Frequently Asked Questions
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 season runs from the first week in May to the third week in October. If you’re interested in dates outside of our season, please contact us directly and we’ll see what we can do!
Can we have our wedding ceremony on-site? What is included?
Yes! For no additional fee, our ceremony space (both indoors and outdoors) provides an elegant setting for you and your guests with seating for up to 200. We provide both indoor and outdoor arbors to accentuate your ceremony. Feel free to decorate the arbor according to your style.
What is Poplar Hill's venue capacity?
Our high-top dining tent and ceremony space can both comfortably host a maximum of 200. Please contact us for more information.
Do you have heat or air conditioning available?
The Carriage House is air-conditioned and heated. Our barn is an open venue which is not conducive to the use of air conditioning, though we do have fans mounted strategically around the barn to improve air flow and comfort for our guests. Please contact us for more information about supplemental heating for your event!
What is your reservation and payment policy?
We require a $500 refundable deposit* and signed contract to reserve your date. Half the total balance is due within 30 days of signing your contract. However, we’re more than happy to work with you on installation plans. We never want budgeting to be the reason that people don’t get their dream venue. Final payment is due 60 days prior to your event date.
*Refundable deposit is returned within 14 days after your event as long as there are no breaches of our contract.
Do I have to provide any insurance coverage for the event?
Yes. We require renters to purchase day-of event insurance and provide proof to us at least 60 days before the event. Please visit our Preferred Vendors page for places to purchase this insurance.
Does Poplar Hill provide catering services?
We do not provide catering or bar services. We happily provide you with a list on our Preferred Vendors page to help you with your search. If your favorite caterer isn’t on our list, don’t worry. We welcome all foods and all foodies.
Can we use anyone for catering, DJ, photographer, photo booth rental, florist, etc.?
Yes, however there are certain criteria that must be met. We do require all vendors to provide proof that they hold $1 million in insurance at least 60 days prior to your event. The caterer must also provide us with proof of a valid liquor license at least 60 days prior to the event. We do not allow one day permits. All alcohol must go through your caterer according to NYS law. For help getting started, see our Preferred Vendors page.
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. We do not allow one day permits.
How far in advance can we set up for the wedding?
The earliest is 9:00 am the day of your event for full-day events. If you have special circumstances that require more prep time, reach out to us and we will do our best to accommodate you.
When can the vendors set up?
The earliest is 9:00 am the day of your event, and teardown by 11:59 pm the same day. For all vendors that have not worked at Poplar Hill, we recommend that they visit the venue prior to your event. Our staff will happily communicate with your vendors regarding setup, contracts, and insurance.
Do you set up the tables and chairs?
We will have the ceremony chairs arranged as discussed at our 30-day meeting. The reception tables and chairs will be set up under the tents in the arrangement also discussed at our 30-day meeting.
What is parking like?
We have an ample amount of parking for all of your guests as well as a turnaround for buses and limousines.
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 Bridal Suite. The Groom’s Quarters has a bathroom as well.
Do you allow pets?
Yes! Please contact us for additional information on the waiver and the terms and conditions for having pets on-site during your event.
What forms of payment do you accept?
We accept cash, check and credit card, though we do charge more for the use of credit cards to cover service fees, as reflected in our pricing.
What are the additional fees?
All amenities are included. No additional fees. We do require one-day event insurance that is not built into our pricing. We also require a refundable* $500 deposit on top of our prices listed.
WNY's Premiere Rustic Barn Wedding Venue
POPLAR HILL
Weddings · Events
Share your vision with us for your special day! Our team will work with you to create a magical and memorable experience.
