top of page

51 Questions Rotherwood Events Answers For You

Writer's picture: hollykusterhollykuster

Thanks to the knot, we snagged their "51 questions to ask a wedding vendor so you get the answers you need". It became apparent that this is a great start but it will not answer all the questions you may have. Please feel free to post your questions to be answered below.


Here is the link below if you would like to print it out and take it with you to your vendors.


Here is our go at answering what they had to ask:


Frequently Asked Questions


1. When is the venue available?

The venue is available based on open dates that have not been booked.


2. How far in advance can I reserve the venue?

We book up to 18 months out.


3. What is the venue's rental fee?

Rental fees are based on the package you choose.


4. What is the style of the venue?

The uniqueness of our venue style can vary. The style of the venue can vary from barn, farm, Victorian, historical, traditional, and garden.


5. Does the venue have space for a ceremony and reception?

Yes, spaces for ceremony are primarily outdoors. The exception would be for a California style ceremony in the barn. Receptions are primarily held in the barn unless a couple chooses one of the designated outdoor areas.


6. How many people does the space accommodate?

We have been approved by the state of Kentucky for 226 individuals inside the barn. However, this does not mean that guests inside the barn would fit comfortably with seating. As a general rule Rotherwood Events limits 200 persons at one time in the barn.

Due to parking, we limit our venue to 200 guests.


7. Is there an area to have the cocktail hour?

There are many locations outdoors or in the barn for cocktail hour, we leave this decision and planning to the couple and their vendors.


8. What's the walking/driving distance from the ceremony location?

Ceremony and reception site are within less than a five minute walk as they are both on site unless a couple chooses to have their reception or ceremony elsewhere.


9. Is the venue near hotels, and can you recommend any?

Yes, Lodging near us:

2 star Holiday Inn 3.1 miles from venue

3 star Hampton Inn 2.8 miles from venue

4 star 21c Museum Hotel 23 miles from venue (30 minutes)

Alternative Lodging:

The Guesthouse at Rosecrest B&B 9.2 miles from the venue (13 minutes)

Rosecrest Farm 9.3 miles from the venue (12 minutes)

The Hive at High Rock 28 miles from Venue (38 minutes)


10. Is the venue near public transportation?

No, as the vendor is a farm in the countryside. However, Winchester does have a taxi, and Uber in case your friends cannot give you a ride.


11. What aesthetic features does the venue have?

The best features of our venue are:

The house- stain glass door, original doorbell, wood floor inlays, fireplace tiles, carved wood features on fireplaces, 12 foot high ceilings, wainscoting, crystal chandeliers, wrap around porch, courtyard.

Barn- wood beams, artesian built with mortis and tenon joints with pegs, custom made lead chandelier, vaulted ceiling.

Outdoor scenery- We have a variety of large trees, rolling farmland, and garden beds for photography.


12. What services does the venue offer?

We offer initial set up, tear down, general cleaning, vendor recommendations/resource, coordination/ communication/ delivery set up with Host’s vendors, facility maintenance, grounds keeping, on site staff during visits, rehearsals, ceremony, and reception.


13. What does your outdoor space look like?

Outdoor spaces vary from a front lawn, lawn with statement tree, Christmas tree lot, farm pasture (varies with grass height, and hay bales), lawn behind barn that is open and has shade trees, views of rolling hills with barns in the background and livestock.


14. Does the venue have a tent or backup plan if I want an outdoor ceremony?

There are local companies that do rent tents, and we do approve last minute rentals if weather becomes an issue. If your guest count is low enough staff can accommodate a California Style Ceremony.


15. How many hours does the rental cover?

Rental hours depend on the package the Host has chosen.


16. How many weddings does the venue allow within a day?

One, we do not double book weddings for the same day.


17. What are your electricity capabilities?

The House:

The house is suitable for typical use for make-up and hair dressing needs.

The Barn:

The barn is set up for electrical outlets in each corner of the barn for vendors, and limited outlets in the kitchen and bar area. There are also outside electrical outlets on the back corners, and side of barn.

If you need specifications for outlets and fixtures please see Rotherwood Staff.


18. Is the venue ADA-compliant?

The Barn is ADA- compliant for parking, entrée, and bathrooms of the barn.

The House is a private and historical residents which is exempt.


19. Is there parking for guests on-site? If so, is there a fee?

Yes, we do have parking and it is free. Parking is limited to 100 vehicles, until further expansion.

We have a parking lot, parking at old barn site, and various locations on driveway.


20. How many restrooms does the venue have?

We have two bathrooms. Males have a urinal and toilet. Females have two toilets.

The historical house has one toilet for use of bride and her party.


21. Where can we safely store wedding gifts?

Wedding gifts can be stored inside the Rotherwood House in the front dining room, inside the barn or on an outside table. Placement of wedding gifts is to be determined by the Host and their vendors.


22. Does the venue have a dance floor?

There is no constructed dance floor for the barn or outdoor spaces. The barn is constructed with concrete floors. If host chooses to have a dance floor indoors or outdoors. Host will need to make arrangements with a vendor.

23. Are there rooms for the couple and wedding party to get ready in before the wedding?

Yes, we offer a groom's room in the barn and a bridal suite in the house.


24. What's the deposit, cancellation, and refund policy?

We do not collect a deposit for reservation. We have a reservation fee that is non-refundable. Cancellations are non-refundable. We do offer a one-time rescheduling for a fee dependent on unforeseeable events impacting the venue. Refunds maybe given, see contract for details. We highly encourage our Hosts to purchase event cancellation insurance.


25. Are there any additional fees we should be aware of?

Event insurance is required for all events. Security is required for guest counts past 75 guest or when alcohol is present. These fees will vary depending on the package and guest count. We do not upcharge or set these vendor fees.

There are no provided vendors and additional vendors chosen to work on the venue grounds are additional expenses chosen by the Host.

Rotherwood Events has minimal additional expenses, such as additional labor, guest count, rentables beyond their package price, damages, and contract breech that may occur due to Host and/or Hosts guests. Additional expenses are laid out in the contract.

Tax is included in hourly and package rates.


26. Do you have liability insurance?

We carry liability insurance.


27. Does the venue offer flexible payment plans?

In general, payments are made in three installments over a course of time. If a Host chooses to make smaller installments that equal the amount of payment from the chosen installment period. Rotherwood Events will accept those payments. Events scheduled with less than 60 days we are unable to take payment plans beyond the contract requirements.


28. What payment methods does the venue accept?

Cash and Check. Credit cards are not accepted due to the large fees we would have to pass on to our Hosts per transaction.


29. Does the venue have an in-house caterer?

No, but we do have recommended caterers.


30. Is there a kitchen on-site?

We have a prep kitchen.


31. Am I allowed to bring our own alcohol?

Yes, however you are not allowed to serve your alcohol.


32. Is there a corkage fee?

That is dependent on the vendor the Host chooses for bartending.


33. Does the venue have an in-house baker?

No, but we do have recommended and suggested bakers for Host to choose as their vendor.


34. Is there a cake-cutting fee?

This is dependent on the vendor the Host has chosen.


35. Can the venue accommodate a DJ or live band?

Yes.


36. Do you have a sound system and microphones?

No. Hosts may choose an additional vendor to provide a sound system and microphone.


37. Are there any noise restrictions?

Yes, Clark County has restricted outdoor noise to 11:30 p.m.


38. What time can my vendors start setting up?

Host chooses and plans when their vendors set up within their rental period.


39. Can I hire outside vendors?

Yes, Rotherwood Events focus is running the facilities and grounds. We do not provide planning, catering, entertainment, and has limited rentables.


40. Do you require all vendors to provide a COI (certificate of insurance)?

Yes. If an accident were to occur, Host’s selected vendor’s insurance would cover the damages or injuries, they may have caused. This provides additional insurance coverage to Host, Host’s guests, and Rotherwood Events.


41. What are the logistics for pros and rentals?

Per contract, all vendors are to be approved, carry insurance, required licenses/insurance and follow Rotherwood Events policies. Vendors who have not been on site of the Rotherwood Events venue must meet and walk venue with venue staff. Host’s vendors and Rotherwood Events will coordinate with Host for delivery, set up, tear down, and removal.


42. Can we bring our own decorations?

Yes.


43. Am I allowed to rearrange anything at the venue?

We have restrictions on rearranging features of the venue which are disclosed in our contract.


44. What decor, if any, is included in my rental fee?

Rotherwood Events will provide drapery for the barn beams, and table cloths. If a Host chooses to donate or leave behind décor they become property of the venue. Future Hosts may use any additional decorations the venue may have. We also include tables, and chairs.


45. Do you have open-flame regulations?

Yes. Due to the nature of the barn being built from wood and without fire sprinklers, we do not allow any open flames as this poses an increased level of fire risk. The historical house is constructed with ballon framing which increases fire hazard potential compared to modern buildings today and we do not allow open flames in the house.

We do allow open flame for the firepit outside.


46. Can you share lighting and decor ideas you've done for past events?

There are a lot of ideas and décor to be found off Pintrest. We are always happy to discuss ideas as there are so many possibilities and likes that will vary from each Host’s personal style.


47. Does the venue offer set up and break down services?

Yes. A one time set up is included in Host’s package.


48. When is the final venue payment due?

Final payment is due based off the contract. In general, final payment is due 30-60 days from Host’s event.


49. Who can we contact throughout the planning process?

The Rotherwood Staff is available to answer and help Host with their vendors.


50. Do you provide signage, or will we have to bring our own?

The venue itself will have the Venue’s name for signage. For personalization the Host may bring their own signage.


51. Can we visit the venue a few days early with our vendors so they can see the layout?

Hosts and vendors can book scheduled times, come when open houses are scheduled, and come during the scheduled rehearsal for planning.


*Please check back online for any new and updated Frequently Asked Questions.

21 views0 comments

Recent Posts

See All

We are getting closer!

Ohhh.... the toilets and sinks. If you only knew! Did you know that there are no black toilets commercially available? This is not a...

Finishing up the Barn + More

For those of you who are not sure what we have left on the barn, we have plumbing installation, bathroom partitions, barn door glider...

Comments


Subscribe Form

Thanks for submitting!

(859) 513-3498

3565 Paris Rd, Winchester, KY 40391

  • Facebook
  • Instagram

©2024 by Rotherwood Events

bottom of page