Set-up
Wipe down tables with rags
Blow barn/sweep any collected debris
Move tables according to layout (use any extra tables for the gift table & dessert table. If still extra tables then break it down and bring to bottom of barn, if not enough, feel free to use a folding table for gifts)
Set correct amount of chairs according to layout (add/remove chairs from the basement in the barn)
Set-up chairs for ceremony according to layout (sometimes requires mowing beneath the chairs and/or gathering/removing chairs from the basement of the barn)
Move bar according to layout (transport top, unlock wheels, push along) -place large trash can & large folding table behind the bar
Set-up pavilion according to layout - appetizer tables are just plastic folding tables
Set out rentals according to notes below
Bring trash barrels to the basement
Blow driveway/pavilion
Set out extension cord/small table for DJ at ceremony
If additional time:
Mop pavilion/barn
Weed
Wipe down pavilion tables
Wipe down event trash cans/fill with bags
Prepare wood for fire (located in bottom of the inn)
Sometimes wood chip (once a month and when directed)
Helpful info:
The rags, small rentals, blower, broom, & extension cord are located in the bottom of the inn
Wet the rags with the hose - throw away when done
The chairs & tables + large rentals are located in the bottom of the barn
There is a weeding bucket and gloves in the bottom off the inn - weeds can be tossed in the long grass
Hightop table is the cake table but sometimes used as the guest book table
The barrels are represented as circles in the diagram
Layouts by date
(next event date - not current date)
2023 Season
May 14:
ADDITIONAL NOTES:
Bring arbor and barrels to the ceremony and place according to the layout
Use the coolers from the basement of the house to bring the rental dishware and set on a table in the barn
Ceremony space may need to be mowed first
Add arbor at ceremony even though not listed in the rentals
Please put a brown extension cord at the head table along with a ladder
Place handicap/weight chairs in the barn
May 20:
ADDITIONAL NOTES:
Have the barrels at the ceremony! The barrels will be moved to the barn after the ceremony on Saturday….
Please set out a folding table plus 6 chairs on the house front deck (they will use it for rehearsal dinner…)
Use the coolers from the basement of the house to bring the rental dishware and set on a table in the barn
Ceremony space to be mowed first (only mow the spot where chairs will go, the normal lawn care people will handle the rest
Please put the ladder at the head table
June 9:
ADDITIONAL NOTES:
Leave the ladder at the head table and step stool by the arbor
Put the small blue ladder behind the head table in the barn
No need to mow in the chair area.
Please put the extra chairs at the reception onto a cart and out of view in the grass (not too close to the ceremony)
June 10:
ADDITIONAL NOTES:
Feel free to use the wooden table outside the barn as the dessert table and then just add a folding table to be outside the barn as the guest book table in the diagram
Make sure the trash cans have a fresh bag
If the black tablecloths look clean enough, feel free to just leave them on for the next day
June 17:
ADDITIONAL NOTES:
The guest book table can be the hightop cake table that is outside the basement of the barn
The photo booth props table is a mini table (often labeled dj in the diagrams)
An electrical cord to be run out the barn to the photo booth area
Only get 2 fowling boards out and all pins (not 4 boards)
The 2 whiskey barrels can go to the ceremony and 2 to the pavilion
Most wooden rounds are in the basement of the house, but I saw some wooden rounds in the basement of the barn as well
Set out all vases and the client will choose which ones they want
July 29:
ADDITIONAL NOTES:
NO NEED TO PUT OUT THE PHOTO BACKDROP! it is listed as a rental but just changed their mind it is no longer needed.
Please put 6 extra chairs folded up by the pavilion
Please place the arbor at the ceremony spot if it is not already there.
Can you blow the hanging fabric to get junk out of there?
Looking to have the weeds sprayed with the weed killer spray that is set out. Primarily looking for along the barn driveway and in the cracks of the driveway/around the bathroom entrance steps.
The photo booth props table is a mini table (often labeled dj in the diagrams)
Only get 2 fowling boards out and all pins (not 4 boards)
The 2 whiskey barrels can go to the ceremony
August 4:
ADDITIONAL NOTES:
Please mow in a small area of where the chairs/tables are to be set in the yard. The mowing company will do the rest of the yard on Thursday so no need to mow more than whats needed. Also only mow at the ceremony spot if you actually end up having time to set out the ceremony chairs. Otherwise leave that mowing at the ceremony for the landscaping company.
Please start with bringing the barn furniture to the yard, then if there is time, move the pavilion furniture to the barn. Likely will not have time for the ceremony chairs set-up.
We may run out of tables. Please put out all reception tables and then see what is missing for the happy hour in the barn.
Please put 34 chairs in the pavilion around the “buffet tables” rather than being at some of the reception tables. These will be used for rehearsal dinner on Thursday and then moved to the reception tables on Friday once we are done with them. There are some chairs near the photo barn that should be brought over.
September 9:
ADDITIONAL NOTES:
Please mow before putting out the ceremony chairs. Also note that the ceremony is to be lined against the other trees, not in the normal location!
Can 2 barrels be placed near the ceremony based on the diagram
No need to get the easel or cake cutting set out.
Please blow the barn and remove any debris in it along with wiping down tables.
September 23:
ADDITIONAL NOTES:
The ceremony is to be set up near the normal location but centered on the second tree rather than the middle tree. Refer to the diagram!
Please only place ceremony chairs if it has been mowed, otherwise simply put them in one area near it.
No need for the arbor, please place in the grass
Can we get an extension cord run to the bar in the pavilion? Likely will need to be run along the edge of the pavilion and then I can tape it down tomorrow so nobody trips.
September 30:
ADDITIONAL NOTES:
The ceremony is to be set up near the normal location but centered on the second tree rather than the middle tree. (Same as last week). Please only place ceremony chairs if it has been mowed, otherwise leave it be.
No need for the arbor.
Can grab the wooden tables in the pavilion to be used for the floor plan in the barn.
Please make sure to blow the fabric in the barn gently to remove any debris before blowing the rest.
October 1:
ADDITIONAL NOTES:
The ceremony is to be set up near the pavilion area. Arbor is needed.
Could use an extra table from the barn to be the dj table in the pavilion but the rest of the extra tables go downstairs.
Wipe down of tables.
PLEASE PUT GIANT JENGA, 2 FOWLING BOARDS WITH TWO SETS OF PINS AND A FOOTBALL, GIANT CONNECT FOUR, AND BOCCE BALL NEAR THE BARN IN THE PAVILION. I will handle the ping pong table the following day so no worries about that one.
October 13:
ADDITIONAL NOTES:
The ceremony is to be set under the pavilion. Please use the chairs from the ceremony that is closest to the pavilion. If more chairs are needed, pull from the ceremony far away. Otherwise the one far away can be broken down and put in the long grass.
Please put the arbor in the long grass by where the ceremony normally is. The barrel are also to go in the grass there.
The bar will need to go from inside the barn to just outside the barn.
Bring the bar trash barrels and table to be placed behind the bar.
A couple cocktail tables and chairs are to be placed in the barn.
The small wooden table that is in the grass by the ceremony can be used for the pavilion DJ table. The two additional tables in the pavilion can be brought to the barn and used as the head table.
BREAKDOWN EXTRA 8 FT TABLES THAT ARE NOT NEEDED IN THE DIAGRAM. THEY WILL NOT BE NEEDED FOR THE REST OF THE YEAR.
Wipe down of tables. Blow the Barn. Bring trash barrels from the road to the basement.
Plead put away FOWLING BOARDS + pins + football to the basement of the barn. The croquet and jenga can then go to the basement of the house.
2022 Season
August 12:
ADDITIONAL NOTES:
No need to blow/sweep the barn
Ceremony space will need to be mowed first
Throw away candles in the barn
Add arbor at ceremony even though not listed in the rentals
Place cross in long grass by ceremony
Return photo backdrop to barn (outside of barn)
If extra time, power washing the deck is available anytime leading up to event if looking for additional hours
August 13:
Reception (double check with client)
ADDITIONAL NOTES:
Place arbor in the long grass
Games will already be set out
Lights will need to be restrung around the perimeter
August 27:
ADDITIONAL NOTES:
Place 6 folding table in the pavilion along with 36 chairs for a rehearsal. Steal the rest of the chairs from the barn. No need to set out the 2 buffet tables, 2 appetizer tables, or dj table, since these folding tables will be moved for the event for those spaces.
If there are more wooden tables in the space than needed for this floor plan, please use them for the extra tables such as dessert, gifts, ect.. No need to bring any wooden tables back to the bottom of the basement.
put away Jenga (basement of the house)
The 2 whiskey barrels at pavilion with boards on top will go to the other side of the pavilion.
Bar will need to flip to the other side of the pavilion
snack cart at fire brought to pavilion where labeled “ice cream cart”
weeding if possible
There is a box by the bathroom door of an easel that can be put together if you have time/want
September 3:
ADDITIONAL NOTES:
Keep arbor as is
check on # of chairs at ceremony and bring any if needed
Rentals are all glassware. Instructions provided in person.
Dessert table is an 8ft wooden table
keep photo backdrop and door outside of barn
trash by house into the barell
Fix exit sign if possible
September 4:
ADDITIONAL NOTES:
Use as many wooden tables from current layout as possible (place as gift table, dj table, ect.)
Ping Pong table inside the home - take off the net and then it folds and can go down the handicap ramp very easily
The “dj” will be using the bar. Please place the bar at the end of the pavilion where it says DJ.
September 10:
Reception set small dj table near there (will be short some chairs…)
Ceremony (have 24 chairs short since these will be in the pavilion for rehearsal dinner) I think there are already 100 chairs out there so might only need to arrange and call it done
Pavilion set the other small dj table near the photo booth as the “props” table
ADDITIONAL NOTES:
Dessert table in the pavilion is a wooden table
Please add an electric cord to wrap around the pavilion to the photo booth
One whiskey barrel from the ceremony to the firepit area to serve as a smores table
Photography backdrop will go to the photo booth location near the pavilion
September 17:
No need to place a table for where it says “coffee table” in the diagram
Ceremony
set bar in the location labeled “sound set-up”
place wooden table to the “desert” location
Bring folding table to the basement of the barn
Return the photo backdrop to the barn basement entrance
leave barrels and boards in the spot that they are (even though it is not shown in the diagram)
bring extra chairs in the pavilion to the barn if needed. Otherwise bring extras to cart near ceremony
Property layout (not needed for this wedding)
ADDITIONAL NOTES:
No rentals needed!
September 18:
Put extra chairs in the basement of the barn
Take barrels from the pavilion and place in barn near head table (put the boards from the tabletop to the barn basement)
Set-up for 84 chairs (6 rows of 7 chairs on each side)
Take the barrel near the fireplace area to put on the other side of the aisle
If there are extra chairs still, just stick the cart of chairs out of the way in the long grass to hide it
Grab a folding table from the basement of the barn to place as “appetizers”
Grab ping pong table from inside the home
Property layout (not needed for this wedding)
ADDITIONAL NOTES:
Bring bar to the outside of the barn (shown in reception layout diagram)
Grab jenga from the barn and place in the pavilion
grab connect four from the basement
September 24:
Grab additional chairs from the basement of the barn. May still be short some chairs.
Grab wooden table from the pavilion and use in the layout
Grab 18 of the large wooden rounds from the basement of the house and place on a table in the barn (let me know if we do not have 18 haha)
PUT THE CHAIRS FACING THE APPLE TREES TO THE LEFT OF THE NORMAL SET-UP SPOT.
Grab additional chairs from near the driveway (and unwrap the new chairs) and place at the ceremony. Grab additional chairs from the barn if needed (but I dont think more will be needed?)
Bring arbor to the new ceremony spot
Put the 2 wooden barrels in the grass kinda hidden
Put ping pong table back inside the home
Bring bar to the pavilion
put mini dj table in the pavilion where it says “props” by the photo booth
Put an electrical cord to the photo booth area
Property layout (not needed for this wedding)
ADDITIONAL NOTES:
Jenga can go in the basement of the house
Move “no parking” signs back to the normal spot
October 1:
Bring extra tables/chairs to the basement of the barn
Have the buffet tables set up outside the barn (not pictured in the diagram but just on the patio there so caterers can set up the food and then move the tables in after dances…)
move arbor and all chairs back to normal position
THE DIAGRAM HAS THE CHAIRS/ROWS AT AN ANGLE
Please make sure the aisle is wide enough for 4 people to walk down when arm in arm
Put the extra chairs hidden in the grass on the cart
PLEASE MAKE SURE THE AISLE HAVE ENOUGH SPACING AND THAT THEY DONT START TOO CLOSE TO THE ARBOR :)
2 whiskey barrels at the beginning of the aisle
Bar goes on the patio outside the barn
Guest book table goes on the patio outside the barn
Move whiskey barrels/board on top to the middle of the pavilion like in the diagram
Property layout (not needed for this wedding)
ADDITIONAL NOTES:
Wooden rounds in the barn can go back to the basement of the house
Jenga can be set up in the pavilion somewhere
Both corn hole sets can go in the grass with the bags
The smaller of the two peg boards in the basement of the house can go in the barn (it is a donut display board if that helps you know what I am referring to haha)
October 8:
Please use as many of the wooden tables as we can for the extra tables in the diagram (especially make sure the dessert table is wooden)
Put the photo backdrop wall outside the barn patio as shown in the diagram
Guestbook table on the barn patio as well
Please set-up against the apple trees! (same as you did a couple weeks ago)
You can hide the barrels in the grass
The bar can be used as the “dj” table in the diagram
The “cider favors” in the diagram are the barrels with the board on top.
The ping pong table can likely be in the pavilion (even though it is shown outside of the pavilion in the diagram
A table for smores is needed by the fireplace
You can ignore the mobile bar placement in this diagram (not our bar!)
ADDITIONAL NOTES:
The donut display (should already be in the barn) will go on the dessert table in the barn
The giant jenga, corn hole, connect 4, & dice from the basement of the house can be set in the pavilion
2 large easels from the basement of the house can be set in the barn
Make sure photo backdrop was placed outside the barn, ping pong table in the pavilion & bar at the end of the pavilion
October 14:
Please set up according to this diagram (the tables will then be shifted after the ceremony so no need to have good spacing on the initial set-up) (there is a 6ft. table near the fireplace that can be used for the layout) Any tables you need to remove from the barn can just be brought to the pavilion and put a few chairs around them instead of brining them to the basement.
The dark brown circles are hightop tables that can have the stools under them (no need for stools at the table labeled “guestbook”) (2 of the dark brown circles represent barrels)
Appetizer table is the 2 barrels + boards from the pavilion
Cider is the small table we normally use for the DJ
The bar will be brought into the barn (no need for the table that is normally behind it)
All trash cans from the pavilion can be brought into the barn
Patio heaters are the grey circles in the diagram
Donut wall can be left out
No need to touch the chairs in the yard! Please refer to the diagram above for the barn ceremony layout (use the chairs that are already in the barn)
The arbor from the yard will need to be brought to the barn and put behind where the head table normally is
2 barrels from the yard will need to be brought to the barn and placed according to the diagram
Pavilion (not needed for this wedding)
Property layout (not needed for this wedding)
ADDITIONAL NOTES:
Please put the table by the fireplace back inside the barn.
The photography backdrop wall can be put away outside the basement of the barn
If you have time (or want to work extra):
The following can be grabbed from the basement of the house and brought to the barn:
8 wooden rounds
2 drink buckets
1 easel
32 plates
32 of the tall glasses
32 of the small glasses (inside the house ping pong room)
The empty patio heaters can be refilled if desired at anytime before Friday night.
Post ceremony layout (shifting of 3 tables + chairs)
October 15:
Grab the tables + chairs in the pavilion to use for this layout.
Move the bar from inside the barn to the patio space outside the barn (also include the bar table + trash cans)
Move the cocktail tables from the barn back to the pavilion
No need to move any trash cans to the pavilion
4 patio heaters can be left and the other 2 can be brought to the basement of the barn
Some chairs will need to be grabbed from the basement
Donut wall can be left out (put on dessert table in diagram)
Wooden rounds can be returned to the basement of the house
Ceremony Arch can be moved to the yard near the pavilion (refer to ceremony layout)
Barrels with board can be used as the gift table in the diagram. The other 2 barrels can be put in the pavilion. (just make them seem like they are cocktail tables so spaced to the side fo the pavilion)
Chairs moved to the spot near the pavilion (will need more from the basement of the barn)
Pavilion (not needed for this wedding)
Property layout (not needed for this wedding)
ADDITIONAL NOTES:
October 22:
Last wedding of the year!!
Feel free to use a wooden 6ft table for the gifts table, the dj table, the head table, and even the hot drinks table if you have that many extra 6 fts.
Bar is moved to the back of the barn
Barrels with board next to bar
small foldable table next to barrels
Chairs moved to the pavilion
Hightops right outside the are (maybe still keep them on the pavement?)
barrels at the front of the ceremony
small dj foldable table
Pavilion (not needed for this wedding)
Property layout (not needed for this wedding)
ADDITIONAL NOTES:
Please bring the photo backdrop wall into the barn to be stored for the rest of the winter