Stand by me

Our venue is your venue 

• We would do anything for love, but we won’t do that…Keep in mind, Adena is solely an event venue.  

Schedule a visit

• We love company. We also love hiking, biking and eating out, so all visits must be arranged in advance and we will make sure to be around.

Your one and only

• You are exclusive. We will not have another event on your special day. Promise!

Have a plan

• Six weeks before your big day, we will review a game plan together to make sure everything is where it should be the day of your event.

Weather

• It is considered good luck to have rain on your wedding day.  We can’t control the weather so it is important to have a backup plan.  Events at our venue are rain or shine.

Bonfire

• Sure! We have wood, matches and a guy to keep an eye. 

Start and finish

• Events, including set up and clean up, can not commence before 10am so we can have our coffee.
• Events  must conclude by 11pm before we turn into pumpkins. We respect our neighbors and want them to respect us, so no partying all night long.

Photos/videos

• We would love to add images from your event to our website. A discount may be available, so let’s talk.

Full ADA Accessibility

• Although many areas are flat and wheelchair accessible, it is a farm so please speak with us if you will need to make special accommodations.

Wedding Planner vs. DIY

• We recommend you work with a professional event planner for many reasons. The biggest being that this is your event and you don’t want the stress! Secondly, they are experts, they know what they are doing! We are not event planners. We are just the venue. 

Event staff

• Please speak with your caterer to ensure you have appropriate folks to greet guests, prepare food, serve, clear, and ensure your event goes off without a hitch.
• An Adena representative will be onsite for your event to help point folks in the right direction, but can’t serve as event staff.
• Alcohol and bartenders - Celebrate, but be safe and smart.  We do not have a liquor license.  Your event planner or caterer can help you here.  
• Be legit!  A licensed bartender must serve all alcohol and only to guests 21 or older with proof of ID.

Tents

• The state of New York says that we can not have more than 99 guests in our barn. If you’re super popular, you will need to rent a tent.  
• Tents for ceremonies or receptions as part of your weather contingency plan are optional, but suggested. 

Food, linens and table settings 

• Caterers make awesome food, but we do not.  We only provide an awesome venue.
• Caterers can also make arrangements for your linens, dishes, utensils, glassware, etc.  

Fancy bathrooms

• We will provide standard portable restrooms.  Upgrades are available for an additional cost. Those fancy toilet trucks with air conditioning, marble and the works are fantastic, but we don’t provide these deluxe versions in our standard packages.

Unlimited power

• In life, or for electrical needs.  We have a 3500w generator that will power the lighting in the barn and the house has standard electric. Additional lighting fixtures or lights are not allowed on the property unless first approved.
• Talk to your event planner, caterer and DJ/band to see what power they may need and if you will need to rent an additional generator.

The vendor list

• To help make your search easier,  we put together a list of pertinent businesses in our area. Some we have worked with, some we have not.  The is not a preferred list, so dot your I’s and cross your T’s when qualifying them.

Overnight accomodations

• You don’t have to go home, but you can’t stay here.
• There are lots of amazing places to spend the night in our area and we can share information about our favorite spots to camp, the perfect B&B for Aunt Martha, a chic boutique hotel for your city friends, or a huge house to rent for all your college besties.

Parking onsite

• We have plenty of parking on site, but our parking lots are big grassy fields that are affected by weather. Unfortunately, we can’t guarantee the weather or whether our parking lots will be usable. Don’t worry, there is a solution!

Shuttles

• We have a large circular driveway perfect for drop-off and pick-up. There are several transportation services you can book to provide a lift to get your guests safely and easily to and from our venue.

Parking attendants

• If you do chose to use our grounds for onsite parking, you need to have a parking lot attendant for events over 40 guests. Your event planner or caterer can help you with this.
• Street parking - Sorry, the town strictly prohibits street parking.

Signage and wayfinding

• Which way do I go?  You should provide signage or other wayfinding assistance to direct guests on our property.
• You may also want to put up directional signs on public roads leading to our venue.  
• You must remove all signage the day after your event.

Security

• You’re going to get lots of gifts!  Please designate a gift area and ensure it is watched and safe. 
• Please do not bring any firearms.  If your uncle has a conceal and carry, this is not the time or place.
• Keep your guests in check, please don’t make us call the cops!

Childcare, pet care, and irresponsible guest care

• We are a family freindly venue. We love kids.  We have a couple ourselves so we know what a responsibility it is to be sure they are safe and have fun.  
• If you will need booster seats or high chairs for children, please check with your caterer.
• If you have furbabies, it is best to leave them at home.  We love pets and know you love yours, but please do not bring them to your event.  If your pet is a must, let’s talk.
• If your frat brother wants to swim in the pond, please reel him in.  

Decorations

• Event planners live for decorating!  You are responsible for set-up and everything must be taken down the day after your event including any fasteners such as tape or tacks. If you want to make special decorating arrangements that may impact our venue, please talk to us in advance.
• Anything left from your event will be held for 24 hours.  After that time, any items left behind will be discarded or permanently displayed as your contribution to our venue.
• No rice, confetti, potpourri or glitter is allowed.  Only biodegradable throw aways (ex. flower petals, dried lavender, etc.) are permitted. 
• Candles can be used but we have some pretty specific language in our contract about them. We have a 200 year old wooden barn. Need we say more? LED candles are the way to go.

Trash/recycling removal

• Leave no trace. You are responsible for ensuring everything is left as you found it and all waste is removed.  Treat our place as you treat yours.
• Save the planet.  We highly recommend you recycle everything possible.
• We don’t want bears and they want your leftovers.  Your caterer must remove all food waste items and they are required to clean all areas where food had been present.

• We will hold a date for up to two weeks and then we release it unless we have a signed contract and downpayment.
• To book Adena Orchard & Vine for your event, a 50% downpayment is required with a signed contract to confirm your date. The full balance will be due six months before your event.
• Cancellation within 14 days of the effective date of the contract will result in a 100% refund of payments received.  
• Cancellation after 14 days of the effective date of the contract will result in a 100% forfeiture of the 50% downpayment and any other payments received.
• Payment in full must be received within six months of your event date.
• $1,000 security deposit will be required at the time of paying the remaining balance.  This will be returned in full following your event if there is no damage and you clean-up your mess. 

Event insurance

• We have our own insurance, but you should CYA as well.  Since you are on the line as hosts, we required you to obtain event insurance for no less than $2,000,000 in liability, listing Adena Orchard & Vine as the co-insured. 
• Some often used options for wedding event insurance can be found at WEDSAFE.COM and EVENTHELPER.COM. 
• We require general liability insurance and proof of liability insurance from external vendors, with a general liability policy covering property damage and personal injury caused by the vendor, its employees or sub-contractors.

Catering contracts

• A licensed catering company must serve food and alcoholic drinks for the event. The caterer must provide a full cooking and serving staff including at least one bartender if alcohol is being served. Proof of alcohol liability insurance must be provided. The caterer is responsible for the set-up, breakdown, and cleanup of the catered site. We ask that your caterer leave the catering areas the way they found them.

Vendors contracts

• Vendors must adhere to the terms of our policies in the contract and it is the client’s responsibility to share these policies with them in advance of the event. 
• We need a copy of your vendor contracts.