Castle Farms venue coordinator assisting a bride before her wedding ceremony

Support Through Every Stage of Planning

Your Venue Coordinator is your main point of contact for the details taking place at Castle Farms. Their role includes preparing your room setup, coordinating with vendors, leading your rehearsal, supporting the ceremony, and helping the reception timeline stay on track.

Timeline

Two Months Out

Your Venue Coordinator will reach out to introduce themselves to you and email you an initial room sketch and a Set-Up Packet. We will also confirm your rehearsal time and decorating date at this point.

The Set-Up Packet gathers important information, including:

Included and rental items you would like added
Vendor contact information and arrival times
Ceremony details and wedding-party names
Unity ceremonies, readings, or other special moments
Your reception timeline

We can help you determine your day of timeline, create a room sketch, and answer any other questions that pertain to what will be taking place at our venue during your wedding.

Castle Farms venue coordinator assisting newlyweds after their wedding ceremony

Rose Photo

Two Weeks Before

Your completed Set-Up Packet and final room sketch are due two weeks before the wedding.

These materials allow the Castle Farms team to:

Prepare your rehearsal sheet
Coordinate with vendors
Plan the room setup
Confirm ceremony and reception details

Important: If we do not receive a sketch with your Set Up Packet by 2 weeks out, we will go with a default layout that accommodates your guest count, and no additional changes will be made except to chair counts unless approved otherwise by your Venue Coordinator.

The Week of the Wedding

Castle Farms emails each vendor a Vendor Packet containing:

Loading, unloading, and parking instructions
Your final room sketch
Guest counts by table
Your wedding-day timeline
A list of events taking place on-site
Venue etiquette documents

These details help everyone stay on the same page. Vendors are responsible for reviewing and understanding this information before the wedding.

The Day Before

Rehearsal times are scheduled two months out, but they almost always take place the day prior to your wedding.

We allot 45 minutes to rehearse, though most times it only takes 20- 30 minutes to run through. Your Venue Coordinator will run your rehearsal, often with yournofficiant, but we are prepared to run it on our own if we know in advance that your officiant cannot be in attendance.

Your Venue Coordinator will guide the wedding party through:

When and where to walk
Where everyone should stand
Ceremony timing
Unity ceremonies and other special elements

Wedding Day

Room Setup and Decorating

Your Venue Coordinator arrives on time to make sure our Setup Team sets your room according to your sketch if using our tables, chairs and included linen. It will be ready to go before you arrive to decorate at the agreed upon time.

We also ensure that any included or rental items chosen through us for reception use are brought out when you come to decorate. All items that you are providing, or vendors are providing, would be set up by your selected group of people, or planner/decorator if one was hired. Any included or rental items chosen through us for ceremony use are brought to the ceremony site within the hour leading up to your ceremony.

You can decorate your ceremony space with your own items you are providing or vendor items 1 hour before the ceremony, and any earlier would be subject to approval as it may not be available earlier than 1 hour prior.

Important: If you can decorate the day prior, then we would do these reception room tasks the day prior; but we will inform you whether day prior decorating is available by two months out in your Set-Up Packet. Day prior decorating does not apply to ceremony spaces unless approved by your Venue Coordinator and available.

Your Arrival

When we are notified by the Welcome Center that you have checked in and arrived to decorate, we will check in with you in the room and make sure to answer any initial questions you may have. We will check in periodically to see how decorating is coming along.

We will often have a morning meeting or tour before the day gets busier! We may also have another event to coordinate that day or a rehearsal for an event the next day.

Vendor Arrival and Setup

As vendors arrive, your Venue Coordinator checks in with them at the reception space to confirm:

Their setup location
Arrival details
Any last-minute changes
The working timeline

When time allows, the coordinator will also review the order of events with the DJ and caterer.

Two Hours Before the Ceremony

Access to the dressing room generally begins two hours before the ceremony. During this time, the coordinator may be:

Greeting and checking in vendors
Testing ceremony music
Confirming ceremony setup
Reviewing final details with the wedding party

We recommend bringing a wedding-day emergency kit with items such as bobby pins, dress tape, and a sewing kit.

Wedding table decor with floral centerpieces and candles at Castle Farms

Wedding preparation before a ceremony at Castle Farms

Darrell Christie Photography

Final Ceremony Preparation

Thirty minutes before the ceremony, we confirm that:

Ceremony rental and included items are in place
Ceremony chairs match the guest count
Microphones are tested
The officiant has the appropriate microphone
Directional signs are displayed
Ushers are in position
Pre-ceremony music has started, when applicable

Important: Often, we have a team member from Castle Farms greet guests and direct them to the ceremony location.This team member is not able to specify to guests which side of the aisle to sit on, nor will they escort them to the corresponding row. Ushers are great resources for this service, if needed.

Approximately 15 minutes before the ceremony, the Venue Coordinator begins gathering and lining up the wedding party.

Starting the Ceremony

The Venue Coordinator communicates with the Castle Farms team, the DJ, and other vendors to begin the ceremony.

They cue:

Ceremony music
Wedding-party entrances
Special transportation or carriage services
Additional ceremony vendors

After the Ceremony

Following the ceremony, we check with vendors to determine whether the planned timeline should remain in place or be adjusted.

They may help coordinate:

Additional photography time
A delayed reception entrance, if needed
Communication between the caterer and DJ
Movement of ceremony décor, when time permits

Castle Farms recommends assigning friends or family members to move personal ceremony décor to the reception space. We can assist, if time allows.

During the Reception

Your Venue Coordinator checks with the DJ and caterer to confirm that announcements, entrances, and dinner service are ready to begin.

For buffet dinners, couples should establish in advance whether the caterer or DJ will dismiss tables.

We don’t prompt the DJ every time there is to be an announcement made for a reception event. The DJ is the one who will assess the room and let your guests know what is happening throughout the evening. Your Venue Coordinator will check in about the timeline and see if your DJ is falling behind on things and approach to see how we can help keep things moving along.

White chairs in rows inside a golden-lit wedding venue at Castle Farms.

Darrell Christie Photography

Evening Support

The Venue Coordinator typically leaves around dinnertime. Castle Farms team members remain on-site for the rest of the evening to support venue operations. We try to remain “behind the scenes” as much as possible, ensuring everything runs smoothly.

The on-site team may assist with:

Restocking and monitoring bathrooms
Adjusting room temperatures
Coordinating venue-related requests
Keeping the facility operating smoothly

For weddings with bar service, guests should direct requests to the Castle Farms bartenders so they can communicate with the appropriate team member.

For dry weddings, a designated Castle Farms team member will serve as the on-site contact.

Cleanup and Closing

Castle Farms team members handle the cleanup of Castle Farms-provided items, including:

Included and rental items
Linens
Chairs
Trash removal

Vendors must remove their items on the wedding night unless another arrangement has been specified. Couples are responsible for taking home any personal items they want to keep.

Items left behind may be donated, recycled, or discarded. The Castle Farms team closes the venue by turning off lights and securing the property.

Please Note

Castle Farms is not responsible for vendor-owned items, vendor setup, vendor teardown, or items left overnight. All items must be removed by the departure time listed in the contract.

A seamless wedding experience

Your Venue Coordinator is here to help guide the venue planning process and ensure every on-site detail is carefully organized. Through preparation, communication, and coordination, our team works behind the scenes so you can enjoy each moment of your wedding day with the people you love.

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