Photo by Wayde Salmon, WPICC of D & W Entertainment Group (showing Gobo they created)
Wedding Planning by Janis Martinello, WPICC of Brocade Events
by Colin Williams, President of Cambium Farms in Caledon, ON
Wedding planning is stressful regardless of the setting and barns sometimes present challenges that are different from your standard banquet hall or established venue. While not impossible to overcome by any means, careful planning and consideration when choosing a barn venue will go along way in making your day a huge success.
1. Ensure that your barn venue has proper permitting
Barn venues must meet zoning by-laws, building and fire codes just like any other assembly space. This process is an arduous one that takes years and a considerable investment as barns are built to an agricultural code and are not meant for assembly. If any planners/couples are inquiring about a barn venue make sure to request all permitting, specifically an Occupancy Permit. This is the only permit that will allow you to host a function in a barn or assembly space and is proof that the venue has met zoning, building and fire code. Choosing a venue without this permitting not only puts your guests’ health and safety at risk but also risks the possibility of your venue/event being shutdown by the local municipality.
2. Compare apples to apples
Some venues provide all-inclusive packaging and are involved in your day from start to finish. Others hand you the keys for the property and walk away. Due to this venue fees can vary widely. When choosing a barn venue make sure all required amenities (portable washrooms, portable kitchens, AV setup, rental equipment, on-site coordination) are budgeted for, whether they are included in the venue fee or brought in yourself.
3. Choose a venue with preferred partners or choose vendors with experience working in barn venues
In a unique space you have unique challenges. Whether you choose a venue with their own knowledgeable vendors or bring in your own, make sure they have familiarity in dealing with operational challenges that barns often present. The road ahead might seem daunting but by surrounding yourself with the right team the months, weeks and days leading up to your day will be a breeze!
4. Always consider Mother Nature
As with any outdoor event, weather is always a factor in the outcome of your day. An event in a barn or country setting should be considered an outdoor function and you should plan for any possibility to ensure the comfort of your guests and yourself. Have a back up plan for rain; consider hot days/cool nights and bugs. Also ensure your guests are prepared for whatever the day might bring by including a little note on your invitations.
5. Consider proximity to hotels and transportation
Most barn venues are off the beaten path with limited access to close hotels or transportation. Before choosing a venue, research local hotels, bus lines that will service the area and the cost to shuttle your guests to and from their accommodation. Your guests will appreciate the ease of getting to and from your event and having the added excitement of travelling together.
Colin Williams is the President of Cambium Farms. Nestled on 50 acres in the heart of the picturesque Caledon hills since the early 1800’s, Cambium Farms has retained all of its original charm. Featuring an awe inspiring, authentic, century old barn, a fully restored Farm and Carriage House, Cambium Farms is perfect for any event, large or small.
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