Frequently Asked Questions

General Questions

  • Please see the details found here for complete pricing and included items.

  • The barn has a capacity of 160.

    The pavilions do not have an official limit but we recommend around the same since the barn is the backup plan in case of inclement weather.

  • Available dates can be found here.

  • A date is only considered reserved when the contract is signed and a $1,000 first payment has been made.

    This payment will be applied to the venue balance. However, should you decide to cancel it is not refundable.

    • 8 months prior: 50% of the venue rental fee is due.

    • 1 month prior: The remainder of the venue balance is due.

    • 10 days prior: The balance for the catering and beverage packages is due.

    We want to work with you on a schedule that works! Ask our event manager about a payment schedule and we will set it up for you (provided it meets the above due schedule).

    - A credit card to be on file for any damages to the facility or grounds.
    - Tax is charged in accordance with Ohio law.

  • We consider a date reserved when we have a signed contract and $1,000 first payment. Whomever has requested to start the contract/first payment process first for a specific date will have priority.

  • All venue tours are by appointment, including when the farm is open to the public in September and October. Tours can be scheduled here.

  • This is a great question!

    Wedding budgets can vary wildly due to the amount of items and variables that go into the planning process. But, for Hillcrest provided services (venue, food, and beverages) our costs range from $10,000-$18,000.

    Be sure to check out our pricing page for all the information related to venue rental, catering, and beverage packages.

    Additionally, we offer a wedding estimator for your convenience. This tool will allow you to easily change the selections and find a combination that fits within your ideal budget.

  • Yes!

    We provide linens for all tables, napkins, plates, silverware, and a limited selection of decor (table numbers, wood centerpieces, furniture, and more).

    Plates alone save ~ $1,000 if you had to rent them!

    We provide plastic cups by default. We do offer glassware for an additional charge if you would prefer, however this is not a common addition.

  • We only host one wedding per day to ensure that each couple's event is special and receives our full attention.

    * Saturdays and Sundays in September and October the farm is open to the public. Our wedding staff is 100% separate and this will not affect the level of attention you receive.
    The wedding areas are separated from public farm areas and both wedding and farm staff are making sure no one goes where they shouldn't.

    While farm guests are not able to intrude on your wedding you are more than welcome to utilize the entire farm for your photos. The offers a unique backdrop not found anywhere else. Apples trees brimming with ripe apples, sunflowers in full bloom, the pumpkin patch dotted with perfect jack-o-lanterns, the possibilities are endless!

  • Yes, we have a variety of rectangular tables that are commonly used for the head table, sweetheart table, DJ, cupcake/desert table, cocktail hour, and more.

    6' x 30" rectangular tables can also be used as guest tables instead of round.

  • In the case of rain we are able to move the ceremony into the barn. Guests remain seated at their tables while the bridal party enters from the patio through the sliding barn doors.

    All our table layouts allow for this so it doesn't require a room flip other venues will perform, which disrupts your event.

    * If the cocktail hour was planned for the patio it will also move into the barn.

  • We are pet friendly. However, all pets must be pre-approved, other than service animals.

    We want your special family member to be a part of your ceremony as much as you do.

    Pets much be contained (leashed, carrier, etc.) and someone must be responsible for them at all times other than the bride and groom.

    * During weekends in September and October pets are not allowed to be taken into non-Wedding areas of the farm.

  • Cash, Check, Credit Card (with 3.6% additional fee), Bank Transfer, Venmo

  • The venue times are listed in the top section of the contract.

  • This is a great question, especially when comparing venues! We've found that the job of "wedding day coordinator" can mean different things to different people and the last thing we want is any miscommunication.

    What we do have is an event manager. This person is your main point of contact for anything venue, food, or beverage related. They work with you leading up to your event to answer questions you might have. When it comes time to select your food and beverage package, they'll be there to answer questions and help you make choices!

    On your big day... They're here to answer questions from vendors, drive you around the farm to different spots for photos, and basically be an extra set of hands to ensure your day goes very smoothly.

Catering and Beverage Questions

  • No! Many venues have this, but we want you to make your wedding as intimate or inclusive as you'd like. We've hosted weddings as small as 50 and as large as 160.

  • Yes. Once upon a time we allowed outside catering and as the issues mounted we sought to offer a better experience for our couples. We don't want you to experience the issues and frustrations that we saw first hand. (We aren't in it to watch your wedding be ruined by a caterer show up hours late, underprepared, or with unprofessional staff.)

    Our catering partner was carefully selected to offer incredibly delicious food, at a great price, with outstanding service. Plus, our caterer is a small family business just like us! That means that they're personally invested in the success of your wedding day.

  • Absolutely no outside alcohol may be brought onto the property.

    We are holders of an Ohio class D5/D6 liquor permit. Basically, that just means any alcohol consumed on our property must be purchased from us.

    We offer several different packages to choose from and each can be customized to suit your specific needs, tastes, and budget.

    For example, you get the "Call" bar package but want a specific type of vodka? No problem!

    Another common ask, is a special bottle of alcohol for the groom, or father, etc. Also, not a problem!

    We try to accommodate most requests within the price of the package but obviously it is determined on a case-by-case basis, so just ask!

    Finally, bartenders are included with all alcohol packages!
    You don't need to find and pay for another service to serve alcohol to your guests. Most other venues will require this!

  • We work with you from start to finish on everything venue, beverage, and food-related! That means, one person to talk to and one bill to pay.

    Managing a bunch of vendors is tough, so let us be three of them in one!

  • Yes, most (if not all) caterers will have the following fees. In order to make it easier for you to compare "apples-to-apples" we have priced our packages to follow this pattern.

    • 22% service charge will be added to the cost of food items.

      • This covers the cost of our incredible staff that is going to ensure a seamless catering experience from the serving of the food to cutting of the cake.

    • 18% gratuity is included for your convenience.

      • 100% of this goes directly to our incredible staff.

      • This charge is optional (most caterers require this). We simply include it because you have so much going on during your big day, worrying about tipping your vendors should not be another one.

    We also charge Ohio Sales Tax in accordance with Ohio law.

Planning Questions

  • Our couples typically start their ceremony between 4:00 pm and 5:00 pm on Saturdays, 5:00 pm - 5:30 pm on Fridays, and 4:00 pm - 4:30 pm on Sundays.

    Cocktail hours (if applicable) occur the hour immediately following the completion of a ceremony.

  • Our event manager will create a floor plan based on your preferred layout prior to the big day!

  • Fireworks are not permitted. Our insurance company does not allow them under any circumstances. Sparklers are also not allowed.

  • Yes, but all vehicles must be in parking lot B, and retrieved by 9:00 am the following day.

  • Fridays/Saturdays: 11 pm
    Sundays: 9:30 pm

    Access to the venue ends at midnight on Fridays/Saturdays and 10:00 pm on Sundays.

  • No, all deliveries (whether by you/family/friends or by vendors) must occur during the rental period. This ensures that we will have knowledgeable staff available and ready to assist if necessary.

  • Yes! We take great pride in our farm and if you find a different spot uniquely beautiful we would love to accommodate you.

    However, during weekends in September and October our farm is open to the public and this severely limits this possibility. Feel free to ask during a tour or contact our event staff for more details.

  • 14 days

    In order to give our catering partner adequate time to plan and prep your delicious meal two weeks notice is required. After this time, only additions to the final count may be made. Immediate payment is required for any changes made after 14 days.

    7 days prior to your event no changes may be made.

  • Yes! Our only requirement is that you schedule your session ahead of time with our event manager. Please don't just show up!

    If your session will be during September or October, be aware that are open to the public on weekends. However, there are plenty of great places to take photos by yourself without people in the background.

  • Rehearsals are by appointment and based on availability. To schedule contact our team at weddings@hillcrestfunfarm.com.

    Generally, they will take place on the Thursday immediately preceding your wedding.

  • Yes, day-of special event insurance for at least $1,000,000 with host liquor coverage is required.

    We recommend that our couples use www.WedSafe.com. They make the process incredibly easy (Hillcrest Orchards is a simple drop-down you select) and the cost is only $175.

Setup and Day Of Questions

  • Outside food and drinks (except alcohol) are permitted prior to the ceremony. After the start of the event, all food and beverages must be provided by us.

  • Hillcrest Orchards staff handles trash removal throughout your event. Any decorations, center pieces, flowers, etc. will need to be taken with you at the end of the night.

    If you opted for our optional decoration package, we will return your decorations to their original storage contains so you can take them with you at the end of the night.

  • Absolutely! Our pond is one of the most picturesque settings for sunset photos. Ask us for more recommendations or work with one of our great recommended photographers.

  • Our event barn is a historic part of the farm and because of this we want to preserve it as best we can. Therefore, we do not allow any additional holes to be placed in the walls or beams.

    Hooks have been placed in common areas to hang things and you are welcome to use them.

    For safety reasons, we do not allow anything to be hung from the rafters or beams.

  • Unfortunately, no. We require that all decorations (including flowers) be removed by the end of the rental period.

  • Access to the bridal suite is provided from 8:00 am to 8:00 pm the day of your event. We kindly ask that all personal belongings be removed from the suite by 8:00 pm.

  • Due to the historic nature of our barn, no open flames are permitted, including tapered candles or any type of hanging candle.

    We have a very sensitive fire alarm system and prefer that it not go off and interrupt your big day!

  • The Hillcrest Orchards staff will set up the tables and chairs. Prior to your event our event manager will work with you to determine table placement and layout.

    Table clothes and place settings are also placed by our staff as well.

    Generally, out set up ends there, however, if you would like us to do more we do offer an optional decoration package to make your day even more stress free.

  • We recommend that everyone park in "Parking Lot B" which is located just past the main entrance to the farm.

    This parking lot has paved handicap spots and walkways that lead to the barn and patio.