Q: WHAT DOES VIRGINIA BARN WEDDING HAVE TO DO WITH ADAMS INTERNATIONAL SCHOOL?
A: Virginia Barn Wedding helps support the mission of the school, and weddings are held on school grounds. Money earned from holding weddings here helps subsidize tuition and keep it low. In the years we’ve been holding weddings here, it has become customary for the bride and groom to give a gift to the school to help us keep the weddings going. Couples have donated benches, tables, plantings, straw bales, and light fixtures, anything to help make VBW/AIS an attractive place to have a wedding. Currently we have a wish list of items couples can gift.
Q: WHAT TIME DOES MY EVENT HAVE TO END?
A: Events held on Friday or Saturday must end by 10:00 PM. Vendors are permitted to stay until 11:30 PM to clean up/break down from the event.Additional hours past the 11:30 PM closeout time are subject to a fee of $250/hour. Events held Sunday-Thursday must end by 9:00 PM.
Q: WHAT AREAS OF THE PROPERTY AM I PERMITTED TO USE?
A: You will have access to the Red Barn and surrounding yard, the 40’x60’ paved patio, the kitchens & bathrooms on the first & second floors of the main building, and the schoolyard around the main building.
Q: WILL I GET MY SECURITY DEPOSIT BACK AFTER THE WEDDING?
A: After your event, the facility Coordinator will do a through inspection of the property, noting any damages or loss of decor/props during your event. The deposit, less payment for damage done beyond normal wear and tear or loss of decor/props, will be refunded within 30 days.
Q: CAN I GET IN EARLIER TO SET UP FOR MY EVENT?
A: Additional setup time prior to the event is billed at an hourly rate of $150.Keep in mind that, due to liability, the Event Planner or Facility Coordinator is required to be the first person on-site and the last to leave.
Q: WHAT IF MY REHEARSAL RUNS OVER 1 HOUR?
A: If your rehearsal runs over 1 hour, an additional fee of $150 per hour will be applied.
Q: WHAT ARE THE DEPOSITS?
A: In order to reserve your date, Virginia Barn Wedding require a 25% of the package price, a signed contract, and a $500 security deposit. A credit card is on file for anything exceeding $500. This is to ensure payment covers for damages to the property, décor, and props. If any damages, Please let us know immediately, and either replace or pay for it. If the damage requires professional repairs, we may provide you with an itemized bill, which you should pay within 30 days of receipt. Sometimes you might be unaware of damage that takes place; in that case, we will let you know in writing within three days following your event. Both you and we agree to negotiate in good faith to resolve any issues and ensure that the damage in question is repaired in a timely manner.
Q: WHAT IF I CHANGE MY MIND?
A: The 25% deposit and the $500 deposit is nonrefundable at the time of contract. Please see additional information below:
Cancellation made less than 160 days prior to scheduled event: No refunds.
Any balance owed is due no later than 60 days prior to the scheduled event date.
Date change requests will be accommodated if possible. If no acceptable alternative date can be scheduled, the cancellation policy will apply.
Q: CAN WE HAVE ALCOHOL AT THE WEDDING?
A: You can! You just need to get (or have your caterer of alcohol get) a banquet license (also known as a one-day license) from the Virginia Department of Alcoholic Beverage Control for the wedding. Please give us a copy of the banquet license and/or other applicable licenses two weeks before the event, and also put a copy in the serving area at the wedding. You can apply online at https://ebusiness.abc.virginia.gov/eLicense/controller .
Q: WHAT DO WE OR THE CATERER DO WITH TRASH FROM THE WEDDING?
A: Please sweep out the buildings you use, bag up the trash, and take it with you. This should be done by 11:00 AM the day after your event. There is a recycling bin near the parking lot, and you can leave glass bottles, aluminum cans, and other recyclables in there. Please break down cardboard boxes. Any decorations and lighting that are not gifted to Virginia Barn Wedding that you or your vendors provide should also be removed. Any decorations of ours that you use should go back to the storage closet. Tents and tables should be picked up by 5:00 PM on the Tuesday after the event.
Q: WHAT SHOULD WE DO IF THE STRAW BALES GET WET?
A: If you use our straw bales outside and they get wet, please take them away and replace them with new ones. According to the fire department, wet bales are highly combustible.
Q: THERE ARE TWO ENTRANCES/EXITS TO THE PROPERTY. WHICH ONE SHOULD WE USE?
A: You and your guests should enter the property from the western entrance (as indicated by the double mailbox) and exit from the eastern entrance. This helps to ensure the safety of all guests as well as the smooth flow of traffic. We will provide you with a blockade for the eastern entrance before your event to make sure no one drives up in the wrong direction. Please put it in place at least an hour before your wedding.
Q: DO WE NEED INSURANCE FOR THE WEDDING?
A: Yes, for your protection and ours. Please make sure you have event insurance that includes alcohol liability, in an amount that’s at least $1,000,000 combined single limit for bodily injury and property damage. The insurance should name Virginia Barn Wedding/Adams International School as additional insured, and a certificate of insurance with an endorsement must be provided to us at least 10 days prior to the event.
Q: ARE WE ALLOWED TO KEEP OUR THINGS IN THE BRIDAL SUITE?
A: The bridal party would be able to leave their items inside the school until 9pm the night of the event so that the facility could be locked up and checked inside prior to the Facility Coordinator having to head down to closeout and lock up the barn.
Q: IN THE EVENT THAT WE NEED SOMETHING OR HAVE QUESTIONS SHOULD WE GO TO ANY OF THE OTHER BUILDINGS OR THE HOUSES ON PROPERTY?
A: There are private residents on the property. Please respect their privacy. The Facility Coordinator is on property to assist with the needs. There is no access to the other buildings on the property.
Q: DOES THE SCHOOL HAVE A GENERATOR?
A: The school is on a generator, but the barn is not. Please keep in mind outside generators are recommended for wedding receptions in the event of a seasonal thunderstorm or loss of power.
Q: ARE DOGS ALLOWED IN THE WEDDING?
A: Yes, Dogs are allowed in the wedding however there is fee for your dog to be on property. There needs to be a professional dog sitter taking care of your pet before and after the ceremony. They will need to clean up after your pet and also need to be taken off the property as soon as the ceremony is over.
Q: I HAVE MORE THAN 150 GUEST, BUT I KNOW THEY’LL BE WELL BEHAVED…DO I STILL NEED A SECURITY GUARD?
A: Goochland County requires events to have uniformed security personnel present if events include alcohol and have more than 150 guests or do not include alcohol and have more than 700 guests.
Q: WHAT IS A FACILITY COORDINATOR?
A: The Facility Coordinator is present on behalf of the venue and is there to assist with any property-related questions or issues. The Facility Coordinator will also assist in resetting the barn and property at the end of the night and complete walkthrough with your Caterer.With guest counts over 150, the Event Assistant will act as the Facility Coordinator.
Q: WHAT IS REQUIRED TO RESERVE MY DATE?
A: In order to reserve your date, Virginia Barn Wedding requires 25% of the package price, a signed contract, and a $500 security deposit.
Q: WHAT ELSE DO WE NEED TO KNOW?
A: Goochland County has some regulations regarding events that you should know.
– Portable Toilets: Goochland County requires that events with more than 55 guests have available a portable toilet or port-a-potty. This is in addition to the toilets that guests may use in the AIS main school building.
– Tents: Goochland County requires event tents in excess of 899 square feet to have a building permit that is submitted by 5pm on the Friday before the event. Check with your rental company to make sure they will submit or have submitted the building permit.
– Time: Goochland County stipulates that no outdoor activity may take place after 11:00 PM on Saturdays or 7:00 PM on Sundays. Renters should make sure their events conform to these time ordinances.
– Uniformed Security: Goochland County requires events to have uniformed security personnel present if events include alcohol and have more than 150 guests, or don’t include alcohol and have more than 700 guests. Documentation of security must be provided to us within 10 days of the event.