If you’re planning a wedding for the spring or summer of 2021, it may look a little different than you imagined. While we’re moving past minimonies and microweddings, there are still restrictions in place, thanks to COVID-19.
Venues can now host weddings and other catered events at 50% capacity, with a maximum of 150 people total. If the venue is hosting an event above these limits, they are required to notify the local health department before the event.
COVID-19 Testing Required
The wedding party and all attendees must have proof of a negative PCR test for COVID-19 within 72 hours of the event or proof of a negative rapid test within six hours of the event. Venue staff must be tested on a biweekly basis.
Those attendees who have received both doses of vaccine (at least 14 days before the wedding) are excluded from the testing requirement but must provide proof of vaccination.
Venues will check for PCR test results and require a sign-in at the event with contact information in case contact tracing becomes necessary.
Mask Requirements & Social Distancing
It is mandatory for you and your guests to wear masks at all times, except when sitting, eating, or drinking at your assigned table. Tables will be placed six feet apart, and guests should only be seated with members of their immediate household, family, or party. Any time you are up from your table, you must wear your mask.
Guests are asked to practice social distancing of at least six feet apart throughout the event, except those in your immediate household, family, or party.
Entertainment
Live musicians and other entertainers, particularly those who are not wearing masks during performances and those playing wind instruments, must be separated from guests by 12 feet or an appropriate physical barrier.
Ceremonial dances are allowed while maintaining the required six feet from guests during the dances. Guests may engage in dancing with the people seated at their table (family, household, or party) in designated zones. These zones should be clearly marked and at least six feet apart. Guests must wear masks while dancing.
Prepare Ahead
Prepare your guests in advance by letting them know the requirements for your wedding day. They should plan to:
- Have a COVID-19 test within 72 hours of the event OR a rapid test within 6 hours
- Bring proof of negative COVID-19 PCR results or proof of both doses of vaccination within two weeks of the wedding
- Provide contact details upon arrival to the venue in case contact tracing is needed
- Bring a mask and plan to wear it throughout the event
To ensure that everyone is protected, have disposable masks and hand sanitizer available at tables or consider providing reusable cloth masks and mini-sanitizers as your gifts to guests.
Your wedding may look different in 2021, but it will still be a joyous celebration! Still looking for the perfect venue? Call 585-468-6257 or contact us at Oaks Manor today! We still have openings in our 2021 calendar!
How to Create a Vendor List from Scratch
To start building your vendor list, begin with a list of wedding vendors that are most essential to your vision. At Oaks Manor, couples often bring in their own:
- Caterers and bartenders
- Florists and decorators
- Musicians or DJs
- Photographers and videographers
- Officiants
- Hair and makeup teams
- Rental companies for furniture, tents, or décor
You can use a vendor list template, a spreadsheet, a wedding planning app, or even a shared Google Document to track key details. Be sure to include names, contact info, arrival/setup times, and payment deadlines. Your event vendor list doesn’t need to be fancy; it just needs to be clear, accessible, and shared with the people who need it.
Choosing the Right Vendors for an Estate Wedding
Since Oaks Manor is only a host location, we don’t lock you into a preferred vendor list. That means you’re free to work with the professionals you love most and build a day that reflects your style, priorities, and budget.
Still, the best vendors are those who understand you, your style, your pace, and your goals. Set up calls, read reviews, and don’t be afraid to ask, “Have you worked at an event venue like this before?” The right team will be just as excited as you are to bring your ideas to life.
Best Practices for a Vendor List
As you finalize your list of vendors for an event, consider the following tips.
- Keep everything in one place. Whether it’s digital or on paper, your vendor list should include full names, phone numbers, email addresses, contracts, and notes regarding responsibilities.
- Share your timeline. Your vendors should know when they can arrive, when they need to be finished, and where they will be setting up. Oaks Manor’s flexibility makes this easy; we offer extended access for setup and breakdown.
- Confirm details in writing. A well-organized vendor contact list is your insurance against miscommunication.
- Stay in touch. A quick check-in with each vendor a week before your wedding helps avoid last-minute surprises.
Maintaining clear communication and records of conversations will help you keep track of your plans and ensure everything is clear for you and your vendors.
FAQ’s
Seeking more information on creating a vendor list? See the frequently asked questions below or contact our team, and we will be happy to help!
Why is a vendor list important?
A vendor list helps you stay organized, ensures vendors know where and when to appear, and provides everyone with a clear point of contact.
When you’re managing an event as unique as a wedding at a private estate, that level of coordination can make all the difference.
What is a Vendor List?
A document that keeps track of all the professionals and services involved in your event. Including how to contact them, dates, prices, arrival and departure times, legal information, important details or conversations, and any other relevant information you need to keep track of for your event.
How to Create a Vendor List?
This is your all-in-one organizer. Your vendor list should include each vendor’s business name, contact person, phone number & email, arrival/setup times, contract status, remaining balance due, important conversations, legal agreements, and any other relevant details you want to remember. Keep it somewhere accessible, such as a shared Google Sheet, a wedding planning app, or a printed folder that you bring to the venue.
Plan Your Event at Oaks Manor
At Oaks Manor, we offer space for up to 180 guests, provide outdoor ceremonies, and feature a brand-new carriage house that is perfect for cocktail hour. Please get in touch with our team, and we will arrange a time for you to take a tour.
