Terms of Service

Reservations

To book and hold your 2021 date:

Please Note: Due to the high volume of inquiries, Providence Barn of Stone Arabia is NOT able to hold dates without a signed contract and deposit.

Rental Deposit Refund Policy

The deposit is refundable within 10 days of signing the contract, less a $500.00 administration fee.  The balance of the full rental fee is due sixty (60) days before the event.  If payment is not received at that time, your event will be cancelled and the deposit forfeited. Customer deposit is subject to forfeiture if cancellation occurs at any time after the ten (10) refund period.

Collaborators

Please return the vendor form to us no later than one (1) month prior to your scheduled wedding. Our onsite venue coordinator will work with each vendor to ensure a seamless event.

Our Wedding Season

Our venue is available to host your wedding between May 1st through November 30th each year. Please contact us for available dates/times.

The Venue Provides

Use of the Dutch Barn, English Barn, Coordinator Services, parking, basic décor, electrical outlets for outdoor events and vendors, plumbed bathrooms (2), trash receptacles and disposal, landscape recovery services, bridal suite for the wedding day preparation, and on-site assistance with setup and clean up.

Ceremony Options

We have indoor and outdoor event/ceremony locations available.  Our indoor and outdoor options are flexible and we will work to accommodate your various needs to create the vision you have for your event or wedding day or those that arise due to weather forecast and surprise weather conditions.  Our event coordinator will provide assistance with all ceremony/event details.

If you desire to have your wedding within a church, we also partner with The Stone Arabia Church, a historic landmark located right down the road from our venue. Horse drawn carriage rides to and from the church for the bride, groom, wedding party and guests may be arranged as part of your wedding package.

Tent Policy

Any event exceeding fifty (50) guests will require rental of a tent. We work closely with reliable tent vendors and can assist you with all the details.

On-Site Assistance

Our on-site bridal and event coordinator is provided as part of your venue fee. She will meet with the engaged couple to understand their vision for the wedding day and create a timeline of the wedding reception that the Bride and Groom will go over in advance. She will help them plan the layout of tables and will be in contact with vendors at least one (1) month prior to wedding day to finalize details. She will also be available for your rehearsal and will assist with all the details on your wedding day. In addition to these services, we have a full list of la carte options available to suit the needs of our customers and welcome your inquiry concerning any details/options that you do not see listed.

We will provide staff to assist you with parking cars, greeting guests, guiding guests to and setting up the reception area, cleaning bathrooms, assisting with lighting and electrical needs and accommodating the needs of your vendors. Our staff size will depend on the size of your event.

Decorations

It is helpful to designate a person to take home decorations and gifts that are brought to our farm prior to and for the evening of your event.  You will be required to remove the decorations and gifts the evening/night after the conclusion of your wedding or reception, or to make arrangements remove your items the following day. No tacks, nails or staples are allowed to be used inside our barns unless consented to by the venue owners in writing. Use of confetti and sparklers are not permitted; however, rice, birdseed, bubbles and dried flowers are allowed. We ask all our customers to assist us by putting trash, garbage, empty cans/bottles, etc. trash receptacles at the end of the event.

Vendor Setup & Delivery

Deliveries will be scheduled by appointment only.  Client-hired vendors must schedule drop off dates/times with our Coordinator and arrange with her for the removal of any rental items.

Catering

All caterers onsite must be certified through the NYS Department of Health and have proof of liability insurance. Caterers are required to provide full cooking and serving staff to provide for their own setup, breakdown and cleanup. Our customers may use caterers and vendors of their choice as long as the caterer/vendor provides proof of insurance and a proper license for serving alcohol. Licenses must be provided to us at least one (1) month prior to the date of your wedding/scheduled event and be current on that date.

Please confirm with each caterer of your choice prior to hiring their services that they have proper licensure and insurance coverage and provide that information in a timely manner to us.

Providence Barn of Stone Arabia reserves the right to approve or deny any caterer who does not meet the above-mentioned requirements.

Open Flame Policy

Providence Barn of Stone Arabia is a No-Live Flame venue to ensure the safety of the people and property on our farm. No smoking and/or open flames are permitted inside any of our buildings or in close proximity to our barns. If any customer desires to use candles, fireworks or flames outside, the conditions and/or locations of permitted use must be pre-arranged with our coordinator and liability releases must be signed in writing. Battery operated candles are permitted and smokers may utilize non-burning products if desired.

Required Insurances & Liability

Your venue fee will include the purchase of an event liability policy of insurance by Providence Barn of Stone Arabia to cover injuries and/or damages that may occur at your wedding/event. In addition to this insurance coverage, we will require that each vendor providing services at your event/wedding to have a liability policy of their own, which will name Providence Place, LLC, Full Quiver Farm, LLC and the farm owners to be named as additional insureds for the event.