| To assist groups with planning their special event, we have assembled this list of frequently asked questions. Additionally, we have listed the Renters Guidelines and Responsibilities below. |
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What does the rental fee include? |
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The rental fee includes 6.5 hours of facility time with one staff on-site to answer any questions and ensure the safety of both the facility and your guests. Also included are tables and chairs set-up to your specifications. No linens are provided. |
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Is 6.5 hours of event time usually enough? |
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Yes, the majority of our rentals use 1.5 - 2.0 hours for set-up and 30 min – 1 hour for clean up. This leaves 4 hours for the event itself which tends to be enough for the majority of our rentals.
In the case of a wedding, approximately 1/3 of our rentals purchase an additional hour. Some weddings with a lot of out of town guests feel that they should purchase an extra hour, but that varies. It is recommended that you take the majority of your photos prior to the wedding, to reduce the time it takes after the ceremony.
For company picnics we have noticed that it varies depending on the size of your group and the time and day it is held. 4 hours is usually enough for smaller groups under 300 people. Groups expecting more than 300 tend to rent 5 or 6 hours allowing guests to stagger there time, so that it isn’t as crowded and ensuring that everyone has enough time to do all activities.
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Can we get in early to setup and drop stuff off? |
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Unfortunately, we are unable to let you in early. The facility is locked when there is not an event and no one is on-site to unlock the facility. If the facility is unlocked, it is because someone has rented the space and therefore, you would not be allowed in.
When planning decorations, please consider your time limitations for tear down as well as set-up, so that you do not go over your 30 minutes for tear down.
Also note that these time limitations apply to caterers and DJ’s as well, so make sure they are aware of this, so that you are not charged for their overage. |
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Can I purchase extra time if needed? |
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Yes, you can purchase additional time at an hourly rate. This time must be purchased in advance for staff scheduling purposes. |
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What happens if it rains? |
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If it rains and you had planned on outdoor activities, you will have to make use of the indoor facilities that you have rented. Unfortunately, we can not reschedule.
For weddings, it will depend on where your reception is planned and what areas of the facility you have reserved. The ceremony or other activities can be moved to your reception site, or if you have the entire facility rented you can use the other building. |
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Can we bring in our own caterer? |
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Yes, we have a list of preferred caterers from which you can choose from without any additional fees. If you use a caterer other than one from our preferred list, there will be a surcharge of $1.50 per person ($225 maximum)
If the caterer you choose is not familiar with our facility, we do ask that they meet with the Facility Coordinator prior to the event to go over facility guidelines.
We can also provide comprehensive catering and event service for those who want to leave the details to someone else. Ask to speak with Corporate Services to find out more about this service.
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Is alcohol allowed? |
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Yes, alcohol is allowed. If you are providing the alcohol free of charge, then we only require that you show us proof of insurance (see the next question). If a fee is charged, either per drink, or as an admission, then you must obtain a permit from the State. We can provide you with the forms. |
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What is Host Liquor Liability Insurance, and why do I need it? |
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Host liquor liability insurance is used to protect a renter. Remember, the renter is responsible for their guest’s actions. Many liability policies do not cover alcohol related claims. When alcohol is served at an event, there is an increased chance of something occurring. This insurance helps protect you from liability for injuries and damages related to the alcohol. |
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Do you provide decorations? |
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We have a great selection of themed decorations that are available to rent, but are not included in the standard rental fee. Ask the Corporate Services Coordinator for more details. |
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Are there any rules about decorating? |
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There are a few decorating guidelines to consider.
- Nails, tacks, and tape are not allowed (you may use wire or other non-marking method of securing decorations)
- Candles must be in a glass container (Unity candle is only exception)
- No glitter, sand or confetti may be thrown or used as decoration
- Flower petals must be swept up after your event
Keep in mind you have limited time to set-up and tear down. |
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Are we allowed to move tables and chairs outside? |
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Our tables and chairs must remain indoors or on one of our patios. They can not be placed in the grass. They will be set-up under protection from the weather. If you move them to an exposed area, you must move them back before leaving. |
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Can we move the picnic tables? |
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The picnic tables may be moved throughout the grass. This should be done carefully as to not tear up the grass. They are not to be place on any of the patios, as they may damage the bricks. Finally, they must be returned to their original location at the end of your event. |
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I want to rent a tent, is this allowed? |
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Providing you coordinate this with the Polen Farm Coordinator, a tent is permissible. If you rent a tent, you will be required to rent all tables and chairs to be placed under it, as our tables are not allowed in the lawn. |
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Is there a sound system at your facility? |
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No, however we do have a portable speaker system with a wireless microphone that is available to rent, or you may want to consider hiring a Disc Jockey. |
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Can I have a horse and carriage on the grounds? |
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Yes, providing the ground is firm enough to support it on the day of your event. If the grass is damaged, you will be held responsible for damages. They are typically kept to the paved areas or the South field. The exception to this is for weddings at the gazebo. |
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Are we allowed to setup moonwalks and other inflatables? |
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Yes, inflatables and other party equipment are allowed providing they will not damage the lawn. |
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How are rehearsals handled? |
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The facility is a public park, when it is not booked. In order to ensure you will have access to the gazebo, you may book a 1 hour rehearsal at a discounted rate. Full rentals are given a priority, so your time must be booked around those rentals. Booking this will also provide you access to the restrooms, that would otherwise be locked. If you do not wish to pay for this, you may use the gazebo only for free providing there is not a rental. |
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| Renters Guidelines and Responsibilities |
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No hot food service in the upstairs of the barn. Service must be downstairs, however guests can eat upstairs. |
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Ice is to be dumped on patio or other surface after event. Not on the grass. |
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No red beverages on carpeted areas. |
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Music must be off by 11 pm due to City ordinance. No exceptions. |
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The event must end by midnight with everyone off-site by 12:30 am. |
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Renters or their caterers are responsible for emptying the trash throughout their event and at the end of the night. We will provide you with can liners. |
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No glitter, sand or confetti can be thrown or used as decoration. Birdseed and bubbles are allowed. |
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No nails or staples are to be used in the facility. |
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Candles must be in glass containers. |
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No open flames, sparklers, fireworks or gel candles permitted. |
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Benches and picnic tables may be moved by rental party with prior approval and must be returned. |
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Only brides who rent the House or Entire Facility will be allowed to dress in the house. |
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No vehicles are to be driven on the grass. |
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Flower Petals are allowed, but they must be swept up before leaving so that it does not interfere with other weddings that weekend. |
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Floor Mats are not to be moved. They can get ruined if placed outside. |
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All tables must be covered. |
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Smoking is prohibited in all building and tents. |
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