More Helpful Information Here
You may also refer to your contract on Aisle Planner for rules and policies at Ivory Meadows
Frequently asked Questions
Your Questions, Answered.
Explore our FAQ section for answers to common questions about Ivory Meadows Weddings. From planning details to venue specifics, find all the information you need to make your wedding day perfect.
VENUE RENTAL PAYMENT
What was the down payment for when I booked Ivory Meadows?
When you booked Ivory Meadows, you paid 50% of the venue rental only. This did not include any additional packages, linens, etc.
When do I pay for the balance of the venue rental?
We will send you an invoice no less than 60 days prior to your wedding via QuickBooks. It is due upon receipt of the final invoice.
Can I pay by credit card?
Yes, you can. However, we do pass the 3% service charge onto our clients. If you wish to pay by credit card, we will adjust the invoice accordingly so that you are able to pay by credit card online. Please call/text or email us if you want to pay by credit card. All invoices are automatically set up by ACH.
DECOR PACKAGE INFORMATION
When do I have to choose my package?
We need to know at least 3 months prior. If your package choice has changed from when you initially booked Ivory Meadows, please send us an email and let us know so we can have it on our records.
When do I pay for my package?
We will bill you for your package 30 days prior to your wedding and it is due no less than 2 weeks prior to your wedding date. If you would like the invoice to be sent sooner, we can do that! Just email us and let us know and we will be happy to invoice you when it works best in your timeline/budget.
When can I schedule my decor meeting?
These meetings are scheduled on Mondays, Tuesdays and Thursdays, 10-5pm. The occasional Friday is available in the off-peak season. You can schedule your decor meeting two different ways.
1. Email us directly at info@ivorymeadowsweddings.com to schedule a time or
2. Use this link: https://calendly.com/ivorymeadows/decor-meeting-clone; please schedule Monday, Tuesday or Thursday during the day!
Be sure to leave your phone number when scheduling. We will text you for your inspiration photos so that we can have a couple of tables ready for you!
What happens after my decor meeting?
After your meeting, our team member will upload the pictures of the table decor you have chosen on your Aisle Planner profile as well as any other details of decor that were discussed. This will be located in the “Note” tab of your Aisle Planner profile. Additional information such as, what the bride plans to bring to the venue, will be noted on here as well.
What’s included in the decor closet?
Click Here to download a PDF of what is included in the decor closet.
How do I get the inventory pictures of what is in the decor closet?
Email us and we will upload the pictures of the decor inventory on your “Design Studio” tab in Aisle Planner. There will be several tabs uploaded of all the different categories of items.
Are candles included in the decor closet?
LED and real candles are included in the decor packages. Please know that there are certain votives that we can only use LED. We use real floating candles and real tea lights in some of the votives. We also offer real and LED tapered candles.
Are pillar candles included?
Real pillar candles are not included in our decor closet. They may be purchased for an upgrade. A trio of 3 different sizes is $20 additional per table. Note: we order candles that melt well so the price reflects this quality.
Is drapery included?
We do not offer any pipe and drape. You can rent pipe and drape from PrimeTime party rental or another rental company. Please contact our office so that drop off and pickup can be arranged. We do not have storage for these large items, so late night pickup is required.
Can I rent a dance floor?
Yes! This is an additional add-on option. Speciality dance floors are NOT included in the venue or in our packages. Please reach out to us at info@ivorymeadowsweddings.com for a quote. The checked black and white dance floor for a 15×21 is approximately $1650 for late night pickup.
Is China included in the decor package?
China, glassware and flatware is not provided by Ivory Meadows. These items need to be provided through your caterer. Your caterer is responsible for providing and busing these items.
Are the arbors included in the venue rental?
Yes! We have 5 arbors that you can choose from.
Can I repurpose the arbor?
Answer, Unfortunately, due to the size and weight of our arbors, we can not move an arbor from the ceremony area to the reception area. However, you may choose another arbor to place behind the sweetheart table.
Do you include China, silverware and glassware?
Our decor packages do not include any type of table setting items. Your caterer will be happy to assist you with this.
FLORALS & Wildflowers
Does Ivory Meadows’ team handle florals?
Your florist is responsible for placing arrangements on the arbor and greenery/florals on your decor tables. If you order greenery through Ivory Meadows, this is when our team places it on the tables for you! We can put one stem into our bud vases, but anything beyond that we leave up to your professional florist!
When are the wildflowers in bloom?
The wildflower fields are prime during June, July and 1st week in August. July has the most color. They start to fade and turn golden like everything else does in the fall in Ohio. The golden color still makes good photos! You can always have an engagement photo session in the wildflower fields too. Just email us to confirm a date/time.
EVENT INSURANCE
How do I purchase the event insurance?
Use the convenient direct link: https://www.vensura.co/venues/ivory-meadows
When should I purchase the event insurance?
Earlier the better for you, if you want to purchase another kind of additional coverage! Please read it thoroughly. It must be purchased at least 60 days prior to your wedding. They have great customer service, so feel free to contact them for clarification and additional information.
Vendors
Do I have to use your preferred caterers?
If you signed after June 15, 2025, you have to use one of our preferred caterers. If you signed before this, you MUST have prior approval of a caterer if not using one from our list.
Do I have to use your preferred vendors from your list? (Ex. photographers, videographers, DJ’s.)
No, it is not required to use from our list. However, please know that “great vendors make for a great event.” We strongly encourage you to book a vendor through personal recommendations if they are not our trusted preferred list. We can’t stress enough, to invest in good vendors! You are always welcome to reach out to us and ask if we have had good experiences with a specific vendor.
COORDINATION
When will I hear from my coordinator?
Your coordinator will contact you via email 70-75 days out from your wedding. If you have not had your decor meeting yet, they can schedule that with you!
Do you have planners that are willing to do 6 month or 1 year out planning?
Yes, we do! Please email us for these packages/pricing.
What does my coordinator do?
They will be your go-to person from this point forward. They will be able to answer all your detailed questions that come up those last couple months. They will be able to guide you through those last minute details and offer professional advice on what runs smoothly. Our coordinators have worked MANY weddings and have a wealth of knowledge on ideas and what works well. They will organize your timeline, share the timeline with the caterer, DJ and photographer. They will orchestrate rehearsal and execute everything the day of your wedding!
What is the average response time from my coordinator?
Your coordinator should respond to you within 48 hours, except for weekends. For example, if you message her for instance on a Friday evening, they have until Tuesday evening to respond to you. Please remember that our coordinators’ weekends are “reserved” for working events or family time if they have the weekend off.
AISLE PLANNER
Where do I upload my vendor information?
As you book your vendors, we kindly ask that you upload their information on Aisle Planner. Please go to the “TIMELINE” tab. There should be a “MASTER TIMELINE” under that tab. This is the template we have for all of our couples. All yellow highlighted lines are what we need our couples to complete. The first section is your vendors. Please list their company name, person’s name, phone # and email address. Vendors appreciate being tagged on social media, so their company name is important. The other information is needed for us to send them the timeline and sometimes call to review any specific details. We truly appreciate you doing this early!
How do I use Aisle Planner?
When you booked with us, you received a welcome letter that highlighted the most frequently used tabs on Aisle Planner. They have very good customer service for additional questions. Their chat button is always helpful!
Can I use Aisle Planner for RSVP’s?
Yes, you can! This software has this capability. Please refer to the chat button for the article on “how to” for RSVP’s.
HOW DO I PREPARE FOR MY 30-DAY MEETING?
Please have your RSVP’s so your floorplan can be finalized at this meeting. NOTE: If you are a bride who hasn’t ordered invitations yet, we always suggest an RSVP date of 6-8 weeks before your wedding date. There are always people who don’t RSVP. This gives you time to reach out to people and also gives you extra time with the seating chart.
- The Master timeline on Aisle Planner has some YELLOW highlighted subject lines, this is the information we require for you to complete before this meeting.
- These details are things such as names, song choices, suite codes, etc.
- Your coordinator will insert the times.
- Have a list of all your detailed questions
When are linens ordered?
Please note: *this price is subject to change at any time based on inflation
Can I make last minute changes to linens or decor?
Any changes to a linen order within 2 weeks is considered a “rush” order. If changes are made, you will be charged the additional fee.
We can not make changes to your table decor within 3 weeks of your wedding, as we can not guarantee we will have everything we need for your wedding.
ALCOHOL /SMOKING
Can we drink alcohol in suites?
Yes. We ask that our bridal parties drink responsibly. All alcohol MUST be removed from the suites 30 minutes prior to the ceremony and given to our bartenders. They are happy to serve what you were drinking in the suite.
Are we allowed to smoke?
There is a designated smoking area on the south end of the building. (outdoor ceremony area) There is absolutely no smoking inside of the building of any kind, including vapes. No smoking or recreational drugs are permitted on the property of Ivory Meadows.
Will the bartenders ID guests?
Our bartenders will ID guests if they look younger than 30 years of age. Please tell your guests to bring their identification. There is absolutely no drinking of any kind in the parking lot. If a guest wants to bring a particular bottle of alcohol to drink for their pleasure, it must be unopened and given to our bartenders upon arrival to the venue. They will serve it to the specific guest. All alcohol must be served by our bartenders.
When do I pay for bartending services?
Our preferred bartending company, Boozy Bartending Company, will reach out to you 2-3 months prior to your wedding date. Boozy will invoice you directly and payment is due 30 days prior to your wedding. You will also sign a contract with them as well.
Do the bartenders offer additional packages?
Yes, they do! They have add-on packages for mixers, sodas, garnishes, mocktails, tea, lemonade and coffee! These are priced per person. Please reach out to them directly at boozybartendingcompany@gmail.com for additional information.
When do I bring alcohol to the venue?
Please bring alcohol the day of your wedding. Arrow Wine and Spirits is also a good option for those that do not want to buy, load, unload, load and unload again to the venue. They will deliver to Ivory Meadows making it stress free for our couples!
Are there restrictions on what kind of alcohol to serve?
Strait liquor is not served. Ivory Meadows has a no-shot policy. One exception is bourbon. It is a sipping drink, so it can be served on the rocks. All other liquor must be served with a mixer.
What time does the bar close?
The bar closes at 10:30 pm. The lights come on at 11 pm and the DJ also concludes the music at 11 pm.
REHEARSALS
When is my rehearsal?
All rehearsals are on Thursdays during peak season (May-Oct) with Friday’s wedding having the 5 pm slot, Saturdays at 6 pm and Sundays at 7 pm. If this doesn’t work in your schedule, you can have rehearsal the day of your wedding and get into the venue 1 hour earlier (9 am) at no extra charge. Non-peak months can have a little more flexibility, as this time of year is less busy and sometimes we can do a Friday rehearsal for a Saturday wedding. Please reach out to us 3 months out to confirm your rehearsal day/time if you are a non-peak season couple to confirm rehearsal.
miscellaneous
What is our responsibility after the wedding is over?
All personal items from the suites need to go home with you! Please collect all the trash from the suites and set the trash bag outside in the gravel driveway. All leftover alcohol, food and personal items including personal decor brought to the venue need to go home with you the same night. Everyone must exit the venue no later than 11:30pm. as well as all personal items loaded into your vehicles. Our cleanup team starts cleaning at 11:05 pm.
Can I get into the suite after the ceremony?
Yes, bridal party members still have access to the suites after the ceremony. However, if we see there is any drinking in the suites after the ceremony or other suspicious behavior, the suite doors will be locked. In this case, you will need to ask the manager or coordinator to let you in the suite.
Can I bring in my own decor?
Yes, you can! If you bring in your own you are responsible for setup and cleanup of all decor unless you have hired our team to set up your decor. This is done on a per quote basis. However, most quotes are between $300-$450 for setup and the same for cleanup. Note: Ivory Meadows’ team members do not load/unload any items into vehicles. If you choose to DIY your decor, all boxes must be clearly labeled for our team. Cleaning of your decor will begin no later than 10pm by our team.
Do I have to take everything home after my wedding?
Yes. All items need to go home with you at the end of the night. This includes all decor, personal items, leftover food and alcohol. Our team cleans and flips the space that night for the wedding the following day. Therefore, all items from your wedding need to go home with you so the area is ready for the wedding the next day.
What if we leave something?
Please let us know if you leave anything and we will check our lost and found. We hold items for 2 weeks then they are donated. We also do our best to reach out to the couple if we find anything as well.
What time should I get married?
The most common time is 4:30 pm. A 4:30 pm ceremony time puts the cocktail hour from 5-6 pm with dinner following after introductions. Dinner starts around 6:15-30 pm. A 4 pm ceremony is a good option if you would like to end a little earlier, say 10 or 10:30 pm. We do often see a 3:30 pm ceremony time for Sunday weddings because Sunday weddings usually conclude around 9:30 pm. Ceremony time is up to you! Just keep in mind that our bartenders only serve alcohol for a max of 6 hours.
Do you still have cushions available for the cross-back chairs?
We no longer have the cushions on the chairs. We have a few of the cushions on hand if you would like cushions for your grandparents or possibly parents. Please let us know at your 30-day meeting if you would like these for these special guests.
How much does a DJ cost?
DJ’s range from $1000-$5,000. PLEASE book an experienced DJ with good sound equipment. We can’t stress enough how important it is to have good DJ’s who have smooth transitions between songs and can get the crowd involved. Make sure they have a setup for outdoor ceremony as well. If you have a question about a DJ, please don’t hesitate to ask us!
HINTS FOR SEATING CHARTS
- Our tables are 5 ft rounds. 8 people fit comfortably, not more than 9.
- Our 8 ft rectangles fit 4 on each side. You can squeeze a seat on each end.
- Don’t sit grandparents near the DJ/speaker system. They don’t like the speakers too close to them throughout the evening.
- Feel free to message us with questions regarding tables/chairs.
