Planning Your Wedding At East Lynn Farm 8.4eastlynnfarm.com/wp-content/uploads/2015/10/Planning-Your-Weddi… · Planning Your Wedding at East Lynn Farm We are thrilled you have selected

Planning Your Wedding at East Lynn Farm

We are thrilled you have selected East Lynn Farm for your wedding celebration! This guide is designed to assist you with planning for all the details of your special day. We hope you find it helpful. As always, please let us know if you have any questions or needs.

Happy planning!

Table of Contents East Lynn Farm Amenities The Inn at East Lynn Countryside Wedding Weekend Inn Accommodations

Middleburg Country House Furniture Options & Set Up Farm Inspired Rentals Signage Bathroom Facilities

Incorporating East Lynn Flowers and Produce Farm Fresh Flowers Ordering Produce & Proteins East Lynn Inspired Favors & Décor

Logistics and Guidelines Final Plans & Vendor Walk Through Payments, Optional Fees and Deposit Return Event Insurance Electricity Inclement Weather Plans Layouts

Layout Options Ceremonies Receptions Cocktail Hour

Vendor Communication Vendor Arrival, Set Up & Breakdown Catering Preferred Vendors

Safety at the Farm

Contact Information Fire Safety Miscellaneous

Guest Resources Accommodations Area Attractions Parking & Shuttles Directions to East Lynn Farm

East Lynn Farm Amenities The Inn at East Lynn

• The Inn at East Lynn is unlocked at the start time of your rental agreement. Upon arrival you will find a key on the kitchen fireplace mantle for use during your agreement length. Kindly return the key to the mantle at the end of your celebration.

• You are welcome to extend your stay at The Inn at East Lynn beyond your agreement length. Your request needs to be submitted 30 days prior to your event date. There is a fee for each additional night.

• The Inn at East Lynn is exclusively for the use of the wedding party and family to prepare for the wedding day. To reduce wear and tear, we kindly request that wedding guests not enter the inn. To support this, we provide signs that say “Reserved for Wedding Party Only.” In addition, the floors are original hardwood, so we greatly appreciate high-heeled shoes being removed when inside.

• Use of The Inn at East Lynn’s laundry facilities, kitchen appliances, kitchen

cookware, dishware, cutlery and glassware by guests and caterers is not permitted unless agreed upon in advance in writing. The refrigerator may be used for event temporary food keeping.

• Children visiting The Inn at East Lynn should be over 10 years of age.

Countryside Wedding Weekend Inn Accommodations

• A continental country breakfast is included at The Inn at East Lynn for

registered overnight guests. Unregistered guests may also have breakfast at the Inn at East Lynn at a cost of $30.00 per person. We need 7 days advance notice of all unregistered guests that will be dining for breakfast at the Inn.

• Light housekeeping is provided each day.

Middleburg Country House

• The very charming Middleburg Country House is just fifteen minutes away from East Lynn Farm. The house sits on 10 private acres, accommodates between 10-12 people, has 4 bedrooms, 3 full bathrooms, a large fully-equipped kitchen, complete laundry facilities, swimming pool, lovely gardens, barn and riding ring. The house rents for $1,000 per night with a $250 refundable security deposit. Please find additional pictures here: Middleburg Country House

• Check in and check out time is 11:00am. Upon arrival, you will find a key on the

dining room table. Kindly return the key to the table at the end of your visit.

• The gate to the pool should remain closed at all times. There is no lifeguard on duty, so swimming is at your own risk. Children must be supervised at all times.

• The house is located in a quite countryside setting. We kindly request that you

avoid loud noises out of respect for neighbors and the livestock in the area.

Incorporating East Lynn Flowers & Produce

Farm Fresh Flowers

• Flower orders are placed through email or verbal communication with the East Lynn event sales manager. You are welcome to request a dominant color or flower type, however special requests are not guaranteed due to the unpredictability of Mother Nature. There are two picking options available. First, you may pick your own for $75 per bucket or we can pick them for you at a rate of $125 per bucket. The quantity of flowers in each bucket varies depending on your flower type and will feature a combination of cultivated and wild flowers.

• If you would like to have a florist put your arrangements and bouquets together we highly recommend the services of Brian Bonita. You can contact him at (240)-620-1613 or via email at [email protected]. He is well versed in the flowers available at East Lynn and he is true master of floral design, in addition he is able to secure additional flowers of superb quality!

• Pre-picked flowers are available for pick up no more than two days prior to your event, anytime from 9am-4pm. Pre-picked flowers will be stored in the shade under the pine trees or inside the inn. We do ask that you, or your florist, let us know when you plan to pick up the flowers. If you would like to pick your own flowers, you need to schedule a time with an East Lynn Farm representative. Please be sure to return flower buckets to the garden.

Ordering Produce & Proteins

• We encourage the use of our sustainable and organic farm fresh produce and proteins for your catering needs. You, or your caterer, can request an order form. Orders should be submitted two weeks prior to your event date and are available for pick up no more than two days prior to your event, anytime from 7am-7pm. Beef, lamb and poultry need to be requested 60 days prior. We ask that your caterer let us know when they plan to pick up their order. Caterers are billed directly through PayPal and payment is due when the order is finalized.

Farm Inspired Favors and Décor

• We invite you to consider the possibilities for favors, seating cards and décor using fresh herbs and produce from East Lynn Farm.

v Mix flower petals into natural confetti for your send off or aisle runner v Invite guests to take a bag of farm fresh produce home v Use fresh herbs or produce for seating cards v Incorporate colorful produce into your table décor v Create fresh aromatherapy satchels with lavender, sage or mint v In late May our sheep are shorn. At this time we have an abundance of

beautiful wool. We invite couples to take the wool for free on a first come first serve basis. The wool can be spun into skeins or balls for gorgeous and unique party favors or table settings. The wool needs to be sent to a fiber mill for processing into skeins. We recommend Sweitzers Countryside Fiber Mill

East Lynn Farm Produce & Flowers In Season Selection  

SPRING

SUMMER

FALL

FRUIT

Sour Pit Cherries

Strawberries

Cantaloupe Honeydew Melon

Watermelon

Pears Figs

VEGETABLES

Asparagus

Arugula Beets

Broccoli Carrots

Collard Greens Green Onion

Lettuce Kale

Radishes Rhubarb

Swiss Chard Spinach

Spring Peas Turnips

Bell Peppers

Carrots Corn

Cucumbers Eggplant

Green Beans Okra

Peppers Potatoes Tomatoes Zucchini

Arugula Beets

Broccoli Brussel Sprouts

Cauliflower Celery

Collard Greens Endive Kale

Pumpkins Radishes

Swiss Chard Tomatoes

Turnips Winter Squash

FLOWERS

Daffodils Peonies Tulips Lilacs

Quince Pansies

Calla Lilies

Cannas Cosmos Dahlias

Delphiniums Gladiolas

Hydrangeas Hollyhocks

Oriental Lilies Sunflowers

Queen Anne’s Lace Marigolds

Anemones

Cannas Gladiolas

Queen Anne’s Lace Sunflowers

Yarrow Zinnias

Delphiniums Dahlias Asters

Marigolds Nasturtiums

Pampas Grass

HERBS

Basil

Chives Cilantro

Dill Lavender

Lemon Basil Lemon Balm

Mint Oregano Parsley

Rosemary Tarragon Thyme Horseradish Sage

* Please be advised that in certain seasons Mother Nature may interfere with successful growth.

Furniture Options & Set Up

• East Lynn Farm provides the following furniture for your ceremony and reception needs: 150 white resin folding ceremony chairs, 150 fruitwood chiavari chairs, and a combination of tables to accommodate 150 seated guests. The tables include six 8’x30’ rectangular tables and ten 5’ round tables.

• If you need seating for more than 150, you are welcome to supplement the furniture we provide with furniture from a local rental company. We work closely with Capital Party Rentals and would be happy to help you communicate with them regarding your needs to ensure the supplementary rental process is smooth and simple. The cost of additional rentals is not included.

• For cocktail hour, we encourage you to use our wrought iron patio furniture, rustic wooden benches or hay bales to create natural lounge furniture.

• You can choose to set up the furniture rentals on your own or we can set up all

of your events for $500. If you choose not to use the furniture at East Lynn there is a $250 relocation fee.

• It is important to note that the chiavari reception chairs are available for indoor

use only. If you plan to set your reception up outside, we recommend using hay bales for ceremony seating, or hiring our farm helpers to move the ceremony chairs to the reception.

Farm Inspired Rentals

Hay bales • Hay bales are a beautiful and authentic compliment to any countryside

wedding. We rent rectangular square hay bales for $7 per bale and round bales for $30 per bale.

• In the event of rain, square hay bales will not be available for outdoor use due to damage. We can make an exception if you plan to set them up under a tent.

Tractors • Additional farm inspired rentals available at East Lynn include an antique tractor

for a grand entrance or photo opportunities. In addition, we offer hayrides on a farm tractor for a fun cocktail hour activity for children, family and friends. The price for hayrides is $100 per half-hour.

Signage Provided by East Lynn Farm

• Rustic wooden signs are provided to direct your guests to parking and bathrooms. In addition, we have signs that highlight different events, such as Ceremony, Cocktail Hour, Reception, etc. that you are welcome to use.

• If you are interested in additional country inspired rentals we highly recommend contacting Hunt Country Parties. They are a local boutique rental company with a unique inventory and creative ideas. Their items are perfect for barn weddings, garden brunches, farm-to-table events and more!

Bathroom Facilities

• East Lynn Farm rents a high quality, porcelain fixture, restroom trailer. The trailer has four stalls and accommodates over 300 guests. The bathrooms at The Inn at East Lynn are on a septic tank system and thus unable to accommodate more than 35 guests. To prevent plumbing issues, we require that wedding guests use only the restroom trailer.

• The restroom trailer is parked near the dairy barn. It can be moved to the inn side for a $130 fee. The trailer must remain parked in one location for the duration of your entire contract length.

• If you plan to host your ceremony only on the inn side, we understand that an occasional guest may need to use the inn’s bathroom during the ceremony. If you plan to host more than one event on the inn side, such as a large rehearsal dinner, we strongly encourage you to rent a singular unit to reduce the amount your guests have to walk to the barn complex. We can procure the singular unit rental for you and add the additional fee to your final bill. Singular units traditionally rent for roughly $450.

• You can request an additional cleaning of the restroom facilities on Saturday

morning or Sunday morning ($395 fee per cleaning). If you would like the bathrooms to be cleaned during your event, we can make recommendations for a restroom attendant.

• The restroom trailer is not handicap accessible. If you need handicap accommodations, a basic add on unit can be requested for an additional $185.

Logistics & Guidelines Final Plans & Walk Through

• Ninety days prior to your event we schedule a walk through with you to discuss and finalize your layout plans, confirmation of rentals, event timeline and contact information for your vendors. We expect for your caterer to participate in the walk through, unless they have already hosted an event at the farm. We strongly encourage your DJ and wedding planner to attend as well.

Event Insurance

• A certificate of insurance with an endorsement is due thirty days prior to your event. The insurance is Special Event General Liability Insurance, including Host Liquor liability, in an amount not less than $1,000,000 Combined Single Limit for Bodily Injury and Property Damage. You can easily purchase the insurance online through Private Event Insurance at www.wedsafe.com.

Payments, Optional Fees and Deposit Return

• You will receive a final invoice for all fees approximately 90 days prior to your event. The invoice will include rentals, floral & produce orders and additional services, such as the rental of the Middleburg Country Home.

• Your deposit(s) can be returned via check or PayPal. PayPal returns process within 30 days after your event end. Check returns may take slightly longer to process and receive.

Electricity

• You are welcome to add your own lighting to outdoor fields. Please be advised that electrical outlets are near the inn and the dairy barn, so you will need to bring your own extension cords and plan for independent set up.

• We recommend you work with your DJ to plan for your ceremony’s sound needs (i.e. request wireless speakers for your ceremony). There are no electrical hook ups near the popular ceremony sites, however there are electrical outlets near the inn and the white dairy barn. Please ask your DJ to participate in the final walk through so that they are familiar with the location of the electrical outlets and they can plan for any needs, such as extension cords.

Inclement Weather Plans

• We encourage all clients to develop a layout plan for both beautiful weather and inclement weather. Sample layouts are provided below. Inclement weather plans must be communicated by 6:45am on the day of the event. However, we highly recommend coming to a final decision on Friday morning. If your ceremony needs to be relocated to an indoor location on Saturday morning you will be charged for the additional farm helper support time. Communicate your decision by emailing [email protected].

• If you are in need of a tent, please contact Jillian Mangold at Capitol Party Rentals. ([email protected]) Jillian can also help you facilitate the rental of outdoor heaters.

• If we experience unseasonable warm or cool temperatures you can contact AirPac for cooling or heating units designed specifically for safe (and quiet) use in the dairy barn or hayloft. You can find more information about AirPac’s services here: AirPac's Portable Units for Barns & Outdoor Events

Set Up Options & Recommendations

• East Lynn Farm has an abundance of beautiful locations to choose from when planning your event. Below are recommended layouts and details to help you decide exactly how you want to use East Lynn Farm. Your event layout is confirmed during your final walk through. On the day of your event, we highly recommend clients allocate ample time to check event set ups and independently make preferred adjustments.

• Each layout highlights the set up for the recommended maximum capacity of

indoor spaces. If your guest count is lower then the maximum capacity, tables and chairs are removed for additional space.

Outdoor Ceremonies

• You are welcome to set your ceremony up anywhere on the property. We do strongly encourage you to consider hosting your ceremony in the fields and meadows surrounding the dairy barn. We make this recommendation so that your guests have easy access to the restroom trailer. Below are examples of past ceremony set ups:

Pine Tree Grove Dairy Barn Field Under the Oak Trees Indoor Ceremonies

• Clients typically intend to host their ceremonies outside, however, in the event of inclement weather, you may want to consider hosting your ceremony in the pole barn, lower level of the dairy barn or procuring a tent.

Indoor Receptions

• The following reception layouts highlight the just some of the opportunities with the furniture available at East Lynn Farm. However, please note that the buffet, cake, DJ and bar table are only included to help you with planning. At this time, East Lynn does not provide the additional tables. We recommend working with your various vendors to secure the tables that they need. Most vendors come prepared with all of the furniture and accessories they need to deliver their services. There is various outdoor furniture that could likely support a cake or DJ, however, we ask that you work with your vendor to develop the plan. This is a primary reason we encourage all vendors to participate in the walk through.

Outdoor Receptions

• When using the meadows and fields of East Lynn Farm, the outdoor reception options are endless. Refer to the above layouts for inspiration! If you host your reception outdoors, keep in mind that only the white resin folding chairs are available for use.

Cocktail Hour

• If you choose to host your cocktail hour outside, we highly recommend the use of our outdoor patio furniture, benches and hay bales to compliment the authentic countryside setting.

• Clients often ask exactly how much outdoor furniture is available at East Lynn Farm. We have the following:

o Two wrought iron dining tables, each with four chairs (seats 8 total) o Two sets of chairs, each with a complimentary table (seats 4 total) o Two wrought iron benches (seats 4 total) o 3 garden benches (seats 6 total) o 8 matching rustic wooden benches (seats 16 total) o A few small side tables

• Below is a sample layout for a cocktail hour incorporating the farm’s outdoor

furniture sets, hay bales and benches.

Vendor Communication Vendor Arrival & Break Down Time

• The allowed arrival time for vendors varies depending on your rental agreement. If you booked the Countryside Wedding Weekend, your vendors may arrive starting at 12pm on Friday. If you booked a single day event, your vendors may arrive starting at 10am on the day of your event. Vendor rentals and equipment must be picked up the morning after your event ends.

Caterer Guidelines

• Your caterers should be prepared to provide and set up your linens, china, silver and glassware. At the end of the event caterers are responsible for the breakdown off all of these materials as well. Caterers are also responsible for the clean up of all trash related to meal & bar service including cups and paper products.

• Caterers are welcome to provide their own cook tent for the prepping and staging of food. They can also set up under one of the small red barns. Electricity, lighting and water is available in the red barns.

• Caterers should bag and separate trash by recycling and non-recycling. All

bagged trash should be left in the small red milk house. Also, all food should be bagged separately so that it can be fed to the chickens at the farm and a neighbor’s pigs.

Preferred Vendors

• Here is a link to our comprehensive preferred vendor list: East Lynn Farm Preferred Vendors

Safety at the Farm

Emergency Contact & East Lynn Day of Support

• An East Lynn Farm representative is available on site prior to your ceremony and through the end of your reception. The representative supports exit parking and then leaves property for the evening. The barn is closed after exit parking is complete. Lingering guests are welcome to relax at the inn side on the patio. If a need arises during your time at East Lynn and a representative is not on site, you can call the farm’s main number for assistance: (571) 257-4243.

Supervision of Children

• Children must be supervised at all times, especially in proximity to the pond and chicken coop.

Fire Safety

• All outdoor candles must be contained or enclosed in glass. The flame must not reach higher than 2 inches below the height of the glass. Flame candles may not be used in The Inn at East Lynn or in any of the barns or outbuildings in the Barn Complex. Flameless LED candles may be used in all areas where flame candles are prohibited.

• Pig roasters and smokers are only allowed with the support of licensed caterers.

• Smoking is permitted outside only. Ashtrays are provided.

• We recommend birdseed, grass seed, or flower petals for celebratory confetti for wedding and reception farewells. Glitter, fog machines, pyrotechnics, or sparklers, etc., are not permitted.

• Firearms are not permitted.

Guest Resources Accommodations

• There are two excellent bed and breakfasts very close to our farm. You may want to share their information with family or guests that would like stay in the countryside, within close proximity your celebration.

o Serene Manor o Poor House Farm o http://www.airwellbnb.com o http://loudounbandb.com

• Please check our preferred vendor link for more resources on area hotels in

Leesburg, Ashburn, Dulles Corridor and DC.

• We are often asked if guests can camp on the farm’s property. We prefer that you find alternative accommodations for your guests for a variety of reasons. First, there are no showers available for guests that camp. Second, there are occasionally coyotes in remote parts of our property. If you have your heart set on having a few guests camp, we ask that you consider the following service or nearby campgrounds:

o Glamping: Camping with Glamour

Imagine bringing the comfort of your home into the home of Mother Nature. Learn more at: Solid Ground Shelters

o Local Campgrounds Mountain Lake Campground, Boyce, VA

Watermelon Park and Campground, Berryville, VA

Local Attractions

• We are often asked for recommendations for guests to experience during their visit to East Lynn Farm. The following is a list of opportunities that are in close proximity to the farm.

• Invite your guests to explore the award winning Virginia wine country. The closest vineyards to East Lynn include Bluemont Vineyard, Bogati Bodega & Vineyard, and Goose Creek Farms & Winery.

• For guests that love shopping & antiquing, we recommend the quaint streets of

downtown Purceville, Lucketts and Middleburg.

• Outdoor enthusiasts can enjoy a hike in nearby Sky Meadow State Park or travel a bit further for stunning views, water activities and history in Harpers Ferry, WV.

• Learn about even more opportunities at Visit Loudoun County’s tourism link

Guest Parking

• We strongly encourage the use of a shuttle to transport you and your guests to and from the farm. This recommendation is for your guests’ safety as the roads in West Loudoun are windy at night. This factor, combined with alcohol consumption, can be a danger to guests. The shuttle should drop guests off where the event begins and pick up where the event ends. Please contact Reston Limousine to inquire about shuttle services.

• The gate leading to The Inn at East Lynn will be closed two hours prior to your event to ensure that vendors & early arrival guests do not begin parking in front of the inn. If you need to unload items from your car, please do so early and then park your vehicle in the designated parking area.

• We have parking support available for up to 25 cars at East Lynn. After 25 cars

East Lynn reserves the right to charge $30 an hour for additional parking support. This is in place for you and your guests safe entrance and exit from the property.

Directions to East Lynn Farm

19955 Airmont Road Round Hill, VA 20141

From Leesburg, VA Take Route VA-7 West to the Round Hill exit. Bear right and merge onto E. Loudoun St. (Business Route VA-7 West) toward Round Hill. At the center of Round Hill, make a left turn onto New Cut Road (Airmont Road). Continue south on Airmont Road about 4.8 miles until you reach East Lynn Farm (19955 Airmont Road). Turn left into the barn complex, proceed through the gate, then turn right and follow signs to park behind the white dairy barn. From D.C. & Dulles Corridor Take Interstate 66 W to VA-267 W (Dulles Toll Road) via EXIT 67 (toward I-495 N/Dulles Airport). Continue toward Leesburg on the Dulles Greenway (VA-267 W). At the end of the Greenway stay to the left on EXIT 1A, following signs toward US-15 S/Leesburg/Warrenton. Get onto VA-7 W. Now follow the directions to East Lynn Farm using the Leesburg directions given above. Toll free route from D.C. Take Interstate 66 W to Route 50 W (Exit 57B). Continue on 50 W about 19 miles. Turn right onto Snickersville Turnpike (VA State Route 734) after passing through Aldie. Stay on Snickersville Turnpike about 6.5 miles. Make a left turn at the intersection of Airmont Road (VA State Route 719). Continue south on Airmont Road approximately 1.3 miles. Turn left into the barn complex, proceed through the gate, then turn right and follow signs to park behind the white dairy barn.

From Charlestown, WV Take State Highway 9 to State Route 751 in Blue Ridge. Take State Route 719 to West Loudoun Street in Round Hill. Turn right on W Loudoun St. Turn left onto New Cut Road. Turn left into the barn complex, proceed through the gate, then turn right and follow signs to park behind the white dairy barn. From Winchester, VA Take VA-7 East to State Route 760 in Blue Ridge. Turn right on State Route 760. Turn left onto State Route 734. Turn right onto State Route 719. Turn left into the barn complex,

proceed through the gate, then turn right and follow signs to park behind the white dairy barn.