Vendor Information and FAQs

Our guidelines are designed to help us:

1. Create a supportive and cohesive atmosphere for our clients’ wedding days.

2. Address practical and logistical considerations for our team and venue spaces, including the fact that we often have back-to-back rentals on consecutive days.

3. Reduce the risk of injury or harm to anyone visiting Sawyers Cove Farm and establish responsibility should an incident occur.

4. Reduce the risk of damage to Sawyers Cove Farm or other issues that could affect future events.

Because we may have another event immediately following yours, repairs or other maintenance cannot always be completed quickly. We do everything we can to prevent damage and keep the property looking its best for every couple.

We also do our best to find setup and decorating solutions that fit within our guidelines while supporting the client’s vision.

Arrival & Departure Times

All decorating and event setup, including delivery and pickup of décor, equipment, rentals, or other items being used for the event, must take place during the client’s specified rental period.

Our staffing schedule is based on the client’s reserved rental times, so please confirm the event’s rental start and end times with your client.

Early access is not available unless additional rental hours have been added by the client in advance.

Vendor Arrival, Load-In & Parking

During the event setup period, vendors may park on the paved areas of the parking lot closest to the building while unloading their items.

Once you have unloaded, if you will be staying for the event, please move your vehicle to the lower area of the parking lot so that the spaces closest to the building remain available for guests.

Please help us keep the venue comfortable during load-in.

When exterior doors are open for unloading, please close them as soon as practical after bringing items inside. Leaving doors open for extended periods can make it more difficult for the heating and cooling systems to maintain a comfortable temperature inside the venue.

Electrical Equipment

Any equipment requiring electricity must be approved by Sawyers Cove Farm in advance.

Setup & Cleanup

Room Setup

Sawyers Cove Farm will set up tables and chairs according to the floor plan discussed with and approved by the client. We will also take down the tables and chairs after the event.

Once furnishings have been placed, we ask that clients, vendors, and guests not move tables, chairs, or other venue furnishings in the reception area or other rooms without approval.

End of Evening

The reception must end at least one hour before the end of the rental period to allow sufficient time for vendor cleanup and removal of personal property, décor, rental items, equipment, and other belongings.

Vendor Cleanup

Vendors are responsible for leaving their service area in the same condition in which they found it.

All items brought to the property for an event must be removed by the vendor before leaving, unless another arrangement has been approved in advance.

Vendors are responsible for bringing all tools and equipment necessary to provide their services and clean up their service area.

By providing services at Sawyers Cove Farm, vendors agree to the following:

• Vendors are responsible for any damage or injury caused by their employees, subcontractors, or anyone representing their business.

• Vendors are responsible for injuries involving their employees, subcontractors, or anyone representing their business while on the Sawyers Cove Farm property.

• Vendors agree to conduct themselves professionally and respectfully at all times, including treating the client, their family and guests, other vendors, and Sawyers Cove Farm staff with respect.

• Profanity or inappropriate conduct is not permitted.

• Vendors agree to wear appropriate and professional attire.

• Vendors understand that Sawyers Cove Farm must review and approve proposed logistical plans for use of the premises at least 30 days prior to the event.

• Vendors are responsible for cleaning their service area and leaving it in the condition in which they found it.

• Vendors must bring all tools and equipment necessary to provide their services, complete their setup, and clean up afterward.

• Ladders and step ladders may only be used by vendors who have provided a current Certificate of Insurance (COI) as proof of insurance.

• Vendors must drive and park only in designated areas. Do not drive around the building. Septic lines are located along the side of the building.

• Vendor vehicles must be parked away from the building except during loading and unloading.

• Vendors agree to comply with all Sawyers Cove Farm guidelines, whether provided in writing or verbally.

Safety & Damage Prevention

Additional guidelines or requirements may be imposed by Sawyers Cove Farm when necessary to address safety concerns, prevent potential property damage, comply with our insurance requirements, or protect the future insurability of the property.

If you are unsure whether something is permitted, please ask us before bringing it to the property or incorporating it into your setup.

What is a COI?

A COI, or Certificate of Insurance, is an official document issued by an insurance company that provides proof of insurance and documents important details about the policy, including who is covered and the dates of coverage.

What is a Certificate Holder?

Being listed as a certificate holder on a Certificate of Insurance (COI) provides proof of insurance and allows the certificate holder to be notified if there is a change to the policy during the applicable policy term.

What is an Additional Insured?

Being listed as an additional insured on a Certificate of Insurance (COI) provides coverage to the listed entities, subject to the terms and conditions of the policy, if they are named in a lawsuit arising from the negligence of the vendor, their employees, or their company while providing services at Sawyers Cove Farm.

Listing the required parties as additional insureds is a firm requirement for any vendor serving alcohol at Sawyers Cove Farm.

Alcohol Service Insurance Requirements

If you are serving alcohol, your COI must name:

Dudley Farm Company, LLC, DBA Sawyers Cove Farm, and Virginia Dudley, and the respective shareholders, directors, officers, members, and agents of Dudley Farm Company, LLC dba Sawyers Cove Farm and Virginia Dudley

as additional insureds for both general liability and liquor liability.

Can Vendors Have Early Access to the Venue?

Unfortunately, no. Our staffing schedule is based on the client’s reserved rental period, so we cannot provide early access unless additional rental hours have been added by the client in advance.

We know our vendors are juggling busy schedules, and we understand that early access can sometimes make things easier. Unfortunately, because our staffing is scheduled around each event’s reserved rental time, we are unable to accommodate early access outside of the client’s contracted rental period.

Can We Bring Items Needed for Our Services Early or Pick Them Up the Next Day?

All items needed for your services must be brought or delivered during the client’s rental period.

Because of our event and tour schedules, we generally have another event or multiple tours scheduled before or after an event. For that reason, decorating, deliveries, setup, and removal of all items must take place during the client’s scheduled rental period.

We appreciate your understanding as we work to keep the venue ready for every couple.

Why Is Cooking Not Allowed On-Site?

The reason is simple: our catering prep kitchen is not a commercially licensed, full-service food-service kitchen.

Caterers and other food-service vendors should plan accordingly and complete any necessary food preparation in an appropriately licensed facility.

Decorating Guidelines

What About Confetti, Bubble Machines, Sparklers & Sky Lanterns?

To help keep the property in good condition for future weddings, we do not allow items that are difficult to clean up, may create a safety hazard, or may be prohibited by our insurance carrier or create concerns regarding the future insurability of Sawyers Cove Farm.

Items that are not permitted include, but are not limited to:

• Confetti

• Fake snow

• Sand

• Silly String

• Glitter of any kind

• Small gems or jewels

• Rice

• Popcorn

• Artificial flower petals

• Similar loose materials that are difficult to clean up

This is not an exhaustive list. Please have any decorating or send-off items approved by Sawyers Cove Farm in advance.

Fire Hazards

The following are prohibited by our insurance carrier:

• Sparklers

• Fireworks

• Sky lanterns

• Open-flame candles

• Similar fire-producing items

This is not an exhaustive list. Please have any decorating, special effects, and/or send-off items approved by Sawyers Cove Farm in advance.

Can We Hang or Attach Décor Items?

We have specific guidelines regarding what may be used to hang, secure, or attach décor to surfaces throughout the indoor and outdoor areas of the property, including the building and pergola.

Please have anything that needs to be secured, attached, hung, taped, nailed, screwed, or otherwise fastened to a surface approved before the event day.

Our guidelines are designed to minimize the risk of damage to the property and prevent issues that could affect future events.

Because repairs cannot always be completed between back-to-back events, we ask every vendor to help us protect the venue and keep it looking its best.

We will always do our best to find solutions that work within our guidelines while supporting your client’s vision.

Can I Use Real Candles?

No. Sawyers Cove Farm does not allow candles with an open flame, including candles placed inside partially enclosed containers.

Flameless candles are required for décor.

If you have a question about a service, setup, décor item, equipment, delivery, or anything else that is not specifically addressed in these guidelines, please reach out to us before the event.

We are always happy to help you find a solution that works for your client while also keeping Sawyers Cove Farm safe, beautiful, and ready for the next celebration.

Thank you for helping us create an amazing experience for our couples and their guests!