Thank you for booking you wedding/event with Abbey Road Farm. We are thrilled to be able to help you celebrate! Please see below for a helpful checklist and some resources to help you with your planning. There is a lot of information here, but it is all important, so please review!
As always please feel free to reach out to Kristen Baxter if you have any questions.
Kristen Baxter - Director of Events
kristen@abbeyroadfarm.com or 503-715-7610 (cell, can text too!)
Venue Planning Checklist:
____ Sign Contract/Pay Deposit
____ Start arranging your vendor team. Preferred vendor list can be found here.
____ Add venue information for guests to invitation or couple website
____ Lodging Payments due 90 days prior to event day; ask your event lead for booking link if guests are reserving and paying for their own rooms.
____ Schedule final walk through - 4 to 6 weeks prior to wedding/event
____ Make wine selections; 1 case for every 40 guests or 3 cases for every 100 guests. Current selection is here!
____ Provide lodging information: your event lead will need room assignments, breakfast information and dietary restrictions.
____ Provide Abbey Road with Liability Insurance Rider (see link to WedSure below)
____ Final Payment & Guest Count - 2 weeks prior to wedding/event
____ Designate a day of contact - coordinator, etc.
____ The BIG day! Congratulations!!
____ All items removed from property by midnight on your event day; or 11am the next morning if you are staying with us.
____ Come back and celebrate with us - ANYTIME!
____ Sign Contract/Pay Deposit
____ Start arranging your vendor team. Preferred vendor list can be found here.
____ Add venue information for guests to invitation or couple website
- On invitations - direct folks to our 10280 NE Oaks Springs Farm Road address. This will bring them up the gravel road to the west of the property, directly to the event parking area. (The main address works too! it just brings them up the main drive. Not quite as direct!)
- We are a farm - with lots of gravel and uneven surfaces. Please choose appropriate footwear.
- Smoking needs to take place at last 20 feet away from any building and please dispose in cigarette specific receptacle.
____ Lodging Payments due 90 days prior to event day; ask your event lead for booking link if guests are reserving and paying for their own rooms.
____ Schedule final walk through - 4 to 6 weeks prior to wedding/event
____ Make wine selections; 1 case for every 40 guests or 3 cases for every 100 guests. Current selection is here!
____ Provide lodging information: your event lead will need room assignments, breakfast information and dietary restrictions.
____ Provide Abbey Road with Liability Insurance Rider (see link to WedSure below)
____ Final Payment & Guest Count - 2 weeks prior to wedding/event
____ Designate a day of contact - coordinator, etc.
____ The BIG day! Congratulations!!
____ All items removed from property by midnight on your event day; or 11am the next morning if you are staying with us.
____ Come back and celebrate with us - ANYTIME!
Wedding Day Timeline & Reminders:
- Arrival time is Noon for set up on day of event; tables and chairs will be set.
- Candles - may be used, but must be in a glass enclosure that is at least one inch taller than the top of the flame. Flameless candles are my best friend!
- PLEASE do not use any glitter or confetti in your decorating. I may hand you a vacuum cleaner at the end of the night if you do. Ha!
- Liquor may only be served for a 2 hour time frame; may be broken up and must end one hour prior to conclusion of event.
- Last call for beer and wine must be one half hour prior to end of event.
- All music must be off by 10pm; guests out of Arena/event area by 11pm.
- All vendors and guests who are not staying overnight must be off property by midnight.
- Guests staying on property are more than welcome to return to the lodging and common areas to hang out; but please remember amplified music is not allowed after 10pm.
Are you staying with us? Lodging Information
Ranch House - 3 bedrooms (one king, one queen and two twins), 2 bath with full kitchen and living area.
- Payments must be made at least 12 weeks prior to event wedding date. All rooms not reserved will be released for public rental.
- If guests are paying their own deposit - a link will be provided for guests to complete booking information. Please coordinate with your event lead.
- Check in begins at 3pm. There will be a welcome bag for each guest with room assignments and other information in the lobby of the suites and kitchen of the ranch house.
- Breakfast is only included for Silo Suite guests. Breakfast will begin at 9am unless other arrangements are made. The Ranch House will be stocked with provisions for cooking breakfast. Guests may be added for a $25/person fee and arrangements must be made in advance.
- Check out is at 11am.
Ranch House - 3 bedrooms (one king, one queen and two twins), 2 bath with full kitchen and living area.
Venue Manager Role:
- Facilitate final walk through, may include vendors and will generate final event floor plan.
- Will be present for Wedding Rehearsal time - does not run rehearsal
- Oversee venue set up day prior to event - property preparation, tables and chairs set.
- Available via phone in the morning prior to arrival - for emergencies, questions, and any vendors issues related to the venue.
- On-site event day starting 2-hours prior to ceremony start time.
- Ensure lighting, electricity and climate are at acceptable levels throughout event.
- Oversee final clean up and exit of vendors.
- Not a wedding planner!