FAQ

What is the rental fee and what does that include?

Please use this link for complete pricing and details about what is included.

What is the venue capacity?

200 Guests (While we certainly feel that 150-170 is a more comfortable range there are great options for up to 200 guests should you need to accommodate that many.)

 

How do I check available dates?

Available dates are listed here.

 

Do I need to schedule a tour or can I just stop by?

To ensure the best experience tours are by appointment only. You can request a tour here.

 

What is the average budget of a couple getting married at Vintage Oaks Ranch?

We are so glad you asked! This is such an important aspect of planning your best possible experience. From experience, we believe the average couple spends between $15,000-25,000.00 for their wedding expenses (including venue, catering, floral, photographer, DJ, cake clothing, etc.). We have certainly had a few smaller weddings with resourceful couples in the $15,000.00 range as well as large and elaborate events spending much more than the average.

 

Is there a deposit? When are payments due? Do you offer a payment plan?

Yes. Along with a signed contract we do require a deposit of $1,000.00 to reserve your date at Vintage Oaks Ranch.  The balance of the rental fee will be paid out in 4 equal payments with the final payment being due 30 days prior to the event date. You may also choose to make more frequent payments along the way so long at the original payment dates and requirements are met as set forth in your contract.

How do I reserve a date?

To reserve a date please email us at info@vintageoaksranch.com and state that you are ready to book (and specify the date). We will be in touch with you to discuss the details on the contract and final booking process. Dates are booked on a first requested basis.

What form of payment do you accept?

Our preferred form of payment is a check however we can accept other forms of payment to accommodate your needs.

 

Can I choose my own vendors?

Vintage Oaks Ranch has put together a list of Preferred Vendors for your convenience. We highly recommend that you refer to the list of that we provide to you to ensure the best quality of service for your event as we have hosted many events with them over the years. That being said we always welcome new vendors and are open to finding great new people to work with. (Catering & Bar Services are the only exception.)

 

Do we have to use your approved caterers and bar services?

Yes, however please know that we require this to protect you from bad service and experiences. We also do not have a food, beverage or guest count minimum therefore we are not making a commission from your food and beverage thus saving you money. This decision was made after many years of allowing outside catering with little to no approval process which resulted in less than quality experiences for our couples. We simply don’t want that to happen anymore so approved catering and bar services are required. We have a great list of options for you making it extremely easy to source and select the perfect choice for your event.

What are the catering options at VOR and how does that work?

Over the past few years we have worked with all kinds of catering companies as well as offering catering ourselves. While we never required couples to use our catering we always left that option up to our couples to select from a set of approved catering and guess what… they always selected from us or one of those options. So to make things easier and to take so much of the work out of it for you we have lined up a great set of options for you. You will work directly with the catering company of your choice from our exclusive list to select the menu that you love that best fits your budget. The exclusive catering options for VOR can be found here.

 

What are the bartending options at VOR and how does that work?

Once again you will work directly with the bar service of your choice from our exclusive list to select the bar menu and option that best fit your needs and budget. We do allow you (the couple only)  to supply your own alcohol (to help cut costs) to the bartender but also suggest that you discuss options with the bartending services as they may a plan to help make this easier for you. The exclusive bar service options for VOR can be found here.

 

Will there be another wedding the same day?

At Vintage Oaks Ranch we only host one wedding a day to ensure that each event is special and receives our full attention.

 

Are there overnight accommodations nearby?

Yes we do have great options nearby (within 15 minutes in most cases) that include hotels and Air BNB/VORBO homes. Here is a list to help in your search. 

What tables do you offer?

Your rental includes the essentials for your ceremony or reception for up to 200 guests. Chairs and tables are included in every rental as shown below:

 

White Resin Slatted Garden Chairs (Outdoors / Ceremony)

Teak Wood Slatted Chairs (Indoors / Reception)

Wood Top Farm Tables (6 Foot Banquet – Qty 26)

Round Tables (60 Inch Round – Qty 10)

Teak Wood Cocktail Tables (27 Inch Square – Qty 8)

Built in Bar

Various Vintage Tables for Cake, Gifts, Display, etc.

 

Do you provide table linens, china, silverware, etc?

No. We do provide a beautiful space with upgraded chairs and wood tops for the 6 foot banquet style tables. If you prefer linens for the tables, they can be rented easily through one of the several great rental companies in Waco. There are also great rental options for china, silverware, napkins etc.

 

What happens in the case of rain?

Depending on the size of the wedding there are a few options for the ceremony indoors. If you so choose, Vintage Oaks Ranch will move your ceremony to the main reception space, covered porch, or alternate location, depending on your number of guests.  This decision is solely yours and will be determined the day of the event by 9am.  There is no additional cost for this turnover.

Does the fee change of we plan to have or ceremony offsite?

Because we only offer one wedding per day the fee stays the same rather you choose to have the ceremony on site of off.

 

Do you allow dogs to take part in our wedding day?

We are dog friendly with some specific stipulations. With pre-approval from Amber, dogs are allowed to take part in the outdoor ceremony and photos only. Dogs are not allowed inside the venue for any reason and are always required to be on leash. Someone the couple appoints will be responsible for the dog and will remove the dog from the venue property immediately following the completion of the ceremony and any photos. Dogs may not be left in vehicles onsite for any reason. The same stipulations apply for engagement and bridal photo sessions prior to the wedding day.

 

When will I have access to decorate?

Your access to decorate will begin at the time listed in your contract, no earlier. Please plan accordingly to make efficient use of your time at the venue.

Do you include a wedding coordinator?

We do not include a “day-of-wedding coordinator” for several good reasons. We think it’s possible for the job duties of a "day-of wedding coordinator" to mean something different to you than it does to us, and the last thing we want is the opportunity for miscommunication. However, we do have a team leader here before you arrive onsite who stays with you throughout the duration of your big day. This member of the Vintage Oaks Ranch team is there to help you however they can (possibly an extra set of hands, to help answer questions from your vendors, etc.) Their goal is to do everything possible to help your day go smoothly and ensure your day is as stress-free as possible! (We highly suggest that if you would like those things to go as smoothly as possible you can hire a coordinator from our preferred vendors list.)

 

Can we do fireworks and sparklers?

Fireworks are only permitted with approval from VOR and a professional fireworks company to execute the show. We do have to follow all burn bans etc. to keep everything safe and the Volunteer Fire Department happy. As for Sparklers we do not allow those and find that there are much more fun and safe (and affordable) options for your sendoff.

What is the end of event cleanup process?

Your rental includes tear down of all VOR event furnishings and general clean up, so that you can enjoy every minute of your event. We simply ask that your are responsible for all personal décor and belongings in the suites at the end of your event. We cannot be responsible for any items left on the property beyond your specified rental period. VOR team members will handle trash throughout the event.

Can we have a rehearsal?

While we understand your thoughts that a rehearsal might be necessary (and we did too for many years however they just don’t seem necessary and if needed can be done almost anywhere) we find that if you will use our planning tools and hire a qualified DJ and photographer your event will flow very well. You are also welcome to hire a planner/coordinator if you would like to make sure that there is one person in charge of all the specifics. Rehearsal can also happen the morning of your event so that everyone is fresh and paying attention.

When is the final guest count needed?

Final guest count is required 2 weeks in advance of your event date

How will the tables, chairs, etc. be arranged for my guest count?

Please use this link to access various suggested layouts for VOR based on the guest count. We will reach out to you for the final guest count and to finalize the layout for your ceremony seating and reception seating 2 weeks in advance of your event.

Where can I find photos of the décor available?

We have all decor photographed along with quantities and description on the inventory page.

Are candles allowed?

Yes, candles are allowed as long as the flame is completely contained inside the votive/holder. No tapers or hanging candles are allowed. We highly suggest flame less candles as they are beautiful and much safer for the little guests in attendance.

 

If we are using a rental company can they drop off or pickup outside of the rental period?

As a working ranch we must keep our gates closed unless we are hosting an event. All deliveries and pickups must be made within your designated rental period.

Can we nail or hang anything from the wall or ceilings?

Our family built VOR from the ground up so we ask that nothing is hung on the walls or from the ceiling to help preserve the beauty of the venue.

When should my ceremony start?

Please keep in mind that the temperature and sunset time should be a major deciding factor for your outdoor ceremony start time. Photographers are a great resource for ceremony time and should be asked before a decision is made. First looks, and various plans should be considered as well to determine the best ceremony start time.

Here are our suggestions:

Spring (March - April)

Ceremony Start Time: 5:30 PM

Sunset:  6:60-7:30 PM

*Varied Sunset due to Time Change in March

Summer (May - July)

Ceremony Start Time: 6:00 PM

Sunset:  8-8:30 PM

Fall (September – October)

Ceremony Start Time: 4:00 PM

Sunset:  6:30-7 PM

Winter (November – December)

Ceremony Start Time: 4:00 PM

Sunset:  5:30-6:30 PM

*Varied Sunset due to Time Change in November

 

What time does the music need to end?

Our venue has ample space for a dance floor along with dedicated space for a DJ.  Amplified music must end by 10:30 pm to allow for closure of the venue by 11 pm.

Can we use rose petals or confetti?

For the outdoor ceremony we only allow light colored real petals. No dark colors (especially red)  petals are allowed as they will stain the concrete walkways and aisle. These are available through your florist. Fake petals are not allowed either as they are bad for our cows to eat. As for confetti it may be used for a sendoff or at the ceremony site and must be biodegradable (for example dried flower petals).

 

Should we reserve seating?

We always suggest that you reserve seating at the ceremony site and at the reception for those immediate family members and the bridal party. These people are the ones that will be with you the most and especially after the ceremony they will not be able to pick seats for the reception and may be left without the seat they desire. Complete seating assignments are wonderful also so there is no stress in finding a seat for any guest.

Is security required?

Yes. VOR approved security must be in place at the start of the reception or as soon as alcohol is served, and must remain on the premises until the facilities are cleared and the doors are locked.  VOR will hire the necessary security for your event.

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Do we need event insurance?

Yes! All events at Vintage Oaks Ranch are required to have one-day event liability insurance through WedSafe. The cost is approximately $190. If your event does not have alcohol the policy is closer to $100.

Is there a designated smoking area?

Vintage Oaks Ranch is a non-smoking facility.  No smoking of any kind (including e-cigs) is allowed on the porches (or within 25 feet of any door), the reception areas or inside any part of the barn, bridal suite, groom’s quarters or restrooms. An outdoor smoking area will be designated to accommodate smokers.

How many cars can your parking lot accommodate?

Our parking lot can accommodate up to 85 cars and is large enough for shuttles or buses should you want to look into that option for your guests or bridal party. There is also a circle drive and drop off location adjoining the venue for all handicapped guests.

 

Can vehicles be left overnight?

Vehicles can only be left overnight with prior approval from a VOR team member. Upon approval we will need to have the owners name and phone number.  

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