Frequently asked questions
Do you include tables and chairs in your space rental fees?
Depending on the package you book, we include our in-house harvest tables with your booking as well as our gold wire chairs.
What else is included in your fees?
No matter which package you choose, you get exclusive private access for your event – no sharing at all. All rentals include:
- Exclusive private space access (fully heated & air-conditioned)
- Use of courtyard and gas fireplace (weather-permitting)
- Free on-site parking
- On-site venue manager
- Custom floor-plan
- Setup & tear down of all venue-included furniture
- Choice of 3 caterers to suit your budgetary and culinary needs
What is your max capacity?
We can accommodate up to 160 total guests for a standing/cocktail reception, 140 for a seated meal and 100 for a buffet. It’s important to note that at 140 guests, there is no room for a dance floor or extra tables/stations, and tables should be moved to accommodate a dance floor (which we are happy to do at no charge). It’s also important to note that floor plan configurations are limited with higher guest counts. Our most comfortable number for a seated meal is around 100 guests.
Is your space heated and/or air-conditioned?
Yes, it’s both!
Do we need to bring our garbage/recycling home at the end of the night?
No. We take care of that for you.
Is there a separate wedding ceremony space?
We offer one indoor space and one outdoor space. Our outdoor courtyard can accommodate up to 160 chairs and is perfect for ceremonies, right in front of the gas fireplace. Ceremonies can also take place inside the main hall. Charges apply for room flips but there is no extra charge to have your ceremony outside and reception inside.
What if it rains?
We offer a few options for rainy days:
1) a tent may be brought in for the courtyard to keep the ceremony outside.
2) a room flip may be requested (note that advance notice is required and fees apply to all room flips)
3) some clients opt to move the ceremony inside while guests sit at their dining tables. We would be happy to work with you to design the ideal floor plan for these situations.
How much parking do you provide?
We offer 45 spots plus 2 accessible spots on-site. We find that this works for events of about 120 guests or so where people are carpooling or using alternative means to get to the venue. Limited street parking is available surrounding the venue. Parking is strictly prohibited in neighbouring business lots. Due to limited parking, we highly encourage guests to carpool, taxi, uber or to provide shuttles for the day. See parking map here.
Who are your preferred caterers?
We have three incredible catering partners who all offer a unique culinary experience. They include:
1) Indulge Natural & Organic Catering (www.indulgekitchen.ca)
2) Gilt Catering (www.giltcatering.ca)
3) B Elegant Catering (www.belegant.ca)
What is a landmark fee and why does my caterer charge it?
A landmark fee is a percentage of the caterer’s total invoice that is paid to the venue for operating within that venue. It is an industry standard fee charged by the venue to the caterer to cover operating costs that the venue incurs as a result of the space being used for meal prep. Venues who use outside caterers charge the fee (if the caterer is in-house, there's no specific fee as the venue collects the catering revenue). Depending on the caterer, the fee may appear as a separate charge on the quote, or it may already be included in the overall menu pricing.
Can we bring in our own food or outside caterers?
We do not allow you to bring in your own food, due to public health policies. We need to ensure that we have control over how/where the food was prepared to ensure your guests have the most positive experience at our space. That said, we do allow you to bring in your own wedding cake and late-night desserts, upon written approval.
Do you have insurance?
Yes, we carry a $5,000,000 liability insurance policy at the space.
Do we have to get insurance?
It is not required, but is highly recommended that all clients hosting events serving alcohol apply for PAL (Party Alcohol Liability) insurance. It can cost between $200-$500 and gives you the peace of mind that you are covered for your event, so you don’t have to worry. More information can be found at www.palcanada.com.
Do you hold a liquor license?
We do! All alcohol is handled by the venue. Contact us to learn more about our bar packages.
Can we bring our own alcohol?
Since we are a licensed venue, all alcohol must be provided by us. This includes alcohol as wedding favours. The only exception is that client may bring in their own wine for their events, but this must be approved in writing by the venue and written into the bar contract. Ask us for details!
What are your bar options?
We offer 3 different bar options:
All-Inclusive Open bar. You pay per head for a set number of hours based on your final guest count two weeks before your event, and all alcohol including wine, bar rail, a selection of beer and non-alcoholic mixes are available to your guests, as well as ice and garnish. Poured dinner wine service is included. No refunds are made after the event, and you will not be billed after the event, regardless of how much was consumed.
Host Bar Open bar. You pay an estimate before your event based on your final guest count 2 weeks before your event, and after the event we adjust the bill based on what was actually consumed. We may owe you a refund after the event if your guests consumed less than the estimate, or we may invoice you after the event if your guests drank more than the estimated amount.
Cash Bar This is the option to have your guests pay per drink at the bar. We accept Debit or Credit Card. Cash is accepted but we do not offer change, so exact change is recommended.
**all of our bar models have minimum spend amounts.
**all bar models are available in either standard or premium brands
**specialty cocktails available on request
**if you have a specific type of drink you'd like, these are available on request for additional fees
**a hybrid of two bar models may be allowed, as well as "toonie bars" and "drink tickets". Ask us for details.
Are we allowed to bring in our own vendors?
Yes! We have a curated list of vendors that come highly recommended to guide you along the way, but you may bring in your own vendors, with the exception of your caterer and alcohol.
Where can we take wedding photos within 5-10 minutes of the venue?
Hespeler has so many beautiful hidden gem photo locations. Please click HERE to see some of the most beautiful locations in Hespeler for your wedding photos!
Do you offer furniture and rentals?
We offer in-house furniture as part of your booking packages, as well as additional décor items available for rent. Contact us for our rental library.
Do you allow dogs on-site?
Yes, we love dogs! Many guests opt to include their dogs as part of their wedding ceremony, which is no problem. We do ask, however, once dinner starts, that the dog be in a crate or leashed to ensure there is no issue with public health.
What kind of décor items are allowed/not allowed?
We do allow the use of real candles, so long as the flame is protected by at least 1" of glass (a hurricane vase or similar). Open flame is not permitted.
We do not allow the throwing of confetti, rice or artificial rose petals, due to extensive clean-up required. Outdoors, light-coloured flower petals (real, not artificial) are allowed.
We do not allow the use of fireworks or pyrotechnics on the property.
What is required to book?
We ask for a signed contract as well as 50% of the venue rental fee to secure your date. Your booking deposit is non-refundable, as once we receive it, we will not sell your date to anyone else. 90 days before your event, we require the other 50% of the venue rental fee, a $1,000 refundable security deposit and the SOCAN/Re:Sound Fee.
What are your Covid policies?
We follow the guidelines set forth by the Government of Ontario. Click here for our updated Covid guidelines.
