Wedding FAQs
(everything you need to know in one place!)
PAYMENT QUESTIONS
How do I book a date?
We require a deposit (amount depends on the package) and signed contract to hold your date. If you decide to book our venue, we recommend that you send a deposit right away, as weekends fill up fast. The balance is due 60 days before the wedding but payments can be made at any time. Once you let us know you have decided on our venue, we will send a proposal which includes a contract that can be signed online, and an invoice with instructions on how payments can be made.
What is the Cancellation Policy?
Cancellations must be submitted in writing. If you cancel the event no less than 60 days prior to the date of the event, you are entitled to a refund of all rental fees paid except the non-refundable Deposit. If cancellation occurs within 60 days of the event date you will forfeit the entire rental fee. Terrapin Hill Farm shall have the right to terminate the contract if the client fails to meet or violates any terms of the contract. Terrapin Hill Farm may cancel rentals due to emergency conditions, natural catastrophes, or events beyond the control of Terrapin Hill Farm, in which case Terrapin Hill Farm will allow you to reschedule or receive a refund depending on the situation. In the event you wish to change the date of your event, every effort will be made by Terrapin Hill Farm to transfer the reservation to the new date, although it may be subject to new pricing and/or restricted dates.
What if the number of guests changes at the last minute or we change our mind about additional items or services?
When you pay your deposit, you'll give us an estimate of the number guests you expect. If the number changes you must let us know so we can provide the correct number of tables and chairs. If less guests arrive than expected your fee will not change. If the number of guests exceeds 150 there is an additional charge of $10/guest. Let us know of any extras (plates, silverware, officiant, etc) at least two weeks before the wedding so we can figure the balance due, but we are flexible and will try to work with you on any last minute changes.
Is there a damage deposit fee?
There is a $300 damage deposit. We will send a separate invoice and will refund the invoice if there are no damages and the venue is cleaned to our satisfaction. In the event that additional cleanup is deemed necessary you will be charged a rate of $50/hr/staff member and this will be taken out of the damage deposit.
Are there any other fees?
We are required by law to charge 6% Kentucky sales tax on the venue rental. Wedding insurance is required and can be purchased through us or through another company. We provide all table linens and include a laundry fee for over 100 guests (this usually works out to $5-7/linen) . We also add on a fee to provide unlimited ice for your reception but you have the option to provide your own in which case we will delete that fee. There is no clean up or trash removal fee. We provide containers and bags and ask that all trash is bagged and in one place before you leave. We have containers for recycling also and ask that they be used if there will be glass, cans, or plastic bottles.
ABOUT THE FACILITY
What is the maximum number of guests the THF venue can hold?
We can seat approximately 175 guests under the pavilion, and have. a tent that can hold about 50 more. If you rent extra tents or don’t have a sit down dinner we can host a wedding and reception of any size. There is plenty of parking space in a large grass field.
What are the dimensions of the pavilion? the stages?
The pavilion is 40‘x60’. The stage in the pavilion is in 8 pieces that are 4' x 8' and they can moved so you can use all, part, or none of them, however you wish. The Chapel stage is 20‘x30’.
Is the venue accessible to those with limited mobility?
Yes. The bathrooms are wheelchair accessible and the floor of the pavilion is cement. We allow vehicles to drive anywhere they need to in order to transport guests who can't walk far, and we also offer rides in our Kawasaki Mule. If you have questions about accessibility we recommend you visit to assess the situation for yourself.
Can you provide a ladder for decorating? other supplies?
We prefer you bring your own tools such as hammers, nails, etc. but we can provide some in a pinch, and we can provide ladders. Our staff is available to assist with decorating or clean up for an extra fee. We include set up and take down of benches for the ceremony and tables and chairs for the reception at no extra charge.
Do you have a PA system for the band/DJ/personal devices or do we have to rent one?
Bands and DJs should bring their own PA systems. If providing your own music we recommend bringing your own speaker system.
Is there lighting in the pavilion? outdoor lighting?
The pavilion has twinkly lights around the overhead beams, a chandelier in the center, and other indirect spotlights, which provides ample lighting at night. There is also lighting in the back section where food is usually served. There are string lights that light up the area outside the pavilion including the path to the restrooms and the area around the bar.
Is there air conditioning or heat in the pavilion?
No AC, but we do have fans and there is usually a gentle breeze blowing through the pavilion, which is great on warm days. In cool weather the canvas sides can be closed and we have a few electric heaters for extra warmth, although they may not warm up the entire space in extreme conditions. When you book an outdoor venue you must accept that weather can be severe at times. We will do our best to make everyone comfortable within our means. The farmhouse does have heat and AC. The Chapel and reception area are surrounded by large trees and are mostly shady by late afternoon.
Are there bathrooms? What's provided?
There are bathrooms with flush toilets (with wheelchair accessible stalls) located just a short walk from the pavilion. We provide paper products, soap, and hand sanitizer, but you are welcome to add decorations or other items. One side has steps and the back side has a ramp.
Is there a refrigerator and freezer we can use? How big are they?
There is a fridge and a deep freezer in the bar, across the road from the pavilion. The freezer will hold about 20 large bags of ice and the fridge is a standard household size (fridge on bottom/freezer on top). There is also a standard size fridge/freezer in the farmhouse.
Is there a place for the wedding party to get dressed?
There are several rooms in the upstairs of the farmhouse with multiple mirrors and a large bathroom with plenty of natural light. The wedding party can also get dressed downstairs in the farmhouse or at the cottages.
Are there overnight accommodations available on the farm or nearby?
Camping is welcome anywhere in the venue area, we also have 5 cottages with electricity that sleep up to 13 and 10 RV hookups. Please see the Local Services for a list of accommodations in Harrodsburg, most of which are just 15 minutes away, or contact us for other options.
SERVICES WE OFFER
Do you have contacts for local bands/DJ’s?
We know many musicians in Lexington and Louisville and can provide contacts for entertainment.
Can you provide ice?
Let us have the ice here waiting for you - one less thing you have to worry about. We have a freezer in the bar, just steps away from the pavilion. We usually charge a flat rate depending on the size of the wedding or how long you'll be here, and let you use as much as you need.
Do you know a wedding officiant who can marry us?
Pete is a minister with the Universal Life Church and can officiate wedding ceremonies. Be sure to get your license from any KY county within 30 days of the wedding date, and have your officiant and two witnesses sign it after the ceremony.
Do you know a wedding planner?
Brenda offers day-of coordinator services, contact her for details. This service typically includes help with planning+rehearsal, managing timelines, meeting vendors, and ensuring things flow smoothly - but can be tailored to your needs.
RULES/REGULATIONS
What day/time may we come to decorate? have our rehearsal? clean up?
See the rates page for details about times allowed with each package. Set up should start between the hours of 9am - 5pm and you should let us know what time we need to meet you at the pavilion to set up tables and chairs. We can set them up in a layout you choose, or we can suggest layouts that work well based on our experience. Most packages allow you to clean up the next day even if you do not stay overnight, from 9am-11am.
Are we allowed to light paper lanterns? sparklers? fireworks?
We do allow the biodegradable paper lanterns except in extremely dry weather. Sparklers are okay as long as all trash is picked up afterwards. We allow some fireworks with certain limitations, just ask us first.
What kind of decorations are allowed?
Pretty much any kind of decorations are allowed except small items that do not biodegrade such as plastic confetti, plastic or cloth flower petals and leaves, and glitter. Be sure all decorations (and screws, nails, tape, etc) are removed before you leave. Sharpies may NOT be used on tables that have linens on them. Candles must be contained or enclosed in glass and candle holders must be approved by us beforehand; real flame candles are not allowed on tables with linens on them but battery powered candles are okay. If you don't want to keep your decorations ask us if we'd like to keep them on hand for other couples to use - but please don't just leave them without asking.
May we set up direction signs around the farm?
We have signs that direct people from the highway to the venue and these may not be moved or removed. If you want to add your own signs you may, and you can add balloons or something eye-catching, just be sure to remove them before you leave.
Are there any stipulations on food or alcohol?
We have an open vendor policy (you choose any you like). We can offer suggestions for caterers or you choose your own or bring your own food. Alcohol is allowed; you may bring your own for an open bar (no alcohol sales allowed) and we require that you hire a licensed or certified bartender during your reception. You are responsible for preventing guests who have drinking from driving. Ask us about our espresso coffee service!
Can we bring our own firewood? Where can we have a campfire?
Due to the potential to spread of disease and insects, we ask that you do not bring firewood onto the farm. We'll provide the firewood, build the campfire, and keep an eye on it throughout the evening, all included in the venue fee. There are several bonfire/campfire locations: below the pavilion, near the cottages, and at the farmhouse. No fires will be allowed if there is a burn ban in effect.
Can we bring our dogs?
We allow you and/or your guests to bring your own dogs but ask that you let us know beforehand if dogs will be brought onto the property. We have several of our own here on the farm and they are generally friendly with other dogs, however we are not liable for any damage or injuries due to dog fights/bites. We will contain our dogs at our home during the ceremony and reception, but they generally follow us and may be around during set up or break down. We reserve the right to ask that unfriendly dogs brought onto the property be leashed or contained. Dogs left in the farmhouse or cottages should ALWAYS be crated when left unattended.
Can we change the location of the ceremony/entertainment at the last minute?
Of course, we can’t always count on the weather to be perfect. Our staff and truck or tractor can move ceremony seating at the last minute to any location. (If a last-minute move is not due to weather concerns we reserve the right to charge a fee for moving benches and other items.) Our staff is also on hand throughout the event to close or open the sides on the pavilion as needed. If there is a heavy rain at the ceremony time we can adjust tables and chairs and the ceremony will take place in the pavilion. Refunds will not be given due to weather, that's a risk you take with an outdoor venue, however we will do our best to make everyone as comfortable as possible.
How do I book a date?
We require a deposit (amount depends on the package) and signed contract to hold your date. If you decide to book our venue, we recommend that you send a deposit right away, as weekends fill up fast. The balance is due 60 days before the wedding but payments can be made at any time. Once you let us know you have decided on our venue, we will send a proposal which includes a contract that can be signed online, and an invoice with instructions on how payments can be made.
What is the Cancellation Policy?
Cancellations must be submitted in writing. If you cancel the event no less than 60 days prior to the date of the event, you are entitled to a refund of all rental fees paid except the non-refundable Deposit. If cancellation occurs within 60 days of the event date you will forfeit the entire rental fee. Terrapin Hill Farm shall have the right to terminate the contract if the client fails to meet or violates any terms of the contract. Terrapin Hill Farm may cancel rentals due to emergency conditions, natural catastrophes, or events beyond the control of Terrapin Hill Farm, in which case Terrapin Hill Farm will allow you to reschedule or receive a refund depending on the situation. In the event you wish to change the date of your event, every effort will be made by Terrapin Hill Farm to transfer the reservation to the new date, although it may be subject to new pricing and/or restricted dates.
What if the number of guests changes at the last minute or we change our mind about additional items or services?
When you pay your deposit, you'll give us an estimate of the number guests you expect. If the number changes you must let us know so we can provide the correct number of tables and chairs. If less guests arrive than expected your fee will not change. If the number of guests exceeds 150 there is an additional charge of $10/guest. Let us know of any extras (plates, silverware, officiant, etc) at least two weeks before the wedding so we can figure the balance due, but we are flexible and will try to work with you on any last minute changes.
Is there a damage deposit fee?
There is a $300 damage deposit. We will send a separate invoice and will refund the invoice if there are no damages and the venue is cleaned to our satisfaction. In the event that additional cleanup is deemed necessary you will be charged a rate of $50/hr/staff member and this will be taken out of the damage deposit.
Are there any other fees?
We are required by law to charge 6% Kentucky sales tax on the venue rental. Wedding insurance is required and can be purchased through us or through another company. We provide all table linens and include a laundry fee for over 100 guests (this usually works out to $5-7/linen) . We also add on a fee to provide unlimited ice for your reception but you have the option to provide your own in which case we will delete that fee. There is no clean up or trash removal fee. We provide containers and bags and ask that all trash is bagged and in one place before you leave. We have containers for recycling also and ask that they be used if there will be glass, cans, or plastic bottles.
ABOUT THE FACILITY
What is the maximum number of guests the THF venue can hold?
We can seat approximately 175 guests under the pavilion, and have. a tent that can hold about 50 more. If you rent extra tents or don’t have a sit down dinner we can host a wedding and reception of any size. There is plenty of parking space in a large grass field.
What are the dimensions of the pavilion? the stages?
The pavilion is 40‘x60’. The stage in the pavilion is in 8 pieces that are 4' x 8' and they can moved so you can use all, part, or none of them, however you wish. The Chapel stage is 20‘x30’.
Is the venue accessible to those with limited mobility?
Yes. The bathrooms are wheelchair accessible and the floor of the pavilion is cement. We allow vehicles to drive anywhere they need to in order to transport guests who can't walk far, and we also offer rides in our Kawasaki Mule. If you have questions about accessibility we recommend you visit to assess the situation for yourself.
Can you provide a ladder for decorating? other supplies?
We prefer you bring your own tools such as hammers, nails, etc. but we can provide some in a pinch, and we can provide ladders. Our staff is available to assist with decorating or clean up for an extra fee. We include set up and take down of benches for the ceremony and tables and chairs for the reception at no extra charge.
Do you have a PA system for the band/DJ/personal devices or do we have to rent one?
Bands and DJs should bring their own PA systems. If providing your own music we recommend bringing your own speaker system.
Is there lighting in the pavilion? outdoor lighting?
The pavilion has twinkly lights around the overhead beams, a chandelier in the center, and other indirect spotlights, which provides ample lighting at night. There is also lighting in the back section where food is usually served. There are string lights that light up the area outside the pavilion including the path to the restrooms and the area around the bar.
Is there air conditioning or heat in the pavilion?
No AC, but we do have fans and there is usually a gentle breeze blowing through the pavilion, which is great on warm days. In cool weather the canvas sides can be closed and we have a few electric heaters for extra warmth, although they may not warm up the entire space in extreme conditions. When you book an outdoor venue you must accept that weather can be severe at times. We will do our best to make everyone comfortable within our means. The farmhouse does have heat and AC. The Chapel and reception area are surrounded by large trees and are mostly shady by late afternoon.
Are there bathrooms? What's provided?
There are bathrooms with flush toilets (with wheelchair accessible stalls) located just a short walk from the pavilion. We provide paper products, soap, and hand sanitizer, but you are welcome to add decorations or other items. One side has steps and the back side has a ramp.
Is there a refrigerator and freezer we can use? How big are they?
There is a fridge and a deep freezer in the bar, across the road from the pavilion. The freezer will hold about 20 large bags of ice and the fridge is a standard household size (fridge on bottom/freezer on top). There is also a standard size fridge/freezer in the farmhouse.
Is there a place for the wedding party to get dressed?
There are several rooms in the upstairs of the farmhouse with multiple mirrors and a large bathroom with plenty of natural light. The wedding party can also get dressed downstairs in the farmhouse or at the cottages.
Are there overnight accommodations available on the farm or nearby?
Camping is welcome anywhere in the venue area, we also have 5 cottages with electricity that sleep up to 13 and 10 RV hookups. Please see the Local Services for a list of accommodations in Harrodsburg, most of which are just 15 minutes away, or contact us for other options.
SERVICES WE OFFER
Do you have contacts for local bands/DJ’s?
We know many musicians in Lexington and Louisville and can provide contacts for entertainment.
Can you provide ice?
Let us have the ice here waiting for you - one less thing you have to worry about. We have a freezer in the bar, just steps away from the pavilion. We usually charge a flat rate depending on the size of the wedding or how long you'll be here, and let you use as much as you need.
Do you know a wedding officiant who can marry us?
Pete is a minister with the Universal Life Church and can officiate wedding ceremonies. Be sure to get your license from any KY county within 30 days of the wedding date, and have your officiant and two witnesses sign it after the ceremony.
Do you know a wedding planner?
Brenda offers day-of coordinator services, contact her for details. This service typically includes help with planning+rehearsal, managing timelines, meeting vendors, and ensuring things flow smoothly - but can be tailored to your needs.
RULES/REGULATIONS
What day/time may we come to decorate? have our rehearsal? clean up?
See the rates page for details about times allowed with each package. Set up should start between the hours of 9am - 5pm and you should let us know what time we need to meet you at the pavilion to set up tables and chairs. We can set them up in a layout you choose, or we can suggest layouts that work well based on our experience. Most packages allow you to clean up the next day even if you do not stay overnight, from 9am-11am.
Are we allowed to light paper lanterns? sparklers? fireworks?
We do allow the biodegradable paper lanterns except in extremely dry weather. Sparklers are okay as long as all trash is picked up afterwards. We allow some fireworks with certain limitations, just ask us first.
What kind of decorations are allowed?
Pretty much any kind of decorations are allowed except small items that do not biodegrade such as plastic confetti, plastic or cloth flower petals and leaves, and glitter. Be sure all decorations (and screws, nails, tape, etc) are removed before you leave. Sharpies may NOT be used on tables that have linens on them. Candles must be contained or enclosed in glass and candle holders must be approved by us beforehand; real flame candles are not allowed on tables with linens on them but battery powered candles are okay. If you don't want to keep your decorations ask us if we'd like to keep them on hand for other couples to use - but please don't just leave them without asking.
May we set up direction signs around the farm?
We have signs that direct people from the highway to the venue and these may not be moved or removed. If you want to add your own signs you may, and you can add balloons or something eye-catching, just be sure to remove them before you leave.
Are there any stipulations on food or alcohol?
We have an open vendor policy (you choose any you like). We can offer suggestions for caterers or you choose your own or bring your own food. Alcohol is allowed; you may bring your own for an open bar (no alcohol sales allowed) and we require that you hire a licensed or certified bartender during your reception. You are responsible for preventing guests who have drinking from driving. Ask us about our espresso coffee service!
Can we bring our own firewood? Where can we have a campfire?
Due to the potential to spread of disease and insects, we ask that you do not bring firewood onto the farm. We'll provide the firewood, build the campfire, and keep an eye on it throughout the evening, all included in the venue fee. There are several bonfire/campfire locations: below the pavilion, near the cottages, and at the farmhouse. No fires will be allowed if there is a burn ban in effect.
Can we bring our dogs?
We allow you and/or your guests to bring your own dogs but ask that you let us know beforehand if dogs will be brought onto the property. We have several of our own here on the farm and they are generally friendly with other dogs, however we are not liable for any damage or injuries due to dog fights/bites. We will contain our dogs at our home during the ceremony and reception, but they generally follow us and may be around during set up or break down. We reserve the right to ask that unfriendly dogs brought onto the property be leashed or contained. Dogs left in the farmhouse or cottages should ALWAYS be crated when left unattended.
Can we change the location of the ceremony/entertainment at the last minute?
Of course, we can’t always count on the weather to be perfect. Our staff and truck or tractor can move ceremony seating at the last minute to any location. (If a last-minute move is not due to weather concerns we reserve the right to charge a fee for moving benches and other items.) Our staff is also on hand throughout the event to close or open the sides on the pavilion as needed. If there is a heavy rain at the ceremony time we can adjust tables and chairs and the ceremony will take place in the pavilion. Refunds will not be given due to weather, that's a risk you take with an outdoor venue, however we will do our best to make everyone as comfortable as possible.