What forms of payment do you accept?
We accept cash and check. Visa and MasterCard are coming soon!
Do you have restrooms?
Yes. We have three in the barn; one is handicap accessible. There is a full bathroom including a shower, in the carriage house for use of the bride and bridesmaids. The groom’s den has a bathroom coming soon (late 2021).
What is your reservation policy and payment policy?
We require a $500 *refundable deposit to reserve your date. Due within 30 days from contract execution is 50% of the total balance. Final payment is due 60 days prior to your event date.
*Please contact us to receive a contract to see the terms and conditions of the refundable deposit.
How far in advance can we setup for the wedding?
The earliest is 9:00am the day of your event.
Can we use anyone for catering, DJ, photographer, photo booth rental, florist, etc.?
Yes, however there is certain criteria that must be met. We do require all vendors to provide proof that they hold $1 million in insurance at least a week prior to the event. The caterer must also provide us with proof of a valid liquor license at least a week prior to the event. All alcohol must go through your caterer according to NYS law. Any vendor that has not worked an event at Poplar Hill is required to visit the property before the event date. Our staff will happily communicate with your vendors once you have them all picked out to set up any meetings to view the venue and settle all the necessary paperwork for you.
When can the vendors setup?
The earliest is 9:00 am the day of your event, removal by midnight the same day.
Do I have to provide any insurance coverage for the event?
Yes. We require renters to purchase 1 day event insurance and provide proof to us at least a week prior to the event.
Can you B.Y.O.B. (Bring Your Own Booze)?
No B.Y.O.B. under any circumstances, as required by NYS law. Alcohol may be provided and served by the caterer only. Caterer must have a valid NYS Liquor License.
Can we have our wedding ceremony on-site? What is included?
Yes! We provide a permanent arbor, chair setup and take down, and 45-minute access to the premises for ceremony rehearsal at a mutually agreed upon date and time. Sorry, no rehearsal dinners.
What does Poplar Hill include in the rental?
- An hour meeting at least a week prior to your date at a mutually agreed upon time to discuss your setup and layout with us and any of the vendors you wish to invite (usually florist and event planner/ coordinator).
- Property used for photos and access to the venue on the day of the event from 9:00 am until midnight.
- Carriage house for bride and bridesmaids including a bridal suite, private bath, kitchen, and sitting area.
- Man cave for groom and groom’s man
- Prep space for a caterer
- Buffet tables for use by a caterer
- Caterer’s kitchen – COMING 2022!
- Wet bar & counter in the barn
- 150 cross back chairs
- 150 white vinyl padded ceremony chairs
- 22 farm tables
- 4 restrooms in the barn with one being a handicap accessible restroom (with continual restroom upkeep throughout the event)
- 5,000 sq. ft. of barn and loft space
- 2,400 sq. ft. of the tent with removable window paned sides
- Use of 26-acre grounds
- 23 fans in the barn
- 22 led slim par lights in the barn (RGB DMX controllable by your DJ)
- Decorative bistro lighting in the barn
- Ceremony arbor
- Ample parking
- Trash receptacles
- Use of on-site trash/dumpster disposal
- Tent lighting
- (remove additional lighting in the barn!)
- Poplar Hill representative onsite the day of the event
Do you offer planning or coordination services?
We do not offer wedding planning or day-of coordinating services. However, we have a Poplar Hill representative on site the day of to maintain the venue throughout the evening.
Is my date available?
Please feel free to contact us about the date you are looking for and we would be happy to provide our availability!
Do you host events year-round?
Our event season is April 1st – October 31st. All off-season events will be considered upon special request, contact us for further details.
What is the maximum capacity of the barn?
Our barn and tent can comfortably accommodate up to 250 guests. Guest counts greater than 250 are possible with additional arrangements. Please contact us for more information.
Can my photographer get access to the grounds prior to our event date?
Of course! We understand the importance of artistic integrity and urge you to invite your photographer to scout our vast 26-acre estate and get inspired for photo opportunities. We also welcome any engaged couple to the property, booked with us or not, to take their engagement photos on our grounds. Please contact us for further information!
Do you set up the tables and chairs?
We will have the ceremony chairs arranged in front of our permanent arbor. The tables and cross back chairs will be put near the area discussed during our layout meeting. It is your responsibility to delegate someone from your party (usually event coordinator/ family) to arrange the chairs and tables according to your seating charts the day of your event.
Do you provide catering, bar or beverage services?
We do not provide catering or bar service. We can provide you with a list of vendors we have worked with to help you with your search, but it is ultimately your choice! We do require the caterer to provide proof that they hold $1 million in insurance and provide proof of a valid NYS liquor license at least a week prior to the event.
Do you have heat or air conditioning available?
Our barn is an open venue that is not conducive to the use of air conditioning. We have 23 fans mounted strategically around the barn to improve airflow and comfort for our guests. Heaters are available at an additional charge.
Do you allow confetti?
No, we do not allow confetti. We allow the use of birdseed or flower petals outside of the barn and tents instead.
Do you allow pets?
Yes! We realize that pets are just as much of a part of your family as humans (if not the most important) and we do have a dog on site. Saaz is usually the first face on-site to greet any guests. Please contact us for additional information with the waiver and the terms and conditions for having pets on-site during your event.
What do you charge extra for?
We pride ourselves in our pricing structure being all-inclusive and not a la carte so there are very few things that we charge extra for. The only items we charge extra for are additional chairs or tables outside of what we already provide, the cost of propane for heaters, and additional portable restrooms that may be needed for larger events (over 250).