Questions to Ask When Touring a Minnesota Wedding Venue
Planning a wedding involves making numerous important decisions, and one of the most crucial is selecting the perfect venue. Whether you’re looking at a charming barn, a rustic ranch, or a modern hall, here are the top 15 questions to ask when touring a Minnesota wedding venue. These questions ensure you have all the information you need to make the right choice for your special day.
1. Can we use our own vendors?
Importance: Choosing your own vendors allows you to customize every detail of your wedding, from catering to floral arrangements. It’s essential to know if the venue has a trusted vendor list or if you have the flexibility to bring in your preferred professionals.
At 5 Family Ranch, couples have the freedom to choose their own vendors. To assist you in your search for the right vendor, we have provided a list of trusted vendors that we have worked with and recommend.
2. What is the alcohol policy? Can we bring our own, or do you provide a bar service?
Importance: Alcohol policies vary widely between venues. Understanding whether you can bring your own alcohol or need to use the venue's bar service helps in planning your budget and ensuring your guests have a great time. Asking about the bar menu and the possibility of special drink requests, like signature cocktails, can add a unique touch to your event.
At 5 Family Ranch, we are proud to offer a comprehensive bar service with our full liquor license. Outside alcohol is not permitted on the premises. This means that neither couples nor their vendors can bring their own alcohol. However, we are more than happy to collaborate with you to create personalized signature drinks or accommodate special requests, ensuring your beverage options perfectly complement your celebration.
3. Do you offer event coordination or planning services?
Importance: Event coordination services can be a lifesaver, helping you manage the many details of your big day. Knowing if the venue offers a coordinator or if they can recommend a trusted professional can alleviate stress and ensure everything runs smoothly.
At 5 Family Ranch, we do not staff or require an event coordinator. We have worked with amazing event coordinators such as Hitch Studio, and Fox + Flourish Collective Co. Check out our Trusted Vendor page for additional references. If you decide not to hire a professional coordinator, we highly recommend designating one or two individuals as hosts or hostesses. They will serve as designated points of contact to handle any vendor questions and ensure that you can enjoy your special day without interruptions.
4. What services does the Minnesota wedding venue offer?
Importance: Understanding what’s included in the venue’s cost is crucial. Ask about the basics, like tables and chairs, as well as any hidden costs. This ensures there are no surprises when the final bill arrives.
At 5 Family Ranch, we offer a range of services to make your wedding day seamless and memorable. Our full-service bartenders provide top-notch bar service, and we enhance your reception with real glasses and water carafes on each table, ensuring they remain filled throughout the event. We also handle the setup and teardown of all tables and chairs for the ceremony, reception, and dance, and our team takes care of clearing the tables, allowing you to fully enjoy your special day without any worries.
5 Family Ranch offers a'la carte, budget-friendly pricing options for affordable wedding venues in Minnesota. Being transparent with our pricing is important to us because we want couples to know exactly what to expect, ensuring there are no surprises and they can plan their special day with confidence. In the spirit of transparency, we have made our pricing available on our website. Additionally, we offer an Excel workbook where you can input your guest count and amenity add-ons to get a clear picture of the total costs.
5. Does the venue have space for a ceremony and reception?
Importance: Having both the ceremony and reception at the same location can be convenient for guests and streamline your planning process. Confirming this can also impact your overall layout and flow of the event.
At 5 Family Ranch, we offer a variety of beautiful locations for your wedding ceremony. The balcony is ideal for smaller, intimate settings, providing a cozy and romantic atmosphere. For larger weddings, our banquet room offers ample space while still maintaining an elegant and intimate feel, perfect for gatherings of any size. Additionally, the large patio can comfortably accommodate up to 300 guests, featuring a stunning backdrop of a serene treeline and pond, creating a picturesque setting for your special day.
6. Since it is a Minnesota wedding venue, does it have a backup plan if I want an outdoor ceremony?
Importance: Minnesota weather can be unpredictable. Ensuring the venue has a solid backup plan for outdoor ceremonies guarantees your day can proceed beautifully, rain or shine.
At 5 Family Ranch, we ensure your wedding day runs smoothly, rain or shine. During our final walkthrough, if you plan for an outdoor wedding, we will also discuss your Plan B for inclement weather. Should the weather take a turn, your options will include moving the ceremony to the balcony or the banquet area. Our dedicated team will handle all the setup and takedown of ceremony chairs, as well as transforming the interior for the reception. We will place all tables and chairs according to your planned layout, ensuring a seamless transition and allowing you to enjoy your special day without any worries.
7. How many hours does the rental cover?
Importance: Knowing the duration of your rental helps in planning your event timeline. It’s important to ensure that you have ample time for setup, the ceremony, reception, and cleanup.
At 5 Family Ranch, we provide ample time for your celebration with venue availability from 8:00 AM to 12:00 AM. This schedule allows plenty of time in the morning for decorating, as well as for the bridal party to get ready in our suites. You will also have sufficient time for setup, your ceremony, reception, and packing up your decorations and personal items, ensuring a stress-free and enjoyable wedding day.
8. Can we bring our own decorations?
Importance: Personalizing your wedding with your own decorations adds a special touch. However, it's important to know the venue's regulations on open flames, candles, or sparklers to ensure safety and compliance.
At 5 Family Ranch, we offer flexible decorating options to help you create your dream wedding. You can choose to hire your own decorator or handle the decorating yourself. We have minimal restrictions: you cannot hang items on the walls, but open-flamed candles are permitted as long as they are enclosed in glass. This allows you the freedom to personalize the space and make it uniquely yours while ensuring a beautiful and safe environment for your celebration.
9. Can I get a prior day rental?
Importance: Having access to the venue the day before your wedding allows for a rehearsal and extra time for setup. This can help alleviate stress on the actual wedding day.
At 5 Family Ranch, we offer convenient prior day rental options to help you prepare for your special day. If the venue is not booked for the day before your wedding within four months of your date, you will have the option to rent it by the hour. This allows you additional time for setup, rehearsals, or any other preparations. If the prior day is unavailable due to another event, we will inform you immediately to ensure you can make alternate arrangements.
10. What is the venue's policy on children and pets at the wedding?
Importance: If you’re planning to include children or pets in your celebration, it’s vital to know the venue’s policies to accommodate them properly.
At 5 Family Ranch, we welcome children and pets under specific guidelines to ensure a safe and enjoyable experience for all guests. Due to the presence of our pond and for their safety, it is very important that children are attended by adults at all times. Dogs are allowed to participate in the outdoor wedding ceremony and photos; however, due to health code restrictions, animals are not permitted inside the venue (with the exception of service animals). While on the property, animals must have a designated handler responsible for looking after them, cleaning up after them, and removing them from the property once photos and/or the ceremony are completed.
11. Is there wheelchair accessibility and accommodations for guests with disabilities?
Importance: Ensuring your venue is accessible for all guests is not just courteous but necessary. Confirming wheelchair access and other accommodations ensures everyone can join in your celebration comfortably.
At 5 Family Ranch, we prioritize accessibility to ensure all guests can comfortably enjoy your special day. Our venue is equipped with wheelchair-accessible entrances and pathways, making it easy for guests with mobility challenges to navigate the property. We also provide accessible restrooms and convenient parking options close to the event spaces. Our team is committed to accommodating any additional needs to ensure that every guest feels welcome and included in the celebration.
12. What’s the deposit, cancellation, and refund policy?
Importance: Life can be unpredictable, so understanding the financial implications of canceling or rescheduling your wedding is essential for peace of mind.
At 5 Family Ranch, we require a non-refundable rental deposit and a damage deposit to be paid within five days of signing the agreement. The rental deposit is non-refundable and non-transferable in the event of a cancellation. The damage deposit will be returned after the event unless there is damage to the property. If the event is postponed, a new date may be selected at our discretion, and the payment schedule adjusted accordingly. However, if the event is not rescheduled, it will be considered a cancellation. For cancellations, the client is responsible for all payments due as per the payment schedule up to the date of cancellation, including both deposits and any scheduled payments. If the cancellation occurs within 90 days of the event, the remaining rental fees must be paid. A formal cancellation notice is required to halt future scheduled payments.
13. When is payment due?
Importance: Payment schedules vary, and it’s important to understand when deposits and final payments are due. This helps in budgeting and ensuring timely payments.
At 5 Family Ranch, our standard payment schedule is as follows: The initial payment consists of a non-refundable rental deposit and a damage deposit. Remaining event and host fees are due one week prior to the event, following a final walk-through and guest count confirmation. The final payment, which includes any additional charges incurred during the event, is due within 15 days after the event. However, we understand that flexibility is important, and we are happy to work with you to implement a monthly payment plan to accommodate your needs.
14. How do I secure the date?
Importance: Popular venues book up quickly. Knowing the process for securing your date, including any deposits required, ensures you can lock in your desired wedding day.
To secure your wedding date at 5 Family Ranch, review the rental agreement, fill out, sign, and return it, and then pay the non-refundable rental deposit and damage deposit. Once these steps are completed, your date will be officially reserved, and the countdown to your special day begins!
15. How does the venue assist with prior event and day-of coordination?
Importance: Understanding the level of support provided by the venue both before and on the day of the wedding is crucial. This ensures you know what assistance will be available, helping you plan accordingly and reducing stress on your big day.
At 5 Family Ranch, we are committed to supporting you from the moment you reserve your date until your wedding day. From day one, we are always available to answer any questions you may have. Six to eight weeks before your wedding, once you have your final guest count, we send you an event questionnaire. We then meet to review the details of the questionnaire and your wedding day itinerary, walking through each phase to ensure we accommodate your wishes. During this meeting, we discuss your morning preparations, including any special requests for the bridal suites such as mimosas or specialty drinks, and your plans for a host bar. We also review the setup of tables and chairs for both the reception and ceremony based on your plans. On the day of your wedding, we ensure the suites are stocked as requested and have one or more staff members available all day to assist. Our goal is to make your day as seamless and enjoyable as possible.
When searching for the perfect Minnesota wedding venue, asking these questions will help you gather all the necessary information to make an informed decision. Each venue is unique, and having clear answers will ensure your big day is everything you’ve dreamed of.
Book a tour or contact us at 5 Family Ranch, a family-owned and locally-owned wedding venue in Minnesota. We would love to meet you, answer your questions, and host your special day!!!
Tel: +1-507-401-5918
Email: info@5familyranch.com
Facebook: https://www.facebook.com/5familyranch
Instagram: https://www.facebook.com/5familyranch
Special thanks to these wonderful locally-owned wedding venues from across the country who continue to inspire us and help support our wedding venue!
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