Wedding Policies & Reminders
We want your wedding day – and the days leading up to it – to run as smoothly as possible! Please read through these important Deadlines and FAQs to ensure you have all the information you need about our venue and policies.
If you have any additional questions, please don’t hesitate to contact your Venue Sales Manager, Alyse Knudsen at email@example.com or 503-358-8772.
We ask that you provide us with the following:
Three Weeks Before Your Wedding
Two Weeks Before Your Wedding
One Week Before Your Wedding
Policies & FAQs
We have the following tables available for use in the event center:
Qty 28 - 5-ft (60") round tables - these seat up to 8 chairs per table
- 85" x 85" square - Versatile choice. Geometric look with points that drop to floor
- 120" round - Full drop
- 108" - 3/4 drop
Qty. 12 - 6-ft banquet tables (72"L x 30"W x 30"T)
- 90" x 132" - Full drop
Qty 5 - 4-ft banquet tables (48"L x 30"W x 30"T)
- 90" x 90" - Full drop
Qty 6 - Tall cocktail tables (32" round x 43"T)
- We offer white or black spandex covers for these tables free of charge.
- 108" round - full drop
Qty 6 - Wine Barrels
VENUE & GET-READY SUITE CLEAN-UP
You are responsible for making sure the event venue, amphitheater (if you are using it) and get-ready suites are left in decent condition.
VENUE & AMPHITHEATER
You are responsible for:
- Gathering all trash in the venue
- Taking all trash in bags to our dumpster located in the parking lot
- Sweeping up any large messes on the ground in the venue or on the patios. This includes large amounts of flower petals, streamers or other items used during bride and groom send-offs.
- Mopping up any large spills that occur.
- Removing all decorations that you brought.
We will take care of:
- Sweeping up normal messes like crumbs on the floor.
- All table and chair takedown.
- Removal of linens (if we provided them).
- All regular cleaning, mopping, etc.
You are responsible for:
- Removing all items that you brought with you - including clothing, garment bags, hangers, accessories, etc.
- Placing all trash into trash cans - including food, cans, bottles, bags, wrappers, etc.
- Placing any non-disposable plates, cups, glasses, or utensils in bridal suite's kitchen sink or on the table in the groom's suite.
We will take care of:
- Sweeping up normal messes like crumbs on the floor.
- Taking all garbage from the garbage cans to the dumpster.
If the spaces are not left to these standards, you will be charged an additional cleaning fee of $45/hour as determined by our facilities manager.
We ask that you be respectful of our venue. We may have a wedding the day after yours so the better condition the venue is left in, the easier it is for us to create a wonderful space for the couple that follows you!
If you would like extra time to set-up at the beginning of your rental or for access to the get-ready suites, you can purchase extra hours for $250 per hour.
All time used in the venue must be paid for. This time includes all set-up and get ready time, vendor deliveries, and clean-up time.
All extra time must be requested and paid for at least 2 weeks before your wedding day.
No rental time can be requested for after 11pm. This is our strict venue closed time.
Please don't ask to use the venue for free. I hate saying no, but I will.
Your 90-minute on-site rehearsal will take place 1-3 days before your wedding day, depending upon the weekend's wedding schedule. The Venue Manager will work with you to come up with a mutually agreeable day and time.
The rehearsal is for you and your bridal party to practice the ceremony entrance and exit. Having a coordinator there to cue and provide guidance to your bridal party is extremely helpful at the rehearsal.
This 90-minute rehearsal time cannot be traded for extra day-of rental time.
This rehearsal is not a rehearsal dinner. Please do not bring food and drinks (water is OK!) to the rehearsal if you have not discussed this with the Venue Manager.
We ask that you provide your day-of timeline to us at least two weeks ahead of your wedding date so we know when to expect the arrival of your vendors and guests.
If the winery is not open when your vendors arrive, it the responsibility of your Venue Manager to keep tabs on who is on the property.
If we are providing bartending service, we will also need to know when drinks are being served so we can schedule staff accordingly.
We need to know when the bride and groom send off is and when clean-up begins so your Venue Manager can be available to answer any questions you might have at the end of the night.
You and your vendors can start arriving to set up or get ready at the start time of your rental period.
The venue and get-ready suites will be unlocked and ready for you at that time.
We're not able to open the spaces up to you before your rental time begins as we like to make sure everything is perfect for you before you arrive. Often, the set-up or cleaning crew is finishing up their tasks up until your rental time begins.
Please advise all your vendors of your rental time so they know when they can begin arriving.
If your rental time begins before the winery is open for the day, we will open the front gate for you at the time your rental period begins.
Please do not go through our back staff-only entrance to gain access to the property. If you use this entrance to gain access early, you will be asked to exit the property until you rental time begins.
You and your guests are welcome to park in the front lot near the venue and tasting room, the upper lot accessed by the stairs in the front lot, and the overflow lot near the main entrance driveway.
TASTING ROOM PARKING - Please do not park in the Tasting Room Only parking spots in front of the Tasting Room by the wood fence. We need to reserve these for our Tasting Room guests.
DELIVERY PARKING - Please only use the gravel driveway between the venue and the restrooms for deliveries only. Do not park in this area during your event. While it may make for convenient access, you will have cars in the background of photos that may be taken inside the venue - random cars do not make a super pretty backdrop! If you would like us to block off this section of the driveway, let your venue coordinator know, and she will place stanchions/barriers with retractable belts along the sidewalk so vehicles are not able to access this area.
DJ PACK UP
DJs often take a substantial amount of time to pack up their equipment. It's important that music ends by 10pm (or one hour before the end of your rental time) so they have enough time to pack up their belongings.
Please remind your DJ that they need to be packed up and out of the venue by the end of your rental time. We try to give DJs some leeway, but if they run more than a few minutes past the end of the rental time, we may charge you an hour extra rental time as staff is required to be on site while vendors are there - and we don't like charging you extra after you had a great wedding day!
We have a golf cart that we can transport guests down to the amphitheater area if walking the stairs is difficult for them.
Only ACV employees are authorized to drive the golf cart.
Please let the Venue Manager know at your rehearsal if you think you'll have guests in need of this service.
NEW! - HARD ALCOHOL/LIQUOR LIMITATION
Beginning January 1, 2024, we are implementing a new policy regarding hard alcohol service during events.
While we will continue to allow hard alcohol to be served during events, we now limit that service to a maximum of 2 hours.
We have decided that for the safety and well-being of you, your guests and staff a two-hour liquor service is in everyone's best interest. This only applies to hard alcohol. Wine, beer, cider and seltzers can continue to be served throughout your reception.
If you have any questions or concerns about this, please let your Venue Manager know.
ALCOHOL ON PREMISE RULES
PLEASE READ THOROUGHLY
* You will be asked to sign an acknowledgment of these rules at your rehearsal.*
Please understand that your event is like attending any restaurant or bar where alcohol is served. Only alcohol served by a bartender is allowed to be consumed during your event.
You may ONLY consume beer, cider, seltzers, and wine in the get-ready suites (no bartender is required to be present in the get-ready suites). No hard liquor is allowed because of our winery's liquor license.
Aurora Colony Vineyards staff will remove all hard alcohol in the get-ready suites at the beginning of the rental time and may re-inspect the suites at any time for hard alcohol. Any and all hard alcohol that brides, grooms and their wedding parties have with them in the suites or their cars need to be handed over to the staff. Any hard alcohol found will be disposed of and not returned. It is your responsibility to inform your wedding party of this rule.
Please instruct all guests that outside alcohol is not allowed to be brought into the event. If any outside alcohol is found with your guest(s), it will be removed by the bartender. If guest(s) do not want to relinquish their alcohol, the bar will be closed, all alcohol will be removed from the venue, and the event may be shut down.
Bartenders have the right to stop service to any guests that appear intoxicated. All bartenders follow OLCC guidelines and are obligated by the OLCC to not over serve guests.
It is at the discretion of all licensed bartenders to decide when and who they stop serving alcohol to.
If you wish to bring additional alcohol (beer, wine, cider, seltzers) into the venue after the start of the event to have the bartender serve, you must discuss this with the Venue Manager prior to bringing alcohol into the venue.
If any guests fail to comply and consume alcohol that is not served by the bartenders, the bar will be closed, all alcohol will be removed from the venue, and the event may be shut down.
All of these rule are in place to ensure everyone is kept safe. If guests hide alcohol and consume it without the bartenders knowledge, the bartender, the venue and YOU could be held responsible for any incidents that occur after your wedding when guests leave the property. We want your wedding to be a fun, happy occasion with only good memories!
PRIVATE WINE TASTING
We are excited to help you choose the wine that you will serve at your wedding!
Our winemaker is generally available Monday thru Friday between 11am - 5pm to guide you through our wines.
If you are not available to do the wine tasting on a weekday, we will have one of our knowledgeable Tasting Room staff walk you through the wines.
This private wine tasting is for the bride, groom and up to two guests only. If you wish to have additional guests join you at your tasting, there is a $15/person tasting fee.
All wine must be pre-purchased at least two weeks before your wedding.
If you choose to purchase wine, we will gladly store your wine for you for up to 3 months in a climate-controlled area for a free. Storage for more than 3 months will incur a storage fee of $25.
It is especially important to store your wine at a proper temperature if your wedding is several months out. We would hate for you to open your wine up on your wedding day to find that it does not taste as good as it did when you purchased it because it was improperly stored.
If you would like to receive a discount on your wine purchases for your wedding, we welcome you to join our Wine Club.
You can receive wine discounts between 20-30% by joining the Wine Club.
In addition to discounts on wine, as a Club member you will also receive free flights and glasses of wine on each visit to the Tasting Room, quarterly wine allocations, special patio seating, and more.
We ask for a one-year commitment to our Wine Club, so you will will enjoy the benefits before and after your wedding!
Click HERE for more info about or to join!
Aurora Colony Vineyards offers bartending services if you are serving beer, wine, cider, and seltzers only. Even if you are not serving wine, Aurora Colony Vineyards can act as your bartender for beer, cider and seltzer. We charge $45/hour for each bartender.
If you wish to serve hard alcohol or just wish to have a non-winery bartender, a licensed AND insured bartending service must be hired. If you would like a list of recommended bartending services, please ask the Venue Manager.
Many people ask if they can have their friends who are OLCC-licensed bartend at their wedding. The answer is no, unless that friend has proof of liability insurance. It is important that all bartenders have liability insurance in the unfortunate event that a guest causes an accident or injury after the wedding. The liability insurance that we require you to purchase covers you, the host of the event, not the bartender. The bartender, for their own protection, needs to have liability insurance. That is why we recommend only using a professional bartending service or Aurora Colony Vineyards for bartending.
If you have questions about bartending, please ask the Venue Manager.
- Real candles are allowed as long as they are in a glass container that is taller than the candle flame.
- Real flower petals must be used in the amphitheater if they will be spread or tossed by a flower girl. Faux flowers and greenery are fine inside the reception space.
- You can hang flowers and greenery from the beams using twine, string or fishing line.
- You can wrap the beams with twinkle lights.
- No nails or tacks in the walls. Command Strips are OK.
- No tape or hot glue on any chairs inside or in the amphitheater. If you would like to hang items on chairs, please use string, fishing line or ribbon.
- No sparklers.
- No fiber optic light wands (they are a mess to clean up).
- No confetti of any kind. Rice paper confetti does not dissolve in water as easily as they say, and all confetti is difficult to clean up.
If you have ideas for other decorations and you aren't sure if they are allowed, please ask the Venue Manager.
If extra cleaning needs to be done by our staff to clean up because you used one of the not-allowed decorations or the venue is left overly messy (i.e. frosting smeared on the floors or patio, grease on the floors left by the caterer), you will be charged $45/hour for clean-up as determined by our facilities manager.
DAY-OF POINT PERSON
We do not require you to hire a wedding coordinator or a day-of coordinator; however, we will ask you for the name of a person who will be your point person on the day of your wedding.
This person should have knowledge of your plan for the day and be available if there are questions about decorating, vendors, etc. and be available at the end of the evening to ensure that the venue is properly cleaned up.
When a coordinator is not hired, we've often had couples assign this role to a close friend, aunt or mother-of-the-bride or -groom.
This is reassurance that your wedding day goes off without a hitch, and you have someone you trust available when you are getting ready and shouldn't be bothered with questions.
Our Event Center has interior ceremony space for up to 130 guests only.
If you are planning a wedding with more than 130 guests, it would be good to plan on having tents available that can be placed on our patios or in the amphitheater in case of rain.
We do not have tents available. You would need to rent tents from a third-party vendor.
We are happy to work with you on a Plan B if you are planning on having your ceremony in the amphitheater during a "transitional" weather month.
Smoking and vaping are allowed in the "Designated Smoking Area" that is located next to the venue's restrooms. Anyone who is found smoking or vaping in or near the venue or amphitheater will be asked to move to the designated area if they wish to continue.