Frequently Asked Questions

How many guests can your venue accommodate? Up to 350!

Do you host both the ceremony and reception on-site? Yes

Is your venue indoor, outdoor, or both? Both! While the standard wedding, host the ceremony in our outdoor Ceremony Garden, the Reception is hosted within our enclosed Pavillion.

Is the venue climate-controlled? Currently the venue is not climate controlled. Please ask us about your options!

Do you have on-site parking? Is it free? Yes and yes and our packages are designed to include parking attendants for event day!

How far in advance should we book? ASAP! Realistically the 12 month mark is ideal but it doesn’t mean that if we have a date available, that it can’t be done in less! The better question is what is your timeframe to ensure that you enlist all vendors, decor and parties to make your day perfect? Vendors such as photographers, DJs and officiants typically book a year or so out so that would be dependent.

Do you require a deposit to secure our date? How much is it? Yes we do, our retainer fee is the same for all packages to assist with affordability and it is $2450.

Do you offer a payment schedule? YES WE DO! We offer 12 month payment schedules, ask us for more details as we would love to discuss with you!

What is included in the rental fee? Each package has a list of inclusions listed beneath it on this website under the packages tab.

Do you offer all-inclusive packages or à la carte options? We offer both, please see our packages listed on this website. We do offer add-ons to packages to make it a little more customizable to help you create your perfect day!

Do you offer discounts for weekday or off-season weddings? While we do not offer peak/non peak discounts, we do have a package that is offered at a great discounted price for weekday weddings as well as we do offer heroes discounts.

Do you have an in-house caterer? We do! And we offer more all-inclusive packages that include catering, some for reception only and some that include catering for the rehearsal dinner as well.

Can we bring our own caterer or use outside vendors? You absolutely can use an outside caterer, however they will not be able to access our catering kitchen as this is for Poplar Hill Catering only.

Do you require couples to choose from an approved vendor list? While we provide a list of referred vendors, we do not require that you use them. You may bring in your own vendors, the only requirements are that they provide proof of licensing and insurance.

Do you allow food trucks or specialty dessert vendors? Absolutely! There are spots pre-determined and provided close to our Pavillion for easy guest access.

Do you have an on-site bar service? We do! This is included in some of our packages and can be an add-on to other packages.

Can we bring our own alcohol? Yes, and this is the requirement as Poplar Hill does not furnish alcohol or ABC license, this is to be provided by the client for their specific event. *All alcohol must remain behind the bar at all times and will be served by bartender.

Do you require licensed bartenders? We do! You can hire your own bartending service, they must provide proof of license/certification and insurance OR you can utilize our bartending service which is included in some of the more all-inclusive packages that we offer.

Can we decorate the space ourselves? This you must do or hire a decorator as your event contract doesn’t include decorating. You will have ample time between rehearsal and wedding day to decorate as you like

Are there any décor restrictions? There are a few! Please no nailing, stapling or gluing any décor to the arch, pavilion or tables. (Candles must be within containers, such as glass; confetti is not allowed, hanging items must follow set rules above- utilize fishing wire or other creative ways to attach- just ask us if you have any doubts about your decor!)

Do you offer setup and breakdown services? Setup and breakdown of your tables and chairs in the Pavillion is included, setup of the Ceremony Garden will require your assistance.

How early can vendors arrive for setup? This would typically be based upon your timeline created by your coordinator but you can always just ask us!

Do you allow live bands and DJs? Ofcourse!

Is there an ability to project slideshows, pictures, etc? Yes! There is a large TV available inside the pavilion, you would only need to provide a HDMI flashdrive with the photos/sound you want to be played OR bring your own laptop HDMI compatible to plug in with slideshow

Are there noise restrictions or a curfew? Being as we are a 98 acre farm, noise has not been an issue for us and while there isn’t a curfew per say, event contracts require event to be complete by midnight

Do you require event insurance? Yes we do as stated on the first page of all contracts

Are pets allowed? Yes, we are a dog-friendly venue but you are responsible for watching them, cleaning up behind them and maintaining safety for them and your guests at all times

Do you have a backup plan for bad weather? (For outdoor weddings) Absolutely! Standard back-up plan is either tent rental to cover the ceremony garden and/or move the ceremony to Pavillion

Can we have fireworks?

No fireworks or other hazardous items are allowed.

Can we have sparklers for our sendoff?

Yes! but no sparklers under the pavilion or inside any building. Sparklers must be minimum of 20 inches (please be sure they are properly disposed of, a bucket of sand is great for this) 

Who is responsible for cups, plates, utensils, napkins?

You will provide these items as they aren't included in your package. There are so many varying themes and decor that we could never find one universal print to match every bride's vision! So have fun with it, personalize to your liking!

Who takes care of the trash for event end clean up?

Trash is to be bagged and tied up prior to departure the night of the event and Poplar Hill staff will be responsible for the disposal. 

When does the Venue need to be cleaned from the event?

All décor is to be removed from the property immediately after the event unless otherwise agreed upon. and cleanup to be complete by midnight on date of event. 

Is Smoking permitted?

Yes, only in designated areas. Smoking areas should be designated if you expect smokers at your event. Please be sure to provide an area for butts to be properly disposed of (a bucket of sand is a good option). We do have a few smoke receptacles on the patio for use. Smoking is NOT permitted inside any building or on the 30x30 deck overlooking the pasture. Butts are NOT to be thrown on the ground, this would be classified as damages and could result in deductions from your deposit.

What can my flower girl toss down the aisle?

No flower seeds or bird seed are allowed as well as No confetti or small loose paper items. Real flower petals can be thrown however they must be picked up at the end of your event; no artificial petals allowed. This is an outdoor venue so keep this in mind when choosing your décor.

Will Poplar Hill setup my cake table?

No, our staff will not move or transport your cake. We would hate for something to happen, so we leave this to the Bakery. Please also make sure you have someone who is responsible for moving your cake when it is time or at the end of your event. 

*NOTE: Poplar Hill staff will NOT be responsible for cutting or serving the cake. 

Do you have on-site accommodations for the couple or guests? Not yet but it is in the works!

Are there nearby hotels or lodging you recommend? There are several options nearby, we have listed on our resources page of this website!