Wedding Process

Here at White Oaks Farm, we believe it is important for couples to have transparent pricing and to know all of the details before they decide on a venue for their dream wedding. We ask that you please make sure to compare venues accordingly. Think of some of the most basic comfort questions and put a checklist together, so it is easier to eliminate the venues that are not going to be ideal for your big day.

Here are a few important venue comparisons to check off your list. The Venue at White Oaks Farm has all the boxes checked. Does the other venue?

How do the venue rates compare with each other? What’s the difference in the investment and does that amount provide you with more amenities or a better location?
What is the guest capacity inside, in case of inclement weather?
Do you have indoor and outdoor ceremony options?
Is their paperwork and website transparent with pricing and fees?
Is the facility heated and cooled? Or is it either hot or cold, according to mother nature? Is a fan or space heater going to keep my guests comfortable?
Does the venue have handicap accessibility in bathrooms, in the dressing suites and around the grounds for easy access?

Does it have private dressing rooms with private entrances?
Are tables, chairs and linens provided for the ceremony and reception? Or does the guest have to bring the chairs with them after the ceremony outside?
Does the venue handle set up, break down and clean up services after the event with the rental fee?
Is the venue conveniently located for lodging and is it in a great area?
Is the venue private? Or are you dealing with golfers playing nearby or visiting the club house, or simply the general public hanging around your rented ballroom at the hotel watching your ceremony and reception take place?
Is the venue appealing to you visually or does it need to be brought up to date? Which venue is more appealing?

Always remember you can’t make a decision solely on price. As we all know, we get what we pay for – sometimes that is a lesson we learn the hard way. But it doesn’t have to be that way! We highly recommend making a checklist of the pros and cons of each to help you make your decision. Then weigh both out to see which would be the better candidate for you. Make sure to schedule a tour at each venue that you are considering before you decide.

After you tour the venues on your list, we have confidence that you will find White Oaks to be your best fit. Now, you will need to take these simple steps to book our facility (a very simple process, we promise!).

First you will need to look over our up-to-date online calendar on our website. Then simply email us with your preferred date and a backup date, in case your preferred date is unavailable or pending.

Here are the booking requirements and the 4 step payment plan for the day rental to make it affordable. All Inclusive Packages and day rentals can request a customized payment schedule up to 12 months.

Booking requirements
- 50% retainer will reserve your date if more than twelve months out
- Signed contract
9 months prior
- Payment towards remaining fee
3 month prior
- Payment towards remaining fee
- Vendor’s insurance forms
- Name of your wedding or event planner
1 month prior
- Event insurance receipt
- Remaining balance payment
- Final guest count
- Floor plan & Linen count
- Schedule of events
- Vendor lists

If the date is booked within twelve months, a deposit of 75% is required to reserve the date. Then the payment plan works as listed, based on the timeline. All payments are non-refundable. We also require a credit card on file in case of any damages to the facility or grounds.

We accept cash, check, credit card, bank transfer, PayPal or Venmo if any additional fees are charged and it will be pasted onto the lessor, such as credit card fees.

In addition to our venue rental, these are also things that you will be responsible for that we require:

You are required to hire a wedding planner,Dj & a caterer from our curated vendors list.
Purchase event insurance for your wedding or event. Your insurance agent or sites like websafe.com or theeventhelper.com can provide the insurances needed. Typically this is in the range of $150.
Hire only insured vendors for your wedding or event.
Supply a credit card for a security deposit on file.

What if something happens and you need to change your booked date?

If you are still at least 12 months from your date and the new date is available, then your full retainer will carry forward with the new date.
If you are within 6 months of your event, you will lose 75% of all of your payments, and the remaining of your deposit will transfer to the newly contracted date. You will have to repay any additional amount required to book the new date.

If you cancel your event, your deposits are forfeited.

What happens if you cancel?

The Venue at White Oaks Farm’s reservation fees and all payments made, regardless of due date, are non-transferable and non-refundable. This is if you cancel the event. We recommend that in addition to purchasing Wedding Liability Insurance, you also purchase Wedding/Event Cancellation Insurance, which would cover any unexpected change of plans.

We hope that all of the information helps with your journey to find the right facility for your wedding or event. Our goal is to show you our simple and transparent routine and pricing. The 4 step payment plan should make our private facility affordable to everyone that wants the best possible venue for their wedding or event. Please let us know what more we can do for you to make this process easier for you.