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Wedding FAQ’s

Answers to Your Vermont Wedding Locations & Reception Questions

What is included in my facility fee?
Included in the facility fee is the use of the Hayloft and Milking Parlor levels of the Round Barn, planning sessions and day of event coordination, 20 dining tables, 6 cocktail tables, buffet tables, ceremony chairs, 200 mahogany Chivari dining chairs, all silverware, dishware and glassware owned by us. In the warm weather months, our large flat terrace is also available for outdoor cocktail and hors d’oeuvre hours. Please note that linens are not included in the facility fee but are included in overall pricing estimates.
Since your facility has an outdoor site, what provisions are made in the event of inclement weather?
Within two hours of your ceremony the decision to change to an indoor ceremony and/or reception can be made quickly and efficiently with no cause for panic from you or your guests. Our staffing and facility size enables us to be prepared for any circumstance. The options will be fully explained by our event coordinator.
Is the person who books my reception the same person who will be my contact at the Round Barn during the planning stages, as well as the coordinator at the reception?
We employ a full time event coordinator who will be available to you throughout the planning stages, ceremony and reception. Until the moment you depart, there will always be someone to assist you. The majority of our staff is involved in taking inquiries for weddings. The manager of the Inn, the full time event coordinator and office manager take deposits and confirm dates.
Do you confirm my Vermont wedding date or destination weekend in writing?
All events are confirmed, in writing, with a contract, as well as a copy of our preferred vendors list and a planning binder with all of the resources available.
Can you give me at least two references?
We will be more than happy to supply references from past couples and their families.
What is the deposit and payment schedule?
Fifty percent of the appropriate facility fee plus $2,000 is required as a deposit to confirm the desired date with the balance due eight days prior to your reception. This deposit amount will be reflected on your food, staffing and facility invoice. If you would like access to the Inn by reserving the Inn guestrooms, an additional $2,500 deposit is required. If your room deposit is not being used to pay for guestrooms, it can be applied towards your bar bill or refunded. All group lodging bookings are subject to 9% Rooms & Meals Tax and a 15% Service Charge.
Do you have an in-house Vermont wedding caterer?
We own “Cooking from the Heart” catering which carefully prepares the food for all Round Barn celebrations out of our full service commercial kitchen. Executive Chef Charlie Menard and his team of creative chefs delight in preparing any type of dish you may desire, including vegetarian and special dietary needs. Executive Chef Charlie Menard has been a part of our company for more than 13 years and takes great pride in preparing farm to table meals. Each menu is a reflection of the seasons and the style of event.
What is the maximum number of guests the facility can accommodate?
The Round Barn can accommodate up to 200 people. On Saturdays, and Holiday Sundays from May – October, a 100 person minimum is required.
How many cars can be parked at your facility and are there any related fees?
The Round Barn has ample parking for any size of function. General parking is included in the facility fee. The Round Barn has limited handicap accessible parking. Valet parking is included in the facility fee for all winter weddings of 80 or more guests. Valet parking is available at an additional cost for weddings May through December. Ask your event planner for more information.
Do you host more than one event or reception at a time?
The Inn at the Round Barn Farm will hold only one reception at a time, guaranteeing you our complete time and energy. We will host more than one reception on a weekend, but never two on the premise on the same day.
How long would my reception be and when should it begin?
The average reception is six hours long. Most summer receptions begin anywhere between 2:00pm and 3:30pm. Amplified music must end by 9:30 pm. Winter receptions usually start later as amplified music is permitted until 11:00pm if the Bride and Groom have taken all of the Inn rooms.
Can I view the facility before or during a reception in order to get a realistic image of the site all set up?
We always encourage potential couples to come and see the Round Barn right before the start of an event. This gives you the opportunity to see how the Round Barn looks and to meet the staff. Just call to make an appointment.
Will there be staff on hand to handle any unexpected problems that might occur during our reception?
Yes, the Inn at the Round Barn Farm has a full staff that can handle any and all your needs for a successful ceremony and reception. We have been in business for more than 25 years and have an incredible ability to anticipate upcoming challenges.
What is the staff to guest ratio?
For sit-down meals, we find that two servers can properly serve 4 tables. For buffets, a team of two servers can properly serve 5 tables. In addition to servers, we also hire bussing staff, bartenders and a floor manager for each event.
What about a seating plan? Can you help me with a layout?
To assist you, our facility has numerous seating plan scenarios available for you to use and a blueprint is available to assist you as well. The seating plan is due to your event coordinator no less than 48 hours before the start of your celebration so the floor manager can get the reception completely set up. It’s our goal for you to be a guest at your celebration!
Is the Round Barn air-conditioned?
The Round Barn is not air-conditioned. However, industrial floor fans are available for use in the warmer months. The Barn is fully heated for winter events.
What types of linen are available?
In house we always carry a supply of 120 inch floor-length white cotton rounds, and white or ivory overlays and napkins. We have access to many other colors and textured specialty linens. A custom linen price quote is available and we are happy to source and supply specialty linens. If you wish to provide your own linens a handling fee will be applied.
Do you have a permanent dance floor and how many people does it hold?
Yes, we do have a permanent dance floor. As we have beautifully restored wooden floors throughout both levels of the Round Barn, you can control the size of the dance floor by the number of guest tables you choose to have.
Are there any regulations about the type of music, number of musicians or duration of music?
The Inn at the Round Barn is located in a beautiful, agricultural residential setting and because of this we do have time restrictions to allow for our neighbors continued happiness. In the summer months, bands can play until 9:30pm. Although this may seem early, our experience has been that by that time of the evening, most people are ready to call it a night, or to move on to an after party at one of the clubs in Waitsfield. In the winter months, we can allow music until 11:00pm as long as wedding guests have booked all of the guestrooms at the Inn.
Do you have a piano or any other instruments on the premises? Do you have a microphone?
No, there is no formal PA system in the Round Barn. Each band will need to bring its own equipment and instruments.
Are meals provided for musicians and photographers?
We provide all meals for musicians and photographers, at 50% off the regular dinner cost. We have a policy that all vendors are offered the same meal being served to guests. Vendors have a big part in the overall success of your celebration. Feeding them well goes a long way!
What is your policy on children’s meals?
Happy children make for happy parents! We are accustomed to providing kid-friendly food, and have a capable team of babysitters and special children’s packages. Babysitters need to be booked no less than three weeks in advance. In some circumstances, babysitting services may be mandatory. Please ask our event coordinator for our childcare guidelines.
Are there separate areas for the cocktail hour and for dinner and dancing?
We have separate areas for the ceremony, cocktails, and dinner. In the unfortunate case of inclement weather, or in the cooler months, the ceremony and cocktail hour can take place in the Milking Parlor middle level of the Round Barn with dinner and dancing in the upper Hayloft level.
Is there a comfortable area where guests can await the arrival of the couple from the ceremony if it has been held off-site? Can cocktails and hors d’ oeuvres be served at that time?
Guests can await your arrival either on the backyard terrace or in the Milking Parlor or middle level of the Round Barn. Cocktails and hors d’oeuvres can be served at this time, depending on your preference.
Do you have a photography room or changing room?
There is no photography room, per-say; but since the Inn at the Round Barn is a historic Inn, we have a beautiful 12-sided Round Barn, five ponds, three bridges, numerous gardens, and the Green Mountains as a backdrop. We have more than enough wonderful places for pictures. We have bathrooms in the pool area located in the lower level of the Round Barn for the wedding party to use for changing, if needed.
Do you have any plans for renovations?
If so, can I have something in writing that guarantees that they will be completed before my reception? We do have renovations planned on a regular basis. Generally all renovations are planned for the slower times of the year, but you can be assured that you will be notified of any possible changes that may have an impact on your wedding.
What can and cannot be brought on-site?
Decorations, props for the ceremony and any other personal touches can be brought in for the celebration. In order to adhere to Vermont State Liquor laws, alcoholic beverages can not be brought onto the site as we are a fully licensed establishment. Bringing beverages into a licensed area is against the law and beverages those brought onto the premise will be removed immediately.
Are there any discounts for receptions held off-season?
Our facility fee is lower from November through April than it is May through October.
Do you have liability insurance in case a guest gets injured? Do you have liquor liability insurance?
The Inn is fully insured for all circumstances that may arise.
Can you create ice carvings?
Sorry, the answer is no. If you visit our Inn in the winter, we would be happy to show you all the snow you could ever imagine – and we might even build you a snowman!