Hillfields Farm Venue Hire FAQ’s.

Sapna Odlin Wedding Photography HIllfields Farm

Viewing & Visits

WHEN CAN WE ARRANGE A VISIT

We will try to accommodate your wanted viewing days/times.
Evening and weekend viewings can be accommodated. You’re
welcome to come with as many people as you wish. We
recommend people try to come up when the barn is set up for a
wedding too which helps with imagining how your day could look. 

Bookings

CAN I PROVISIONALLY BOOK A DATE?

Yes, you can. We can pencil in a date for you for up to 1 week.
We would need to take a 10% deposit to hold a date for any longer.

WHAT IS NEEDED TO SECURE MY BOOKING?

We ask that to book your date, you read, sign and return our contract along with a 50% deposit. Receipt of this secures your date. The remaining amount is due 3 months before your date along with a £250 returnable security deposit. 

CAN I GET MARRIED AT HILLFIELDS?

Yes you can! We now have our ceremony license. You will need to book the registrar through West Berkshire Council. Capacity for this depends on layouts and can vary from seated capacity.  

OFFSITE WEDDINGS

We have several beautiful churches in our local area. Hillfields is also a wonderful venue for a reception following a church wedding.

ARE THERE CHEAPER RATES AT DIFFERENT TIMES OF THE YEAR?

We are moving towards seasonal pricing. Please see our pricing page for more information. The barns are heated and we have a wonderful open fire which lends itself perfectly to winter weddings.  

CAN WE BRING PETS?

Yes! We have on site livery for horses and on site dog sitting services too. We do need prior written notification of you wanting to bring your pet. 

Set up / Break down

WHEN CAN WE SET UP?

You can have up to 48 hours before your wedding to set up. We can be very flexible on timings for set up days to suit your needs. 

CAN WE HAVE DELIVERIES BEFORE THIS TIME?

If needed, we can take deliveries before this time. We ask that days/times are confirmed with us prior. 

WHEN IS BREAKDOWN?

You can clear up the following day. So, if your wedding is a  Saturday, you have all of Sunday to clear up. Further clear up days can be requested, subject to availability.  

About the venue

WHAT IS INCLUDED IN THE VENUE PRICE?

When booking Hillfields you get exclusive use of the barns and will be our only wedding that weekend. You get use of the barns for 48 hours before and day after your wedding. The venue price comes with the use of Hillfields tables and chairs if wanted. Our prices are inclusive of VAT.  

WHAT ISN'T INCLUDED IN THE VENUE PRICE?

Everything else needed for your wedding day is for you to  organise once you have your venue hire sorted. Eg – catering,  flowers, entertainment etc. We can organise and book this for  you as part of our wedding planning services if you wish. Accommodation and on the day co-ordination services are also not included in the venue price. 

ARE THERE ANY EXTRAS FROM HILLFIELDS?

We have a list of extras we can provide, including the use of spaces for rehearsal dinners, planning services and accommodation. We also have a brides room available for hire, this is a room available for you to do as you wish. As a room for the bride to get ready/touch up  her make-up, use a private toilet or as a quiet place for breastfeeding guests.

WHAT PHOTO LOCATIONS ARE THERE?

We have lots of lovely areas available for photos including  cottage gardens, ivy archways and wisteria walkways. A lot of  these are in the private grounds of the estate so we ask that it is  only the bridal party that use these locations.  

Capacities & Facilities

WHAT ARE THE CAPACITIES?

This very much depends on the style and formality of your  wedding. If you would like to have a formal 3 course meal with side plates, multiple items of cutlery/glasses, then we advise no  more than 8 per table and up to 12/13 tables. So about 100  people for a more formal meal. This will allow enough space for waitresses to serve guests and enough space on the tables.  

If you are having a more informal wedding breakfast and are thinking buffet style or sharing platters, you can have 9/10 per  table and again 12/13 tables. This more casual style can fit up to 120.  

These are rough guides only.  

CAN WE INVITE MORE GUESTS IN THE EVENINGS?

Yes, absolutely. You can have up to 150 guests in the evening.

DOES THE VENUE HAVE ENOUGH PARKING?

We have a large grass area which is very well drained and acts  as our allocated parking all year round. There are some hard standing parking spaces for suppliers vehicles and larger  vehicles. We have ample parking for the numbers of guests we  can accommodate.  

CAN CARS BE LEFT OVERNIGHT?

Guests are welcome to leave their cars and collect them at their convenience the following day.  

DOES THE VENUE HAVE HEATING?

We have very good heating in both sides of the barn. The Queens barn also has underfloor heating and the Kings Barn also has a large inglenook fireplace. 

HOW MANY TOILETS DOES THE VENUE HAVE?

There are 2 ladies toilets, a disabled toilet and a gents loo with urinal.   

DOES THE VENUE HAVE DISABLED ACCESS?

Yes we do. The barns have ramps inside to aid access. We do need to put in a temporary ramp to gain access to the lawn so ask that we are  told prior to the day so we can arrange this.

WHAT AV EQUIPMENT DO YOU HAVE?

We don’t have any AV equipment of our own but we do have a  supplier who has equipment in situ that can be hired for a small additional charge. This includes a projector, PA system and a large portable flat screen TV. Please enquire for pricing.  

WHEN CAN MY SUPPLIERS ARRIVE / SET UP?

We are very flexible re set up times. Most times can be catered for. 

ARE THERE ANY NOISE RESTRICTIONS?

There are no noise restrictions. We just ask that if the large barn  doors are open, they are closed by 10pm to keep the sound in.  

 

IS THERE ANY FURTHER INFORMATION?

We advise that you make sure that all guests needing a taxi have one pre booked. It can be very hard to book taxis on the night.  We can provide a list of local taxi companies.

Suppliers

DO WE HAVE TO USE YOUR PREFERRED SUPPLIERS?

We pride ourselves in letting you have complete control and  flexibility meaning you are welcome to use whoever you like to  help build your dream day. We do not charge any catering fees  or corkage. We have been doing this for a very long time  however and can recommend people if you would like some  help in choosing your suppliers or a guide for where to start looking – just ask! 

DO YOU ALLOW FIREWORKS?

Unfortunately, we cannot allow fireworks. Due to it being a working farm and having lots of livestock on site, we cannot allow fireworks. 

DO YOU ALLOW CHINESE LANTERNS?

Sadly, we also cannot allow Chinese lanterns due to environmental concerns. 

DO YOU ALLOW CANDLES?

You are welcome to use candles, but we ask that all candles are in safe containers (such as jam jars/hurricane vases) and there are no naked flames. 

ARE WE ALLOWED HAY BALES AND DO YOU PROVIDE THEM?

You are welcome to use hay bales, but we are not able to provide them. Although hiring in can be just as expensive as  buying them, we do advise hiring them in as it means that they  are delivered and collected for you. Lugging bales around can be  quite hard work! 

DO YOU ALLOW CONFETTI?

We do although we ask that all confetti used is biodegradable. 

WHAT ELSE DO WE NEED TO HIRE IN?

You will need to hire in table linen, cutlery, crockery and  glassware. Your caterers will most probably be able to do this  for you. We can recommend some very good suppliers if not. 

SHOULD I PROVIDE MY CONTRACTORS WITH FOOD?

This is dependant on you and T&C’s of your suppliers. We  advise that you check with them prior to the day and make sure  that you have checked any dietary requirements beforehand. If  they do require food, it is good to make sure they know when  and what to expect, also where you have organised for them to  eat.

DO YOU HAVE A CAKE TABLE AND KNIFE?

We can supply small, round cake tables at no additional cost.  You will need to provide a cake knife.

Drinks

DO YOU HAVE A DRINKS BAR?

Hillfields do not supply any alcohol/drinks. We can organise for suppliers to run a bar for you or you can bring in your own. Suppliers must have their own alcohol license if they are selling  alcohol. You are welcome to run the bar yourselves/provide the  alcohol as long as no alcohol is being sold (drinks must be free).

CAN YOU SUPPLY STAFF OR DO WE RUN THE BAR OURSELVES?

If you are providing your own alcohol and you are serving alcohol to your guests for free, we can often help with finding staff to serve your guests for you. 

Rubbish

WHAT NEEDS TO HAPPEN TO OUR RUBBISH AND BOTTLES AFTER MY DAY?

We ask that all rubbish and bottles are removed from the site.  You may leave cardboard boxes, if agreed beforehand. We can remove  your rubbish/bottles for an additional charge.

Insurance

DO WE NEED INSURANCE?

We strongly recommend that you take out wedding insurance.  We can recommend some good suppliers of wedding insurance  for you. 

WHY DO WE NEED INSURANCE?

Wedding insurance is there to look after you in case of the worst case scenario. If for any reason your day couldn’t go ahead, wedding insurance would help cover the financial commitments. 

WHY DO WE NEED PUBLIC LIABILITY INSURANCE?

Hillfields Farm has its own public liability insurance. You may under some circumstances need to organise your own public liability insurance for anything that is not something covered by Hillfields, an example of this would be if you hired in a bouncy castle.