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Working with Vendors

Below is some helpful information to support your process of selecting and communicating with vendors. If you are not using a hired vendor for hair, entertainment, photography, ect. please refer to the associated information pages so that you can personally fulfill the role. The food and beverage service, however, must be contracted with a business that is licensed and insured with the State of Michigan.

Catering

At Alden Orchards, we require that food is prepared by a business that is licensed with the State of Michigan and has their own insurance. Packaged non perishables (such as marshmallows) along with desserts are not required to be prepared by a licensed service. Refer to your caterer’s contract for any additional restrictions on their end.

Most caterers offer dinnerware built into their packages along with service of clearning guest tables of food and drink. Make sure to connect with your chosen caterer to of what they offer. It is also good to determine if they intend to use the onsite kitchen and estimated time of arrival, so that we can ensure the kitchen is in a sanitary state at that time.

If renting dishes and/or flatware from Alden Orchards, be sure to specify to the caterer your intent on cleaning. If it is expected for the caterer to clean the dishes for you, you must provide that instruction and ensure it is fulfilled.
Additionally, please clarify with your caterer if you intend to use the refrigerator provided in the inn, or if it is available for the cater’s use.

Bartending

At Alden Orchards, we require that all alcoholic is served by a bartender licensed with the State of Michigan. If the bartender does not have insurance, alcohol insurance can be added on to your event insurance to cover the alcohol insurance requirement.

The bar is included and placed according to your layout predetermined during the planning session. There is also a table to help with bartending prep. We are not able to offer coolers or ice due to health regulations, but there is ice available at Red Barn Market a mile away and many clients find it easiest to transport their beverages to and from the venue in their own personal coolers. It is up to the client/bartender to supply drinks, ice, coolers, cups, & napkins.

Please note that last call is no later than 10 p.m. or at least 1 hour prior to the event ending. Please refer to your contract for any specifics in terms of underage drinking, drunk behavior, messes/vomit, and staff consumption to make sure the event runs smoothly.

Desserts

The dessert is a great way to personalize the day. Alden Orchards offers rentals for cake stands, donut boards, a cake cutting set, and other various items to support your display if desired. Additionally, a hightop cake table is included in all packages along with a dessert table. The set-up is discussed during the floor planning and includes placement of the furniture but does not provide styling support by Alden Orchards staff. It is important that you assign support for refilling desserts throughout the night and cutting the cake for consumption if necessary. This can often be built into the catering package or handled by a friend. Lastly, dont forget to communicate with your baker where you would like the drop off (whether it be placed in the fridge, on display at the reception, or within the home).

The drop off of desserts is not complicated and do not require much communication. The following document is available to share with your baker if desired, but it is often unneeded.

Entertainment

At Alden Orchards, we love for you to get your boogie on! The expectation is that the DJ brings their own equipment or you can rent a set-up from a local company if desired. There are electrical outlets at the ceremony, pavilion, and barn along with a small table and wifi throughout. The location of the dance floor is often determined during the planning session, although it can be flexible leading up to the event. Alden Orchards is happy to provide their knowledge to help you determine placement of the dance floor/DJ.

Below are a few DJ recommendations, but we can not adequately determine whether a DJ’s style and music selection aligns to your taste!

Photography & Videography

Alden Orchards is naturally photogenic and provides numerous “classic” backdrops to make you shine. This includes the photography barn (common for first looks), front porch (common for dress & detail shots) , barn patio and orchards (great for group shots) and the flower field behind the barn (great for sunset couple photos). We encourage you to rely on your photographers artistic vision and also stress the importance of creating a timeline for your day based on your photographers input.

Florals

Flowers can certainly transform the look of any space. Even a little can go a long ways (there are small vases as a rental if desired to disperse around the tables). We do not have concerns for attachments to the arbor, cross, or barn itself. It is also encouraged to consider a little bit on the bar, your signage, cocktail tables, and guestbook table if your budget allows. Some clients choose to create the bouquets themselves, while others allow the professionals to work their magic. Please communicate with your floral source of where you would like the items dropped off in the event that installation is not included (and make sure there is space in the fridge if your intention is to refrigerate).