we’ve got you covered! If bad weather occurs, your ceremony will be moved to the reception space. In the days leading up to your wedding, we’ll stay in close communication and monitor the forecast. On the day of your event, we’ll check in regularly and let you make the final call. No matter the location, we’ll ensure your ceremony feels just as special as Plan A!

I am trying to figure out the best room layout for my reception. Can you assist me? Yes! We have several event configurations that have worked well for our couples in the past. We’re happy to provide a copy or email them to you—just let us know!

Are we able to bring in snacks to the get ready suites? Yes, absolutely! You are welcome to bring in snacks while you get ready. Please remember to provide any necessary utensils, plates, or other serving items.

Are there electrical outlets around the property and what is the voltage? Yes, there are multiple electrical outlets located throughout the property, all providing 120 volts. For added peace of mind, Black Forest Meadows also provides a generator as a backup in the event of a power shortage or outage.

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 is essential for ensuring a seamless event. Walk-throughs should be scheduled with your wedding planner and a Black Forest Meadows representative a month prior to your wedding. Walk-throughs are typically scheduled between 9:00 AM and 10:00 AM the morning before your wedding. If you have additional vendors you’d like to meet with, please schedule those meetings after the initial walk-through with your planner, caterer, and our representative.

Who is responsible for setting up and breaking down our wedding? Set-up and breakdown are a team effort between Black Forest Meadows staff, your caterer, and your wedding planner. Our goal is for you to enjoy your wedding day without lifting a finger—leave the set-up and clean-up to us!

I would like my dog to be a part of my wedding day. Is this allowed? Yes! We love dogs and animals. Your dog is welcome to be part of your wedding day as long as they are kept on a leash, supervised for the duration of the event, and any messes are cleaned up. For added convenience, an enclosed dog kennel is also available onsite. Please note that dogs are not allowed in our get-ready suites.