P ro P erty L ogistic g uide L ines
Due to the detailed nature of this luxury outdoor venue, property logistics are key to a successful event. We require clients to work with vendors that are versed in executing events with detailed load ins and guest management flows. The following guidelines are in place to ensure property rules and expectations are clear and set the tone for a seamless event.
cere M ony L oc A tions
OUTDOOR OPTIONS
Tulip Poplar Lawn
Eastern Garden
English Gardens
Meadow Hill
Guest House Lawn
South Lawn
Cutting Border Lawn
North Lawn
TENTED OPTIONS
Cutting Border Lawn
Meadow Hill
North Lawn
TENTING LOGISTICS
-Tent flooring optional
CATERING LOGISTICS
-Catering tent locations available
-A 20x20 catering tent is allowed at The Eastern Garden
RESTROOM LOGISTICS
-Restrooms are recommended, but not required in remote locations
Outdoor Options
Eastern Garden
English Gardens
Meadow Hill
Guest House Lawn
South Lawn
Cutting Border Lawn
North Lawn
Tented Options
Cutting Border Lawn
Meadow Hill North Lawn
TENTING LOGISTICS
-Tent flooring optional
CATERING LOGISTICS
-Catering tent locations available
-A 20x20 catering tent is allowed at The Eastern Garden
RESTROOM LOGISTICS
-Restroom trailer required with use of weather backup tent on Cutting Border Lawn
RESTROOM
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PROPERTY LOGISTIC GUIDELINES
GENERAL PROPERTY RULES
• Client, Client’s Vendors and Client’s Guests must follow the Glenstone Gardens’ Property Logistics Guidelines at all times
• Absolutely NO driving, hand cart use, dolly use, or other wheels on the grass
• Protective ground coverings must be used anywhere vehicles or wheels have been pre-approved to drive on the grass
• Smoking is strictly prohibited anywhere on the property except in the designated area by the restroom trailer
• Boxwood - NO living or dead boxwood material allowed on property due to the highly contagious boxwood blight
GLENSTONE GARDENS PROPERTY MANAGER ROLE
• Remain in direct communication with planner to ensure all Property Logistics are being met by clients, guests, and vendors
• Ensure the Glenstone Gardens houses and grounds are event ready at designated event times
• Ensure Valet Team is safely accepting all arrivals and departures at designated event times
VENDORS
• Client is required to contract the following vendors from the Glenstone Gardens Vendor list
• Full-service wedding planner
• Tenting partner
• Catering partner
• All additional vendors must be chosen from the the Glenstone Gardens Vendor list or approved in advance by Glenstone Gardens
PLANNER
• Full planning required with all events
• Planner MUST be on property anytime a client, guest, or vendor is on property
• Planner responsible for logistics and direction of full set up, event management and full break down
• Planner responsible for running of ceremony rehearsal and all wedding day activities
• Planner required to stay in constant communication with Glenstone Gardens Property Manager throughout wedding weekend
• Planner required to do final property sweep with Glenstone Property Manager once all vendors have departed
TENTING
• Aerial overview of proposed tent plan must be presented to Glenstone Gardens six months prior to event
• All tents must be inspected by the Fire Marshal
• Tent attendant required during guest attended event timeframe
• Duramax flooring is required in all catering tents
• If using heaters, blowers must be matted on grass
CATERING
• No dumping of any food or liquids on site
• All bars must have floor mats with dump buckets
• All trash must be taken off site after event
RESTROOMS
• No indoor restrooms available on property (outside of approved Farmhouse and Guest House Use)
• Dedicated guest restroom trailer and generator required (must be matted) on North Lawn
• Dedicated vendor restroom required on North Lawn
• Restroom trailer must be first item delivered on set up day one for restroom access and remain through final vendor departure
VENDOR ACCESS
Set Up Days
• 8:00AM to 6:00PM property access on set up days
• $300 per additional hour, max 3 hours
• Additional set up days available for $2,500 per day
Wedding Day
• 8:00AM property opens
• Breakdown must conclude one hour after guest departure, or 12:30AM whichever comes first
• $500 fee per 30 minutes of vendor access after scheduled event end time
• Please note, the property is very dark after dusk, plan accordingly for additional light
Breakdown Days
• 8:00AM to 6:00PM property access on set up days
• $300 per additional hour, max 3 hours
• Additional set up days available for $2,500 per day
CLIENT/GUEST ACCESS
The Farmhouse
• Available from 11:00AM – 6:00PM on Wedding Day
• May open as early as 7:00AM on Wedding Day
• Fee of $200 per hour prior to 11:00AM
• 2nd look changes allowed for bride after 6:00PM time frame
• All belongings must be removed by planner prior to 6:00PM - no items can be left overnight in The Farmhouse
The Guest House
• Available 11:00AM through ceremony
• May open as early as 7:00AM
• $200 per hour prior to 11:00AM
• Closes with ceremony and will not reopen at any point during wedding
• Belongings must be removed by planner by ceremony time
PARKING
• Vendor Parking is in remote lots - there is no shuttle service available from vendor parking to event locations
• There is NO overnight parking for vendors or guests, all vehicles are required to be removed at conclusion of vendor breakdown
• Overnight Parking for Bridal Party ONLY for up to 10 cars
• Keys must be left in lock box in case valet attendant needs to move car
• Pick up is day after wedding between 9:00AM-11:00AM
TRANSPORTATION
• 28 Passenger Shuttle maximum size allowed on property
• No coach buses allowed
• Drop off and pick up route determined at walk through
• Planner required to provide breakdown of guest driving individually verses using provided transportation
• One shuttle must remain on property at all times in case of guest emergency