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The day-of, spelled out for vendors.

Load-in windows, parking, drop-off rules, power, sound checks — the logistics every vendor needs, in one clean guide you share once instead of answering fifty times.

Everything your vendors need to know to work smoothly at Wildflower Farm — share this with each pro before the day, alongside their COI requirements.

Load-in & load-out
  • ✦Load-in begins no earlier than 11:00 AM on the event day unless arranged in advance.
  • ✦Load-out must be complete within 2 hours of the event's conclusion.
  • ✦Large rentals (tents, trailers) are delivered the day before and picked up the day after, with venue approval.
Parking & vehicle access
  • ✦All vendors park in the designated gravel lot across the street.
  • ✦No vehicles may remain at or near the barn, on footpaths, or on access roads.
  • ✦Vehicles in non-designated areas are subject to towing at the owner's expense.
Equipment drop-off
  • ✦Drive to the drop-off area near the barn only, coordinated in advance through the planner.
  • ✦Drop-off is limited to 15 minutes; then relocate to vendor parking immediately.
  • ✦The couple's planner must be present to receive each vendor.
Ceremony site access
  • ✦No vehicles beyond the barn drop-off — use the venue-provided wagons to transport to the ceremony site.
  • ✦Vendors needing motorized transport may rent their own golf cart with proof of insurance.
Certificates of insurance
  • ✦Every vendor uploads a COI to the shared drive folder no later than 30 days before the event.
  • ✦See the venue's COI Requirements for coverage limits by vendor type.
Catering setup
  • ✦On-site cooking requires a catering tent on the dedicated gravel pad behind the barn.
  • ✦The venue provides no refrigeration — arrange your own cold storage and transport.
  • ✦Reception service is family-style or plated; no buffets or manned stations in the barn.
Power & generators
  • ✦Two 20-amp circuits are available for band or DJ use.
  • ✦Bring your own extension cords and power strips — the venue supplies none.
  • ✦Higher draw requires a quiet, inverter-style generator, placement pre-approved. No open-frame generators.
Florals
  • ✦All florals installed and removed by a licensed professional florist.
  • ✦Remove all floral refuse off-site — it may not go in venue bins. Cleanup fees apply otherwise.
Sound check
  • ✦DJs and bands complete a sound check with a venue rep at least 2 hours before start.
  • ✦Amplified music stays within venue-approved levels; no outdoor amplified music after the event ends.
Your own version

Want a vendor guide this tidy?

Request an invitation and we'll build yours — your rules, your windows, your property — linked in every couple's portal so their planner and vendors always have the current version.

No spam, ever. Just your invitation when a place opens.

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More free tools.

Every one of these is free to use and built the same way — try them, or have your own version built into Runshow.

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Built for venues, florists, bands & DJs and caterers. See how Runshow is priced or what it would save you.

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