FAQs
Wedding & Private Event Rental FAQs
What is the timing for my wedding?
Each event type includes a set number of hours from set-up to breakdown, For weddings, venue rentals include 11 consecutive hours. Additional hours, if available, may be added for a fee. Events may be held in the morning or evening, but must end by 11:00 pm.
What is the payment schedule?
Confirmation and security deposits must be paid by check, cash or card upon contract signing. Any remaining balances are due thirty business days before your event.
How much is the security deposit?
To reserve venue space for a wedding at Equus Run Vineyards, you must pay a deposit of 50% of the venue rental fee (Confirmation Deposit) and an additional security deposit of $300. Both amounts must be paid when the venue rental contract is signed. The security deposit is used to cover any unforeseen event costs, damages or breaches of contract. The security deposit may be refunded in part or in whole after your event has taken place if there are no issues and all necessary deductions have been applied to the final balance.
What is your cancellation policy?
Once the rental contract is signed, cancellation results in forfeiture of your confirmation deposit and any additional balances paid toward the contracted cost of your event. Your deposit may be refunded in part or in whole after any necessary deductions are applied to the balance.
What kind of alcohol service is available?
Your choice Equus Run Vineyards wine and commercially-available beer and spirits can be served for up to four hours during your event. Cases of our wine are sold at a preferred rate. An optional full cocktail service with trained bartenders is also available. All beer and spirits are sold by consumption. All guests must be 21 years of age to buy or consume alcohol on the property.
Can we bring our own alcohol?
No. State regulations prohibit any other outside alcohol on the premises. Only Equus Run wines may be used in addition to select local beers and spirits. Bringing in outside alcohol will automatically revoke your refund of your deposit and will be asked to turnover your alcohol to staff members until the end of the event.
Are non-alocholic beverages available?
Sodas, water, and seasonal mocktails will be provided by Equus Run Vineyards. Your caterer can provide coffee, tea, lemonade, and/or other non-alocholic beverages.
What is your music policy?
Amplified sound is prohibited after 9:30 pm. Amplified sound can continue indoors until 11:00 pm, as long as the doors to the venue are closed. There are no time restrictions for non-amplified music (violin, harp, etc.).
May I have a rehearsal for my ceremony?
Yes. If your wedding is outdoors, you are welcome to rehearse at Equus Run during business hours, provided that you do not interfere with any other scheduled events. If you require access to the Event Barn for your rehearsal, or if you wish to host a rehearsal dinner on site, an additional fee will apply.
Are there dressing rooms?
Yes. Our bridal suite may be available for use, the loft or restrooms in the Event Barn or the Distillery room/deck. Please ask the event coordinator for more information and booking these locations.
May I have my dog in my ceremony?
Yes. Well-behaved dogs and service dogs are permitted on our property and indoor spaces. Dogs must be on a leash and accompanied at all times. We also ask that you clean up after your dog as needed.
What is your bride and groom Send-off Policy?
We do not allow synthetic materials, seeds (rice, barley, birdseed, etc.), food items, and open flames (luminaries, aerial lanterns, or sparklers) for send-offs. As an alternative, we suggest real flower petals or bubbles.
Can I post signs to direct wedding traffic to the winery?
Event signage may only be posted on ERV’s property and fences for the day of your event only.
Are candles and lanterns allowed to be used for decor? What about other decorations?
Open flames are strictly prohibited on the Equus Run Vineyards property, but battery-operated candles and lanterns may be used for decoration. Other decorations may be also used, but any fixtures such as TVs, lights, stereo equipment, pictures, etc. cannot be moved or altered.
Is there parking on site? Can your parking lots accommodate buses?
Yes. There will be designated parking at Equus Run for your event, including large space for buses.
Does Equus Run provide food options, or do we need to hire our own caterer?
ERV does not provide catering services, but we do offer a list of suggested local caterers.
Can we make use of a fog/smoke machine?
No. Unfortunately, we do not allow the use of fog/smoke machines on the property due to insurance regulations.
How much time is allowed for set-up and break-down?
Set-up and break-down time is included in your total event time allotment. All decorations, food, personal effects, and equipment need to be removed by 11:00 pm on the day of your event. The amount of time allotted for your event depends on the nature of your event.
What accommodations are there for inclement weather?
In case of inclement weather, we allow the use of the picnic pavilion. Many wedding parties have also rented tents.
When are the grape leaves in full canopy?
The grape leaves are in full canopy between June 1st and November 1st.
Are tables and chairs included for my reception?
Yes. ERV provides the use of up to 200 white padded chairs, and a variety of table seating options. Set up and break down services are available for an extra fee.
What is your smoking policy?
All of our buildings and patios are deemed non-smoking in accordance to the Woodford County ordinance. Guests who choose to smoke or e-vape may do so outdoors but not on any patios that are attached to buildings. We asked to extinguish smoke products in proper smoking containers.
Do I need to purchase insurance for my event?
ERV does not require that you purchase venue insurance for your event. However, you will be responsible for any damages caused by you or your guests.
Is an Event Coordinator provided for my event?
As per our contract, Equus Run will provide a staff member to make sure your venue is in good operation and to answer any questions you may have while planning your event or on site.
