Our Policies
We look forward to hosting your wedding at the Roxbury Barn. Please note that we are strictly an event facility. We will however gladly advise you in your preparations and help you in finding all the right vendors for your event. Your booking at our barn comes with an extensive vendor list.
Rates
Venue Rates include a full day for your event, one day to set up on the previous day (10 AM-6 PM), and professional assistance, including an initial meeting and tour at the property, determining any needs and wishes; our extensive list of vendor recommendations; a second meeting one month prior to the event with a walk through of the property to finalize “day of” needs, if possible in collaboration with your caterer; and representation and assistance on the day of setup and day of event.
Final fees depend on the amount of guests at your event, the total including both adults and children. Rates and rate details can be found on the rates page. Rates are subject to change without notice. For additional services, and for our last minute 2013 availability, please inquire.
Reservation and Payment Process
A rental agreement must be signed, as well as a security deposit of $1500 submitted, in order to reserve the grounds and barn for your event. The full fee will be due six months before the event. The security deposit will be refunded less any damages or charges incurred, within a period of four weeks after the event.
Cancellations and Refunds
Termination of a rental at least six months prior to the event will have two-thirds ($1000) of the security deposit refunded. Termination under sixth month but over four months before the start of the rental will result in forfeiture of the entire security deposit. Termination within four months from the start of the rental will result in forfeiture of the entire rental fee and a refund of the deposit.
Insurance
The client is liable for any damage done to the Roxbury Barn, its grounds and any equipment, during their rental period. The client must obtain event insurance for no less than $1,500,000 in liability. One often used option for wedding event insurance can be found here.
Representation and Assistance
At any event at the Roxbury Barn, a Roxbury Barn representative will be present. We will provide you with our Green List: an extensive list of vendor recommendations, with a focus on all local quality specialists, caterers, accommodation options, etc. We’ll also provide you with floor plans with over a dozen seating arrangements for a variety of party sizes, sparing you a lot of puzzling hours. We will of course gladly advise you in your preparations where ever we can. You may request a meeting one month prior to the event with a walk through of the property to finalize “day of” needs, if possible in collaboration with your caterer. A Roxbury Barn representative will also be available at the day of setup.
Indoor Event Spaces
The event spaces in the barn are on the second and third floor, the second floor opening up to a field through two large barn doors; part of the ground floor may be used by the clients caterer. For your planning needs, we’ve created floor plans (PDF) of the event spaces.
Safety
The safety of our guests, our vendors and our property are very important to us.
Smoking, candlelight, fireworks (including sparklers), roasting, flambéing or fonduing are not allowed inside or near the barn. Any open fire is not permitted inside the barn and only is allowed in designated areas on the property. We recommend the use of flameless candles on the dinner tables.
There are ashtray buckets available for use outside, and we ask you to encourage your guests to be responsible and use these. The Roxbury Barn is a natural environment and improperly discarding cigarettes or any burning objects, can lead to serious fires.
Vendor Recommendations
We will do our absolute best to give you helpful advise in finding the right vendors for your event. As part of our service we offer you our Green List: an extensive list of vendor recommendations, with a focus on all local quality specialists, caterers, lodging options, etc. The Roxbury Barn will never offer or receive referral fees or incentives of any kind in exchange for favorable references. Our Green List and any other recommendations we make are solely based on quality and experience – period.
Use of Property
The client and their guests will use only those areas of the property that are authorized for their use. The client and their guests are to use the barn and grounds for event purposes only. Any work related uses must be clarified in the amendment and are subject to additional fees.
The wedding couple and their bridesmaids may use a room and bathroom at the Captain’s House (the residency that is part of the property) at the day of the event.
Event Setup
Vendors (caterers, florists, bakers, musicians, rental companies, etc.) must adhere to the terms of our policies, and it is the client’s responsibility to share these policies with them. Set up for your event may take place on the day previous to the event, from 10AM till 6PM, and at the day of the event, starting at 10AM. The Roxbury Barn will have assistance available on both days.
Time In/Time Out
We host one event per weekend, therefore allowing you to choose the day and time frame of your event with an earliest starting time of 12 PM and latest end time at 12 AM. Live music, including deejay, band or acoustic entertainment, is permitted in the barn. We asked that loud music gets turned down to a lower level at 11PM at the latest.
Parking
Guests enter and leave the property through our main entrance on County Highway 41, reaching our parking area through a wandering forest road on our property. There’s parking space for approximately 50 cars. Alternatively, we suggest arranging transportation of your guests from and to their accommodation through a bus or shuttle service. We’ll of course give you recommendations for services in the area. School buses and vans use the circular driveway at the entrance of our property to drop off and pick up guests.
See our property map for an overview.
Bonfire
One of the unique features of The Roxbury Barn is the possibility of a bonfire on the large field. Due to safety regulations, bonfires do however require permission from the fire department. Bonfires also require a professional setup, and professional monitoring during the actual fire, and may not be allowed depending on seasonal dryness, in which case a smaller campfire in our metal fire pit could be an option. We’ll gladly assist you in the organizing of a possible bonfire or campfire. The fee for a bonfire ($400) is not included in the rental rate.
Vendors and deliveries
The Roxbury Barn is not responsible for any vendor that is not contracted by The Roxbury Barn. Client-hired vendors must load-in and load-out on the setup day or the day of the event. Vehicles are allowed up to the graveled side entrance of the Barn, as we’d like to preserve the grass lawn area in front of the barn. Client’s catering company is responsible for the set-up, breakdown, and cleanup of the catered site. The caterer must provide staff from the beginning to the end of your event. Please allow appropriate time for breakdown and cleanup. Caterers are required to leave the catering areas the way they found them, and leave the property free of their waste and litter.
Clean-Up
We take care of the clean-up of the barn and grounds, but require that your caterer leaves the catering areas the way they found them, and leaves the property free of their waste and litter. We ask that you remove all brought in items, such as decorations and flowers, the day following the event.
Lost Items
Every attempt is made to return any lost/forgotten personal items to their rightful owner after an event; however we are not responsible for these items. We are not responsible for shipping charges associated with the return of personal items. Any décor or event related items left in the venue at the conclusion of the event become the property of The Roxbury Barn, and a disposal fee may be charged.
Courtesy Protocol
The Roxbury Barn reserves the right to request any person or group of people acting unruly and contrary to rental regulations to leave the premises. Assistance from law enforcement agencies may be acquired if this request is not met immediately.
Unforeseen Events
The client cannot hold The Roxbury Barn responsible for failure to provide the basic facilities and services due to emergencies, catastrophes or interruptions of public utilities. If an Act of God were to occur preventing the event from taking place as scheduled, The Roxbury Barn will allow for the event to be rescheduled, pending availability, with no penalty.
Liability
The client cannot hold The Roxbury Barn liable from suit, actions, damages, and expenses in connection with personal injury, illness, or property damage or theft resulting from the use of any facility at The Roxbury Barn due to any cause whatsoever. Facilities are not locked during times of rental and The Roxbury Barn is not responsible for personal articles left unattended in any part of the property during an event or left after the conclusion of the event.
Weather Considerations
The Barn seats a maximum of 150 persons (adults and children aged 4 and up). Usually the barn is used for dinner, and the after-dinner party. Receptions and ceremonies usually take place on the outdoor grounds. You may consider renting a tent as a back-up option, if you are concerned with weather conditions. Last minute cancellations due to inclement weather will not be considered for refunds.
