What To Expect For Your Event (Non Wedding) Day at Sweetwater Farms

What To Expect For Your Event (Non Wedding) Day at Sweetwater Farms

Photography: Cate Batchelor Photography

Whether you are planning a baby shower, birthday, fundraiser, celebration of life or anything else, we would love to help you host your event! Did you know that we include tables, chairs, linens, benches and other decor and furniture to use to design your special event? Did you know that we include two day of coordinators to manage your timeline and organization of the event? Today we’ll be talking about everything that is included when you book Sweetwater for your special events, time frames available and what to expect while you enjoy your event stress free!

What To Expect For Your Event (Non Wedding) Day at Sweetwater Farms

Photography: Cate Batchelor Photography

To start out, here is a complete list of all of the items you can expect to utilize for your event design at Sweetwater Farms. Event planning can be stressful when you need to outsource your rental needs, however we make the planning easy by including the necessities and more with your package.

Event Venue Spaces To Choose From:

  • The Wall
  • Sweethome Town
  • Reception Barn + Barn Lawn + Barn Courtyard + Saddle Room Lounge with Bar + Saddle Room Courtyard

18 x 8 ft tables
26 x 8 ft benches
18 x Color of your choice* table linens
1 x Small farm table
1 x Medium farm table

1 x Large farm table
2 x Vintage dresser buffets
1 x Vintage black bakers rack
1 x Connected french doors
4 x Individual french doors
7 x Whiskey barrels
3 x Large milk cans for decor
3 connected and permanent doors on Bar Stage (only if Barn is booked)

*Color choice of linens available through Patty’s Linens, polyester linen offering.

What To Expect For Your Event (Non Wedding) Day at Sweetwater Farms

Photography: Cate Batchelor Photography

Now to the fun part! What to expect when you book with us…

First and foremost, when you sign with us, your contract includes five total hours onsite for your setup, actual event and clean up. With this timeblock, we recommend one hour for setup, a three hour event and one hour for clean. One hour for clean up is required. If your event is in the evening, all music and guest departure must be at 10:00 pm with all vendor clean up and exit must completed no later than 11:00 pm. If vehicles need to be kept overnight in our parking lot, all must be picked up no later than 8:00 am the following day to avoid being blocked in by horse trailers.

The first vendors to arrive at the beginning of your contract are your included venue and ‘day of’ coordinators from Back Patio Event Design. Laura and Kayla’s team are there to help 1. Welcome your vendors and escort them back to the reception area. They do this due to the liability of vehicles around the horses and other animals. This process is required for all vendors to follow. 2. Additionally, they are there to make sure your venue diagram and included venue furniture and decor are placed exactly as you discussed prior with your Event Director. Finally, they 3. Manage and execute your entire event timeline, working closely with your event team to make sure everything starts on time and guests are aware of what is going on throughout the event.

What To Expect For Your Event (Non Wedding) Day at Sweetwater Farms

Photography: Cate Batchelor Photography

If you find that you need additional help in setting up your DIY decor and/or have booked rentals without setup included, you can book your venue coordinators at Back Patio Event Design to do so! They offer assorted a la carte packages to set up your DIY decor and more. Pricing varies based on the quantity of decor and time needed for placement. Reach out to them here. Additionally, if additional hours are needed for setup and design, you can purchase a la carte hours.

At the end of the night, your coordination team at Back Patio Event Design will be making sure that the venue is cleaned up exactly as it was when the contract started.

A few things to consider at the end of your event:

  1. Who will be taking any gifts or cards given at the event?
  2. Who will be taking all of your DIY provided items and do you have enough car space for everything?
  3. Do your catering and bar contracts include cleaning up, bussing and disposing of trash and left over event decor/florals? Check your contract! If this is not included, you can book bussing and clean up through us for $250. Please note, if no one is booked to manage your trash, bussing and complete event clean up by the beginning of your day of event contract, a $500 loss of deposit will result.

That’s it! We would love to discuss this further with you during a tour of the venue spaces. Please contact us HERE if you would like to take a tour here at Sweetwater Farms and begin your event planning process!

To view the entire library from the photos above, CLICK HERE.

Vendors:

Design + Coordination: Back Patio Event Design

Photography: Cate Batchelor Photography

Rentals: Patty’s Linen Rentals

Flowers: Sweet Digs CA