THE ENCHANTED BARN | POLICIES AGREEMENT
Please read the following policies carefully, then complete the form at the bottom of the page acknowledging your agreement and understanding.
The Site fee is determined by the date of event. The site services fee includes the items listed in the “Wedding Costs Made Simple” supplied upon inquiry. The Client’s invoice will reflect their specific fee for their event date and relative to the quote received upon inquiry and/or booking.
Rental of The Suite is not included in the package price. Reservations can be made by selecting Yes on your profile and indicating how many rooms you want on your Profile. This document will get submitted to us through the emailed link you will receive for accessing the Planning Pod form. Check-in time is 12:00 noon and Check-Out time is 11:00 am. Rates will be determined by how many rooms you rent and will be added to your invoice. Occupancy limits for the Bridal Suite is a maximum of 8 guests.
When your guests are at the barn, everything that is provided to them is a reflection of our venue, therefore, we prefer not to allow outside caterers. We have taken a lot of time to select our caterers to ensure that you will be provided with options that will continue to be a reflection of our award-winning venue.
In the case you insist on having an outside caterer, The Enchanted Barn charges an alternate surcharge of $750 for guest counts less than 100 or $10 per person for guest counts exceeding 100, this fee in consideration of the additional staff we will need on site to replace our catering staff typically used. This fee is also in consideration of the additional planning and coordination that our venue will need to do with the caterer you are bringing in. The Enchanted Barn must pre-approve the Client’s selection of an outside caterer prior to you booking your event with an outside caterer. You will still be required to purchase our Crate & Barrel Package which consists of salad and dinner plates, flatware, water goblets, as well as the dining tables, linens, and dining chairs for your guests.
Due to varying market conditions, pricing on the catering menu are subject to change without notice. Prices can be confirmed 30 days prior to the event, after your caterer submittal form has been submitted. There is no food & beverage minimum per se, instead there are tier charges based on guest counts.
Fall Planning Day/Winter Tasting Event/Private Tastings
There are currently two events that we facilitate to assist you in your planning process. They are Fall Planning Day and a Winter Tasting Event. At these events you will have a chance to meet with our house caterers and taste samples of food from each of them in an effort to determine what options you would like to serve as appetizers and entrees at your event. These 2 events are offered at no charge to the couple getting married at the barn. Because the Fall Planning Day is an event that does also include our preferred vendors, and informative discussions and presentations with our staff, we do recommend that you make every effort to attend the Fall Planning Day event. The Winter Tasting is only a tasting event.
If you decline to attend both of these events and request a private tasting with any of our caterers, you will be required to pay a Private Tasting Fee in the amount of $125. In an effort to minimize any confusion for our couples, as well as our staff and our caterers, we ask that you set up any private tastings with the caterers through firstname.lastname@example.org.
Because we do coordinate and offer two events in an effort for all of our couples to make it to a tasting, if a private tasting is requested we have put in place the following guidelines:
Private Tastings are offered for the minimum fee of $125 which includes 2 people with the choice of each of the following, 2 entrees, 2 starches, 2 veggies, 2 appetizers and 1 salad. Any item chosen from the Market Price items will incur an additional charge which will be determined at the time of the request. Additional people included in the tasting will incur an additional $30 per person.
Final guest counts must be supplied no later than 30 days prior to your event by submitting your caterer submittal form. This count will be the amount of meals that will be placed with your caterer and the minimum number of meals that will be charged. At that time your food order will be placed and you will not be able to lesson your guest count, however you can increase it. In the event that you have not submitted your caterer submittal form, and it is under three weeks until your event, we will use the estimated guest count listed on your policies and/or contact form as your final guest count, and your final menu will be your caterer’s choice from the baseline items listed on the menu. Using these amounts and any items submitted on your wish list document, we will create your final invoice, which is required to be paid in full 2 weeks prior to your event date. Payments made with a credit card will incur a 3% convenience fee and will be added to your invoice at the time we run your credit card. This amount will be itemized and added to your invoice.
Additional Guests for Dance Only
You are able to invite additional guests for your dance only, however, there will be an additional surcharge of $3.00 per person in consideration of the use of the grounds and facility (bathroom, cleaning, parking, staffing, liability) for these guests.
Service Charge and Taxes
Food prices and service related items are subject to an 18% service charge and a 5.5% sales tax. A service charge is not added to the site fee, however, the site fee is subject to a 5.5% sales tax.
A wedding cake or dessert is not included in the venue package, therefore clients are responsible to provide their own dessert from an outside licensed vendor. The Enchanted Barn provides a cake/dessert cutting service to you, depending upon the type of dessert that you will be serving. This includes a linen table, presentation, cutting, plating, plates, forks, napkins, and clean up. Because this service takes places while dinner is being held, we do not allow family members or friends to handle this service, and require you to obtain service from The Enchanted Barn.
No smoking is allowed inside any of the buildings at the barn, and only allowed in outside designated smoking areas.
We do allow pets during the ceremony, however, we ask that they be leashed or put in a kennel when the ceremony is done. We also do have an air-conditioned area for them to be in during the summer months. Considering the liability issue and that we don't want our guests to accidentally step in messes, we do not allow pets to roam unattended. We don't want guests that are allergic to pets to have a less enjoyable experience.
Time Restrictions/Additional Hours
The latest an event may run is until midnight on Friday or Saturday, and until 11:00 p.m. Sunday through Thursday (excluding certain holiday weekends). Overtime is available at $200 per half hour after midnight on Friday or Saturday, and after 11:00p Sunday-Thursday with a maximum overtime of one hour on any given night.
You will have time to gather up your personal belongings and decorations, at midnight or 11:00 p.m. (whichever applies to your specific day), without any overtime charge occurring as long as this is a reasonable amount of time and does not exceed one half hour beyond midnight on a Friday or Saturday or 11:00 p.m. on a Sunday through Thursday.
There will be a $50 per hour charge for any use of the barn prior to noon on wedding day. Please do not arrange for any personal items to be delivered to the barn prior to your scheduled arrival time.
We ask that you be considerate of other events here at the barn, and do not schedule drop off of items prior to the day of your event without arrangement with the barn to have staff available to assist you. If you do request drop off prior to the day of your event, there will be a $150 charge.
Ceremony Rehearsal Policy
If you’re planning on having a rehearsal with your wedding party, this may be held at the barn at any time there is not another event scheduled at the barn. Please submit the request as soon as possible by sending an email to the event coordinator. The fee for a rehearsal will be billed at a disclosed hourly rate, and is billed for a minimum of 2 hours. We also have Rehearsal Dinner packages available at the barn.
Additional Set Up/Tear Down
Further labor requirements will be $50/hour. Extra Labor would include (but not limited to) additional requested set up, extra cleaning required after your event, rented linen, extra equipment, cocktail tables and chairs outside beyond what is supplied by The Enchanted Barn, special room transitions, and other items not a part of The Enchanted Barn’s usual set up for events. Outside ceremonies incur additional cost of $3 per chair. This includes setting up chairs for ceremony and removing chairs after. Setting up an outside tent for a ceremony (except when final guest count, seating diagram, or weather determine a complimentary tent) is not included in this category, and fee will vary accordingly. As a part of the rental, The Enchanted Barn will place a runner and single centerpiece at each table for events with a formal linen flow, at no additional charge. Additional labor costs for party favors placed at each place setting, or additional table decorations, can be waived if client supplies designated help from their family or friends. Candles on tables are subject to a surcharge of $1 per candle and The Enchanted Barn must be notified of the count prior to full payment being received for the event, you will enter your count on the profile submittal. Lit candles will not be allowed in the milking parlor and any that are used for your dinner tables, will be required to be removed after dinner.
The Enchanted Barn can arrange the set up of outdoor tents for your event. Fees for this amenity will vary based on size and quantity. The Enchanted Barn will determine the need for a complimentary tent based upon your final guest count, seating diagram and weather for the purpose of cover during cocktail hour and dessert hour.
Dinner Diagram/Guest List/Table Assignments
The Enchanted Barn has standard table layouts that show the maximum seating capacity of 220 guests in the loft, with an additional capacity of 100 guests in the fieldstone milking parlor level. We provide table layouts specific to your guest counts and do not allow you to change the table numbers that are listed on the table charts. You may, however, add a table name to the table number that we ask you provide with your table décor to display to your guests.
The Enchanted Barn will also supply you with a Guest List form (Excel format) with columns for guest names, entrée selection & table number to be completed by you and submitted to us prior to your event.
If you are offering a choice of entrees when your guests RSVP, then you are required to provide escort cards for your guests. If you are offering a choice of more than one entrée with plated service, you are required to assign guests to a specific table and supply a sample of your escort cards when you return your guest list form to your Event Coordinator. The Enchanted Barn recommends table designations for your guests, and does not recommend individual seating assignments.
The Enchanted Barn reserves the right to inspect and control all functions held on the premises. Audio decibel levels must not exceed 85 on the opposite end of barn where the speakers are located. To ensure compliance with your contracted DJ or band, the Enchanted Barn will require the DJ or Band to sign an audio agreement two weeks prior to your event and be expected to adhere to the audio parameters above. The Enchanted Barn reserves the right to monitor compliance of these audio guidelines. If a DJ/Band refuses to honor these guidelines, The Enchanted Barn reserves the right to cease operation of the music. There will be one warning prior to discontinuation of music if audio guidelines are violated. The dance & music must cease immediately at midnight, or your scheduled event end time.
Bands are welcomed at The Enchanted Barn, but they do require additional staff planning prior to the event, additional staffing on the day of the event to make set up and transitions run smoothly and keeping your timeline on target, as well as additional time for tear down and loading of equipment at the end of your event. There will be a $600 surcharge when you have a band at your event. The Band you contract with will be required to comply with the sound requirements of The Enchanted Barn. Please see details under Audio section.
The Client grants The Enchanted Barn and his/her successors, legal representatives and assigns the irrevocable and unrestricted right to use and alter any photo or video material for commercial, promotional, marketing, competition or other purposes without compensation and hereby release and shall hold harmless The Enchanted Barn and his/her successors, legal representatives and assigns from all claims or liability resulting from or associated with the use of the material.
The client is responsible for any and all damage to the event space and its contents which occur during the client’s function, unless an Enchanted Barn staff member is directly responsible. Damage costs will automatically be deducted from the security deposit and if the damage exceeds the security deposit, full payment will be requested within 5 days after receiving an itemized invoice reflecting the amount of the damage.
The Enchanted Barn is a stunningly unique setting, and we encourage you to let the site decorate itself. Flowers are really the only decorations needed at The Enchanted Barn, however, we encourage you to personalize to your unique tastes. Included in the décor at the Barn: hanging votive candles, white sheer material, spectacular natural setting and rustic elegance. Not allowed at The Enchanted Barn: taper candles (other than for your Unity Candle), uncovered candles, fog machine, helium balloons, tape, glue, (adhesives must be approved by site manager). Items NOT allowed inside or outside The Enchanted Barn: rice, birdseed, seed corn, dried beans, lentils, glitter, confetti, candelabras, and Chinese Sky Lanterns. Violation of this policy will incur a $250 clean up fee and be deducted from your security deposit.
Fireworks are not allowed at The Enchanted Barn, this includes but is not limited to firecrackers and Chinese Sky Lanterns. However, sparklers are allowed.
Personal Items Removal
Please remember that the rental of the venue for your event is from noon until midnight. We do allow for you to stay until 12:30 a.m. to allow time for the removal of your personal items and decor. If you don’t think that you can arrange for your items to be removed the night of your wedding, you can request Next Day Pickup. If you have not arranged for Next Day Pickup, and decide the night of your wedding to leave your personal items behind, there will be a fee to return to the venue to retrieve your items. Please be considerate of the following days events.
Any items belonging to clients remaining at the site after the event shall be the responsibility of the client. The client shall provide the barn a prepaid shipping label and we incur a minimum $25 handling charge for our staff to box and return any items. If you have decorations that you would like to leave at The Enchanted Barn permanently, this requires pre-approval from an appointed Enchanted Barn staff member. The Enchanted Barn will not be held responsible for lost or stolen items.
In the event that this contract is cancelled by The Client, all deposits are non-refundable. A request for cancellation must be received in writing either via postal mail or email. In the event that the date must be moved, the deposit, minus a $250 administrative fee, may be transferred to a new date.
The Enchanted Barn is not responsible for inclement weather, lost or stolen items, and other circumstances beyond The Enchanted Barn’s control. The Enchanted Barn has WiFi and encourages the monitoring of weather conditions to alert the bride and/or groom of any weather warnings. The bride and/or groom would be responsible for communication to the guests and subsequent decision to possibly vacate the site. The Enchanted Barn shall not be liable or responsible for any delays due to strikes, riots, acts of God, inclement weather, shortages of labor or materials, power outages, terrorist acts, war, governmental laws, regulations, or restrictions, or any other causes of any kind whatsoever which are beyond the control of The Enchanted Barn.
Clients are required to purchase liability insurance and name The Enchanted Barn as their main venue in the liability policy and select they are serving. There is no additional charge on liability insurance policies to name your venue. We recommend www.wedsafe.com. Proof of insurance must be provided to The Enchanted Barn 14 days prior to the event.
Limitation of Liability
In the event The Enchanted Barn breaches it obligations under this Agreement, any amounts paid to the barn shall be returned to the Client in lieu of all other remedies available to Client and this Agreement shall become null and void with neither party having any further rights or liabilities hereunder, except as provided for in this Agreement. The Enchanted Barn and Client acknowledge and agree that it would be extremely difficult to accurately determine the amount of damages suffered by the Client as a result of The Enchanted Barn’s default hereunder, and agree that returning any payments made is a fair and reasonable amount to be retained by Client for liquidated damages if The Enchanted Barn default’s under this Agreement; and the return of any amounts paid to Client upon The Enchanted Barn’s default hereunder shall not constitute a penalty or forfeiture.
Unless due to any gross negligence or willful misconduct of The Enchanted Barn, to the fullest extent allowed by law, Client will at all times indemnify, defend and hold The Enchanted Barn and its shareholders, directors, officers, agents, employees and managing agents (collectively, “The Enchanted Barn Indemnified Parties”) harmless against and from any and all claims, judgments, damages, penalties, fines, costs, liabilities or losses (including, without limitation, sums paid in reasonable settlement of claims, attorney fees, consultant fees and expert fees) (collectively, “Losses”) by or on behalf of any person or persons, firm or firms, corporation or corporations, arising from: (i) the event held at The Enchanted Barn; (ii) any breach or default on the part of Client in the performance of any covenant or agreement on the part of Client to be performed pursuant to the terms of this covenant or agreement on the part of Client to be performed pursuant to the terms of this Agreement; (iii) any negligence of Client, their agents, servants, employees or licensees occurring before, during or after the Event at The Enchanted Barn; and (iv) from and against all costs, attorney’s fees, expenses and liabilities incurred in or about any such claim or action or proceeding brought thereon; and in case any action or proceeding be brought against The Enchanted Barn by reason of any such claim, Client, upon notice from The Enchanted Barn, covenants to defend such action or proceeding by counsel reasonably satisfactory to The Enchanted Barn. The Enchanted Barn and Client mutually, knowingly, irrevocably, voluntarily and intentionally waive the right to a trial by jury in any action, proceeding or counterclaim brought by either of the parties in connection with this Agreement. In the event of litigation, The Enchanted Barn shall be entitled to recover all of its court costs and attorney's fees.
The Enchanted Barn is located in a dry township and is not licensed to sell alcoholic beverages. If you want alcohol during your celebration at The Enchanted Barn, you must purchase it from an outside vendor. If you choose to serve alcoholic beverages, the State of Wisconsin requires that you supply The Enchanted Barn with a guest list for our files and that your guests are not charged for the alcohol. We provide the guest list template for your use in providing us with that information. We strongly recommend that you hire a shuttle service to transport your guests from the hotel to The Enchanted Barn and back to their hotels after your event. The only alcoholic beverages that will be allowed are beer, wine, champagne and up to 5 signature drinks during the cocktail hour after your ceremony. We do not allow beer trailers or the dispensing of alcohol outside of the bar area.
If you are serving alcohol, the State of Wisconsin requires it to be served by a licensed bartender. We do require you to use the bar attendant that is supplied through the barn’s bar services package. This attendant will be responsible for setting up the area used for dispensing your alcohol prior to your ceremony and cleaning up the area after your event is over. The Enchanted Barn has three tappers for kegged beer and one tapper for root beer with CO2 system, refrigeration for beverages and vintage containers for presentation of cold non-alcoholic beverages available for rent if you do want alcohol during your event.
All alcoholic beverages must be served in compliance with all laws and regulations established by appropriate governmental units (including no service to underage or intoxicated guests). The dispensing of alcoholic beverages must terminate 30 minutes before the ending of your event. You are responsible for compliance with restrictions of the serving of alcohol and for the consequences of alcohol consumption, including but not limited to, adverse health reactions, property damage and 3-party liability claims. You agree to indemnify The Enchanted Barn, its owners and agents, from any and all liabilities, which may arise from the serving of alcoholic beverages.
ALCOHOL CONSUMPTION POLICY
The Enchanted Barn wants your celebration to be a success and we will do our best to make it so. However, abuse of alcohol can ruin a celebration quickly. As the host, you are accountable for the behavior of your guests. Please help our staff enforce responsible drinking behavior. Following is our policy, which has proven to be both discreet and effective:
1. No alcohol will be knowingly sold to or consumed on The Enchanted Barn premises by any person under the legal age. Identification cards will be requested of any person who appears to be under age.
2. No alcohol will be knowingly sold or consumed on The Enchanted Barn premises by any person who, in the opinion of appropriate staff, is or appears to be intoxicated. This is a state law.
3. As the host, you will be offering alcohol to your guests free of charge. This is a state law as The Enchanted Barn is located in a dry township.
4. In an effort to control alcohol consumption, the staff and/or your bar attendant (s) may proceed as follows when a problem is developing.
a. Ask any individual(s) to slow down or stop drinking.
b. Ask for cooperation from other guests at your celebration.
c. Cease serving a particular group of people.
d. Ask problem individual (s) to leave the premises.
e. Close the bar.
f. Halt the celebration.
g. Call the police or sheriff.
5. Any guest who, in the opinion of The Enchanted Barn Management, is or appears to be intoxicated at The Enchanted Barn may be requested to surrender his or her car keys to The Enchanted Barn personnel or to a sober friend. Such individuals shall then be driven to their place of lodging by someone else or transported to their place of lodging at his or her expense. If all else fails to prevent an intoxicated person from driving, the police will be called. If, unfortunately, we incur any expenses enforcing our policy, we will add them to your bill.