You said, “Yes!  The Rickhouse is the perfect venue for my event!” 

The final Event Proposal was sent to you to confirm, and the Rental Agreement and Rules and Regulations sheet was signed.  The Date-Hold Deposit was paid.  Your event day and time is now booked!

While your payments for catering and rentals will streamline through The Rickhouse, we do not handle the coordination and planning of vendors. 

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Choosing a Day of Coordinator

We require every wedding client (even if only your reception is on-site) to hire a minimum of a Professional Wedding Day-Of Coordinator. They will deliver a detailed timeline and finalize the floor plan. Please note, some coordinators only book 6 months out from your event. If you are over 6 months out, simply continue on to the next step!

Choosing a Caterer

It’s now time to focus on FOOD!  Please refer to our list of preferred caterers on our Preferred Vendors page.  Contact any of them to receive menu and pricing options.

You will be working directly with your caterer on the meal planning for your event.

Once you have decided on a caterer and have chosen your menu, the caterer will send us an invoice for the initial deposit.  We will place the deposit with them on your behalf.  If your actual budget for the meal exceeds the catering budget that is listed on your Event Proposal, you will need to increase the amount you have on deposit with us in order to keep your total deposit with us at 50% of the total budget for the event.

8 Weeks Before Your Event

8 weeks before your event, we will send you an email that will assist you in creating your detailed timeline and vendor contact guide. This information will be requested at your final walk-through.

Constructing Your Timeline:

• Event rental time at The Rickhouse

• Vendor arrival times

• Guest arrival time (please note that this is always 30 mins prior to the start time of your ceremony)

• Ceremony time:

• What time does the bar open/service begin?

• Do you have an A/V presentation? If so, at what time?

• What time does your bar close/service end?

• What time will your last song be played?

• Formal exit for the happy couple?

• Event end time (please note that you have 1 hour of clean-up/breakdown after your event ends)

Constructing Your Vendor Contact Guide:

• Event Planner (if you have one): Name | Business Name | Phone Number | Email

• Main Contact for the Event: Full Name | Phone Number | Email

• Secondary Contact: Full Name | Phone Number | Email

• If this is a wedding, what are the full names of the happy couple?

• Dessert Specialists: Name | Business Name | Phone Number | Email

• Photographer: Name | Business Name | Phone Number | Email

• Officiant: Name | Phone Number | Email

• DJ/Band: Name | Business Name | Phone Number | Email

• Any additional performers or musicians?

• Videographer: Name | Business Name | Phone Number | Email

• Florist: Name | Business Name | Phone Number | Email

• Linen Company: Business Name | Phone Number | Email

• Event Rentals: Business Name | Phone Number | Email

6 Weeks Before Your Event

6 weeks before your event, we will send you a questionnaire that will be due 5 weeks before your event.

The questionnaire will ask for details pertaining to:

• Your bar package selections

• Your wedding planner selection (if your event is a wedding)

• Any additional rental hours

• Confirmation of security and valet needs

• If you are planning to have a slideshow on the big screen, please schedule an A/V test with us

We will also ask to schedule your final walk-through!

Final Walk Through

We typically schedule a final walk-through about three to four weeks before your event. This is an opportunity for you to discuss any questions or concerns with your vendors as you walk through The Rickhouse! Please bring your final timeline and vendor sheet (information from the 8 week email) to this walk-through. Results from your final walk-through will guide you in adjusting your rental orders. 

Final Steps Before your Event and Guest Count

Less than 2 weeks before your event, we will send you a final questionnaire and a final payment invoice that will be due prior to your event.

It will ask you a myriad of details about your event, in addition to the following:

• Confirmation that you and/or your planner have double-checked all rental, catering and layout needs. The Rickhouse does not offer services to confirm the day-of details. You are the final eyes on the accuracy of your rental orders.

• A request for your timeline and vendor contact sheet

SECURITY DEPOSIT & FINAL PAYMENT DUE 1 WEEK BEFORE YOUR EVENT
Your security deposit of $1500 and your Final Payment are due by the end of your event. Your security deposit will be deposited and processed. Please remember if you mail your check, we strongly recommend you mail it vis UPS with a tracking number. Do NOT require a signature upon receipt.

After your event, we adjust you invoice to reflect your actual guest count and actual labor. Any overpayment will be returned to you, along with your Security Deposit, assuming there is no damage to the facility. Any underpayment will be deducted from your Security Deposit before it is returned, assuming there is no damage to the facility. You should receive your refundable Security Deposit back by mail within 1-2 weeks after your event.

Rehearsal

One hour of access for your wedding rehearsal is included in the price of renting The Rickhouse! 

FRIDAY WEDDINGS: If you have a Friday wedding, you may have access to The Rickhouse for rehearsal on Thursday afternoon at 4pm. Please contact us to schedule your time.

SATURDAY & SUNDAY WEDDINGS: If you have a Saturday or Sunday wedding, you may have access to The Rickhouse for rehearsal on Friday morning at 10am or 11am. Your time slot is appointed on a first come first serve basis.  Please contact us to schedule your time.

This window of time is perfect for you and your bridal party to practice your processional and recessional. Your fantastic day of coordinator/planner will lead this entire rehearsal for you! Please note that the rehearsal time will be determined based on our current event bookings for that day. 

The Event Day

You've made it - YAY!  All details are set, and now the big day is here! Your job is to enjoy your event! Our Manager on Duty and your catering staff will attend to your needs and ensure that you have a wonderful event.

You, your caterer and all vendors have access to the facility 4 hours before the event.  If you have friends or family that are arriving before the event to set up table decor, please note that the catering staff will not have the tables, chairs, and linens out until about an hour after the start of set up. Please ask your cater what time they will have the "tabletops" ready. The time they note is when your florist/planner may place centerpieces.

**Please visit the Additional Access page of this portal for further information about vendor drop off and pick up times.**