Frequently Asked Questions
We have compiled some of the most common questions to help you plan your celebration. If anything is not listed here please reach out to us and we would be happy to bring clarification.
Insurance: What are the requirements?
Please see your contract and quote for your requirements as things may have changed since you booked with us. As of 1/1/24 any events booked after this will come with this day-of event insurance included if it is listed on the quote. If it is not listed: All events must purchase day-of event insurance with a minimum $1,000,000 per occurrence and $2,000,000 aggregate liability, and provide a Certificate of Liability Insurance with Rustic Barn Campground, LLC named as an additional insured. We often use https://www.theeventhelper.com/ for day-of event insurance and it costs approximately $126.
In addition, caterers and/or bar services must provide their own insurance with a minimum $1,000,000 per occurrence and $2,000,000 general aggregate Commercial General Liability. Bar service COI will need to show Liquor Liability insurance as well.
Other risky activities may require additional insurance or approval on a case-by-case basis.
Anyone using drones must have a drone liability on their policy and follow all flight laws including proper certification which is legally required by the FAA. See the FAQ about drones for more info.
Drones: Are they allowed?
Guests should not ever fly drones over this property. If a vendor such as your photographer or videographer intends to fly a drone, they should follow all applicable laws and safety procedures. The FAA requires all commercial operators to have their FAA Remote Pilot Certificate (Part 107) so that is required to be provided. They will be required to provide proper insurance that clearly shows drone operation is covered under the policy. Many general liability insurance policies exclude the use of drones so there must be a drone endorsement visible on the provided certificate of insurance. Rustic Barn Campground, LLC must be named as additional insured. Without the proper insurance no drones are allowed to be flown over our property.
A minimum $1,000,000 coverage is required for drone liability insurance. An option for insurance is https://www.theeventhelper.com/drone-insurance.
What is the Booking and Cancellation Policy?
To book the venue, a signed contract and 50% non-refundable booking fee is required. The remaining balance, along with a $500 security deposit are due 60 days before the event. Cancellation: No refunds will be given unless we are able to re-rent the facility without a loss – in this case refund will be less a 6% or $150 processing fee (whichever is greater) and any other costs that have already been incurred as part of the package. (this information is not legally binding so actual contract wording should be read carefully to verify the details of each individual contract)
Is The Barn Amish Built?
No, it’s a one-of-a-kind-custom-designed timber frame, erected by Adirondack timber framers.
When is my Event Date Officially Booked?
Your date is not confirmed until we receive the signed contract and non-refundable 50% booking fee and we confirm that we have received them and your date is locked in. Please make arrangements to drop it off in person or if mailing, please let us know it is in the mail so we can keep an eye out for it and let you know if it does not arrive. When we receive the contract we will confirm that it is received and that your date is officially booked.
We accept checks, cash, or cryptocurrency. We can also accept credit cards but there is a processing fee of 5%.
Food & Alcohol: Can we bring our own?
In most cases food must be provided by a caterer/restaurant with proper NY State food service permits. This does not apply to baked goods such as cakes, cookies, or cupcakes.
All alcohol must be served through a licensed and insured caterer or bartending service with the proper license/permit to serve alcohol. NY State Law requires proper permits for serving or selling alcohol at any venue, even if it’s an invite only event such as a wedding. Any venue not requiring the proper permit is breaking the law and is at risk of getting shut down by the State Liquor Authority. It would be very risky to book an event with them.
Many mobile bar services, bar carts, and tap trucks do not have their own license to serve alcohol so they would not be able to get a permit to serve. We don’t approve temporary permits except under special circumstances so please make sure if you are booking a bar service, they don’t plan on using a temporary permit. If you would like to book a bar service that needs a temporary permit, please let us know first and we will tell you what we require and if we would allow the bar service to operate here.
Outside alcohol, (alcohol not provided and served by the licensed bar service) is not allowed on the property or at the event. Event guests are not permitted to bring their own alcohol of any kind. Outside alcohol will lead to the removal of the people not in compliance and possibly the early termination of the event. The penalties for not following the NY State Liquor Law are severe so we need to make sure the laws are being followed.
Is a Ceremony Rehearsal included?
You will be able to schedule an hour block of time to do a ceremony rehearsal on site. The ceremony rehearsal will need to be scheduled around any existing events. If there is an event the day before you can schedule a ceremony rehearsal before Noon. The ceremony rehearsal does not always need to be done here. You can also do the ceremony rehearsal somewhere else and it should work to give people an idea of where to stand and the order of things.
We don’t currently offer rehearsal dinners.
Who is responsible for cleanup?
Your caterer should bus tables after dinner service to get a majority of the trash, and clean up after themselves. You are responsible to make sure all remaining trash is collected and placed in the trash cans we provide at the agreed upon end time of the event. You will also need to have all your decorations taken down and packed away immediately following the event. Some event planners may offer this service to clean up trash and pack up your decorations. Following the event, our staff will wipe down tables, sweep the floor, and mop to get the space ready for the next event.
Do we only host weddings?
No, we can host almost any type of event. We can accommodate anniversary parties, reunions, fund-raisers, celebrations of life, and much more. We have a PA system and wireless mic we can provide for speaking and dinner music.
Glassware: Is it allowed?
Glassware is allowed on tables or with approval by management. Glassware is not allowed on the dance floor area for obvious reasons. Coming from the bar: No single serving glass bottles are allowed, only cans or plastic drinkware, or wine that will be poured into plastic drinkware. Management reserves the right to waive any of these restrictions with written approval.
Catering: Who can I use for catering?
Caterers must be properly licensed by the New York State Department of Health and provide a copy of their DOH Catering Operation Permit. They must also carry commercial liability insurance and provide a copy of their certificate, naming Rustic Barn Campground, LLC as an additional insured. We do not currently have a kitchen on site so they need to be prepared for that. We do have access to potable water for them to use. The caterer should provide enough staff to serve the prepared food, cleanup after themselves, and bus tables after food service. Depending on your dessert plans, you may also want to talk to them about serving the cake.
Candles: Are candles allowed?
No flames are allowed in or near the barn without approval. Candles are allowed on tables if fully contained within glass with a bottom so no wax drips out and there is no fire risk. Use of battery powered LED candles are recommended.
Fireworks: Are fireworks or sparklers allowed?
No. Absolutely no fireworks allowed.
Sparklers may be allowed outside the barn for a sendoff, but must be kept a safe distance from the barn, and must be approved by management. Please also buy the larger sparklers since the short ones don’t last very long and by the time everyone has them lit, half have already gone out.
Cold spark machines may be allowed on a case-by-case basis with written approval from management, but would need to be provided through a company that is insured and properly trained on their usage and safety. All local building/fire codes must be followed so this may change depending current or future restrictions.
Decorations: What is allowed?
Decorations must be approved. Any hanging decorations must be safely hung. No nailing, tacking, taping, or any other damage to any surface of the barn. Decorations may be hung using twine or wire as a non-destructive method. If you have any ideas, please let us know and we will try to find a solution to accomplish your vision.
Pets: Are pets or emotional support animals allowed at the venue?
Guests are not allowed bring pets or emotional support animals on the property without prior approval. Guests that arrive with an unapproved pet will be asked to bring the pet home immediately, without exception. Pets are not allowed to be left in vehicles during events.
If you would like to incorporate your pet into the wedding ceremony please let us know because we will usually allow that.
Please notify us of any service animals that may be required by guests, so we can make proper arrangements.
“Greater love has no one than this: to lay down one’s life for one’s friends.”