FAQ | Harper's Vineyard

Frequently Asked Questions

When can I stop by to see the venue?

Because Harper's Vineyard is often rented for events, all tours and tastings need to be scheduled. Please click here to set up your private tour or tasting.

How many guests can I invite?

Our max capacity is 130 guests, and that includes all wedding party attendants, including the bride and groom.

What’s included in the rental?

Access to the venue and surrounding grounds: bridal suite, reception hall, outdoor ceremony space, prep kitchen and bar
Tables and chairs for ceremony and reception
Black or white linens
Floor plan set up prior to the event rental time
Ceremony Arches and Arbors
Two HV Staff members will be provided during the event to answer questions, assist with parking, and assist with anything needed
Yard games such as cornhole and Jenga

Do you offer any inclusive packages?

No. You are responsible for hiring vendors to provide all additional services outside of what is included in the venue rental. However, our elopement packages can include an officiant, photographer, wine, and charcuterie board.

How do I book a date?

A signed contract and payment of 50% of your total is required to book a date. Your balance will be due 60 days before your event date.

What is your cancellation policy?

The initial payment of 50% is nonrefundable. If balance has been paid in full, we may be able to provide a partial refund if another customer reserves your event day. Full details are outlined in our contract.

What hours are included in my wedding event rental?

The venue is available to you from 9am-11pm. While we would love to provide additional hours, we need the time to clean and set up before each event. All events must end by 10pm. We provide an extra hour (10-11pm) to allow for breaking down and packing/removing personal items. Early arrivals and late departures will be charged $500 for each hour outside of 9am-11pm.

Can we have an onsite rehearsal and rehearsal dinner?

We allow 1.5 hours of rehearsal time Monday-Thursday. Rehearsal times are scheduled in advance (we recommend at time of booking) and are first-come, first-served. We do not allow rehearsal dinners.

Can I add extra rehearsal time to my venue rental?

No. Rehearsal times are 1.5 hours.

Can I drop off items early?

No. Because the space is being used for another event, you may only drop off items during your event rental time, beginning at 9am. Items may not be dropped off during your rehearsal.

Will there be any staff on site during my rental time?

Yes. We provide two HV staff members who are available to accommodate parking and event needs.

Who is responsible for set-up/break down? Who will clean up after the event?

We will set up your tables and chairs prior to the rental period according to the floor plan and linen choice provided by you and your planner. You and/or your vendors will be responsible for leaving the venue in the condition it was provided. All trash will be changed and removed by our staff throughout the event and at the end of the rental period. You and your planner will be responsible for gathering, breaking down, packing up, and removing any item you brought. All items must be removed by the end of your rental period. Anything left at the venue after your rental period ends will be disposed of.

Is a dance floor included in the venue rental?

Harper's Vineyard does not provide a dance floor. However, a dance floor is not needed unless you have a specific look you’re trying to achieve. All floors are safe to dance on.

Do you offer any discounts?

We offer a 5% military discount on our venue rental packages.

Do you allow live bands?

Yes, live bands are allowed. Please note that all music must stop by 10pm

Do you have preferred vendor lists?

Yes! We will provide our preferred vendors once you are booked. We highly recommend you hire these vendors as they represent the best in the business and are familiar with our venue and policies. These are vendors we know provide top-notch service, going above and beyond for every event.

Do you require specific vendors?

Although we do not have required vendors, all vendors must be approved in writing before they are hired. Vendors must provide proper licenses and insurance. All weddings must have a wedding planner (day of coordinator at minimum).

What if I want a vendor not on your list?

If you would like to choose another vendor, you will need to submit that vendor for approval. Certain vendors are required to carry liability insurance and provide proper documentation.

Does your venue require event insurance?

Yes. You must obtain a Certificate of Liability Insurance naming Harper's Vineyard LLC as additionally insured for $1 million on the date of the event.

Where does the ceremony take place? Is there a back up ceremony location?

Ceremonies take place in the field overlooking the vineyard and surrounded by a panoramic mountain view. The pavilion allows for the mountain view and is a beautiful option for rainy days. In the event of inclement weather, you can relocate your ceremony inside without additional cost.

What are the dimensions of the arches and arbors, and can I decorate them?

Yes, you may decorate the arches and arbors. The center arch is 8ft wide and 15ft tall. The side posts are 9ft tall. The side arches are 6ft wide and 12ft tall. The side posts are 7ft tall. The ceremony arbor is 7ft wide and 9ft tall.

Can I remove or add additional enhancements to the property? Lighting, draping, tents, bounce houses, etc.

Nothing permanently installed on the property may be removed at any time. If any additional installations/enhancements are needed, clients may submit a request for additional temporary installations/enhancements to the property for review.

Are there decoration restrictions?

Decorations may not be hung using tacks, staples, screws, nails or glues. The only adhesive material allowed on the walls, floors, or wood pillars is painters’ tape, command hooks or gaffers tape (ask us if you have any décor that you would like to hang on the walls). Furniture may be moved but it must be returned to its same location before you leave.

Are candles permitted?

Open flames are permitted only if the candle is inside a glass covering such as a hurricane or glass tube.

What are the dimensions of the pavilion?

The dimensions of the reception space are 60' x 32'.

What size tables to you have and how many guests can they seat?

We have several table options to accommodate various floor plan visions.

(10) 60" round tables - seats 8-10 (8 is most comfortable)

(5) 72" round tables - seats 10-12 (10 is most comfortable)

(17) 8' rectangle tables - seats 8-10

(2) 6' rectangle tables - seats 6-8

(2) 8' buffet tables

(1) 7' farmhouse table, typically used for welcome/gifts or dessert

(1) 6' antique farmhouse table, typically used as sweetheart table

(6) wine barrel cocktail tables with black granite tops

What is the smoking policy?

Smoking is allowed outdoors only in designated areas.

What time do guests have to leave the venue?

The event and music must end by 10pm, with guests departing by that time. Couples, planners, and vendors must be packed up and leave by 11pm.

What is your policy regarding alcohol?

You may arrange beer, wine, and liquor with your bartender. Most bartenders permit alcohol to be provided by the client. ALL alcohol must be served by a licensed and insured company and every bartender must be licensed to pour. Liquor may only be served in mixed drinks.

Do you provide coolers or ice?

No, we do not provide coolers or ice.

Can the wedding party get ready at the venue?

We have a beautiful bridal suite available. You may get ready on-site as soon as your rental time begins. For our grooms and groomsmen, or for large bridal parties, we recommend renting a nearby cabin or lodge to get ready. We are happy to provide our preferred lodging once you're booked.

Is there lodging on-site?

No. However, we are located in the heart of Townsend, the "Peaceful Side of the Smokies" with an abundance of lodging options only minutes away. Our preferred lodging sites are provided on our preferred vendors list.

Do you provide restrooms for guests to use?

Yes, the venue has two guest restrooms and one located in the bridal suite.

What is permitted during send-off?

We allow bubbles, real flower petals, cold spark machines and sparklers with a proper disposal receptacle. We do not permit rice, birdseed, confetti, or wish lanterns. Fireworks are not permitted. No synthetic material may be thrown or tossed into the air or onto the property.

Is there enough parking for my guests?

Yes. We have parking for 130 guests.

Does the venue provide transportation onsite?

No. While not required, we do recommend that you provide shuttles for your guests if alcohol is being served. It can be challenging to find late night taxi, Uber or Lyft services unless it has been prearranged.

Are fireworks permitted?

No, fireworks are not permitted.

Is Harper's Vineyard pet-friendly?

Yes! Please clean up after your pet.

Who took the photos for your website?

We've worked with dozens of talented photographers and wish we had room to represent them all. For the website, w e used photos from several of them. You can find their names and businesses here.