Planning Tools and Resources

Directions

We are located at 3000 Mac Road in Ulster, PA. GPS isn't always accurate so the crossroad to look for is the corner of Mac Rd and Shotgun Hollow Rd.

From Rt. 6 - Turn onto Mac Road off of Rt. 6 in Burlington, PA. Follow the road up to the top of the hill (approximately 3 miles) and turn left at the top of the hill as Mac Road continues. In a half mile, you will see the venue at the corner of Shotgun Hollow Rd and Mac Rd. The parking area is past the barn on your right.

From Rt 220 - Off of Rt. 220 in Ulster, turn onto Covered Bridge Rd. You will come to a stop sign, Continue straight on Covered Bridge Rd. The road will fork up ahead and you will turn right onto Shotgun Hollow Rd. Continue until the end and the venue will be on your right. Turn right onto Mac Road and go past the barn to the parking area on the right.

Measurements

Guest Tables

Number of Tables Size Tablecloth Sizes

14 Round 5 ft (60 inch) 120 inch round to floor 11 Rectangular 8ft (96 inch x 30 inch) 156 inch by 90 inch to floor

3 Rectangular 6 ft ( 72 inch x 30 inch) 132 inch x 90 inch to floor

1 Rectangular 4 ft ( 48 inch x 24 inch) 108 inch x 84 inch to floor

Crossback Chairs

19 inches to seat from floor/36 inches to top of chair/20 inch width

Ceremony Area Aisle

10 Center Benches on each side of aisle (40 ft from first to last bench)

5 benches each on both sides of center rows

Pergola in Ceremony Area

7 ft H x 8 ft D x 12 ft W

Guest Resources

Local Restaurants

Towanda - The Flying Taco, The Community Cup, Oliver's Restaurant

Athens - Beeman's Family Restaurant, Applebees, Grace Chinese Buffet

Sayre - Bluestone Brewery, OIP Pizza, Bri Marie Restaurant

Local Attractions

Ithaca - The Finger Lakes and their many surrounding towns, Cornell University

Watkins Glen - State Parks, Racing Parkway

Elmira, NY - shopping, restaurants, movies

Binghamton, NY - shopping, restaurants

Sample To-Do List

Determine Guest Count (Must invite less than 150 - Max capacity is 150 at venue.
Set Your Budget (Please make sure you have a finalized budget before booking vendors. It will be extremely helpful to you later in the planning process and should reduce stress. Include a 10% buffer in your budget for misc. items.)
Book The Barn
Consider which hotels you may be interested in although block booking is not necessary in our area.
Book Vendors - Planner, Photographer, Videographer, Florist, Officiant, DJ, Caterer, etc.
1. If you plan on using a wedding planner, they are typically booked before booking a venue or immediately after.
2. Generally after booking a venue, photographers are booked next.
3. Next, I would book the remaining vendors in order of importance to you.
4. I would have the caterer and bar service booked at least 6 months prior to your wedding date unless you have a short engagement period.
Purchase Wedding Attire - Many dress shops have long lead times.
Finalize Guest List
Take Engagement Photos
Schedule Tastings & Vendor Meetings
Send Save The Dates [Optional]
Order Invitations
Schedule Hair & Makeup Trials
Rent linens
Register for Gifts
Arrange for Transportation [Optional]
Create a Family Photo Must-Have List For Photographer
1. If you don’t do this you are very likely to miss important photos you wish you had with family.
Set Shower and Party Dates
Send Invitations
Obtain Marriage License
Organize Tips / Gratuity
Send Shower & Party Thank You Cards
Finalize Music Selections - REMIND DJ NOT TO DEPEND ON THE BARN WIFI
Write Vows [Optional]
Determine & Communicate Wedding Day Responsibilities
1. The Barn will ask that you select a “Decision Maker for the Day.”
2. Determine who will be helping your bridal party line up to walk down the aisle. If you don’t have a planner, we suggest a friend or family member not in the wedding.
Meet with Karen one month before at the venue to finalize your wishes.
Confirm Timeline With All Vendors / Family / Bridal Party
Contact Those Who Didn’t RSVP
Finalize Seating Chart [Optional]
Get Nails Done - Hair Trim
Clean Rings
Pack All “Details” Into One Box for Photographer (Jewelry, shoes, invite, etc.)
Rehearse Your Ceremony - Make sure parents/grandparents practice too
Get a Good Night's Sleep
Enjoy Your Wedding Day - Take a moment to stop and soak in your event during the day
Send Thank You Cards & Write Vendor Reviews

Sample Timeline

With a First Look on Saturday

10:00 - Arrive Onsite, makeup, Bridal Suite

12:00 - Put on your dress

12:30 - First look photos

1:00- Photos with the bridal party

1:30- Family photos - YOUR FAMILY HAS TO BE READY ON TIME

*Please make sure you have a WRITTEN list of family photos needed

2:00 - Ceremony

2:30 - Bar Opens

2:30 - Couples Portraits

2:30 - Appetizers for guests

3:30 - Couple announced

4:00 - Buffet Opens and Toasts

5:00 - First Dances

6:00 - Cut the cake/serve dessert

10:00- Last call at the Bar

10:00- Final Song

10:30 - Pack gifts into car

10:30 - Say Goodbyes, Remove Items From Dressing Rooms, etc.

11:00pm - All guests will be gone from the venue and the caterer and staff will be finishing up cleaning.

WITHOUT a First Look

11:00 - Arrive at Bridal Suite, possible makeup done

1:00 - Put on your dress

1:30 - Photos separately

2:00 - Ceremony

2:30- Bar and Appetizers

2:30- Family photos - Family MUST be ready and stay close

*Please make sure you have a WRITTEN list of family photos needed

3:00 - Bridal Party Photos

3:30- Couples Portraits

4:00 - Buffet and toasts

5:00 - First Dances

6:00 - Cut the cake/serve dessert

10:00 - Last call at the Bar

10:30 - Say Goodbyes, Remove Items From Dressing Rooms, etc.

11:00 - All guest are gone from venue and vendors are cleaning

Seating Arrangements

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There are several floor plans for your guest seating that we have found work well in our particular space. In general the seating works well if you plan on about 48 each in the upper and lowel levels of the venue and/or about 100 in the pavilion area. Please see the attachments below for three floor plans that work the best in our space, The first decision you need to make is where you would like your dance floor to be. Then the guest tables can be filled in according to the number of guests and your particular needs.

The samples below show the dance floor on each level and are for guest counts of 150. If you have less than that, remove tables according to your numbers so you will have an idea of what fits the best.

When you come to your Planning Meeting the month before your wedding, we will go over all of your thoughts for the space and review the floor plan you have selected. The final decision will be made on the Friday of your wedding weekend when we put everything in place and make sure it is as you have requested.