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 later 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 any rental fees that have been paid beyond the deposit. In the event you wish to change the date of the 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 restrictions placed on the date the event can be transferred to.
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. Just write us a check for $300 and we won't deposit it, or we can send a separate invoice. Within a week after the wedding we'll tear it up the check or 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 linens and include a laundry fee for all wedding packages except the Micro-wedding and Elopement (this usually works out to $5-7/linen) . We also add on a fee to provide 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.
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, but we can provide sound and light production for bands for an extra fee and with advance notice. 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 lighting, plus lighting in the back section where food is usually served. There are also string lights that light up the area outside the pavilion including the path to the restrooms.
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 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 ceremony and reception area are surrounded by 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.
Is there a refrigerator and freezer we can use? How big are they?
There is a fridge and a deep freeze 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, we can also provide contact info for a local sound/lights production company.
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.
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.
RULES/REGULATIONS
What day/time may we come to decorate? have our rehearsal? clean up?
See the rates page for details about time allowed with each package. Set up should start between the hours of 10am - 5pm and you should let us know what time we need to meet you at the pavilion to set up tables and chairs. Most packages allow you to clean up the next day even if you do not stay overnight.
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, glitter, etc. Be sure all decorations (and screws, nails, tape, etc) are removed before you leave unless arrangements are made with us to leave anything. 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.
May we set up direction signs around the farm?
We have signs that direct people from the road 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 to the sign near the road, just be sure to take them down before you leave.
Are there any stipulations on food or alcohol?
We an offer suggestions for caterers but you may use whatever caterer you choose or do a potluck. 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. You are responsible for preventing guests who have drinking from driving.
Can we bring our own firewood? Where can we have the bonfire?
Due to the potential to spread of disease and insects, we ask that you do not bring firewood onto the farm. We have plenty here, and firewood and a fire tender are included in the venue fee. There are several bonfire/campfire locations: below the pavilion, in the Chapel field, 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. 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 unless you specifically ask us to put them up. 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 be crated when 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 benches at the last minute to any location. (If the move is not due to weather concerns we reserve the right to charge a fee for assistance in 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 in the pavilion to accommodate the ceremony taking place there.
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 later 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 any rental fees that have been paid beyond the deposit. In the event you wish to change the date of the 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 restrictions placed on the date the event can be transferred to.
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. Just write us a check for $300 and we won't deposit it, or we can send a separate invoice. Within a week after the wedding we'll tear it up the check or 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 linens and include a laundry fee for all wedding packages except the Micro-wedding and Elopement (this usually works out to $5-7/linen) . We also add on a fee to provide 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.
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, but we can provide sound and light production for bands for an extra fee and with advance notice. 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 lighting, plus lighting in the back section where food is usually served. There are also string lights that light up the area outside the pavilion including the path to the restrooms.
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 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 ceremony and reception area are surrounded by 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.
Is there a refrigerator and freezer we can use? How big are they?
There is a fridge and a deep freeze 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, we can also provide contact info for a local sound/lights production company.
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.
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.
RULES/REGULATIONS
What day/time may we come to decorate? have our rehearsal? clean up?
See the rates page for details about time allowed with each package. Set up should start between the hours of 10am - 5pm and you should let us know what time we need to meet you at the pavilion to set up tables and chairs. Most packages allow you to clean up the next day even if you do not stay overnight.
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, glitter, etc. Be sure all decorations (and screws, nails, tape, etc) are removed before you leave unless arrangements are made with us to leave anything. 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.
May we set up direction signs around the farm?
We have signs that direct people from the road 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 to the sign near the road, just be sure to take them down before you leave.
Are there any stipulations on food or alcohol?
We an offer suggestions for caterers but you may use whatever caterer you choose or do a potluck. 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. You are responsible for preventing guests who have drinking from driving.
Can we bring our own firewood? Where can we have the bonfire?
Due to the potential to spread of disease and insects, we ask that you do not bring firewood onto the farm. We have plenty here, and firewood and a fire tender are included in the venue fee. There are several bonfire/campfire locations: below the pavilion, in the Chapel field, 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. 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 unless you specifically ask us to put them up. 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 be crated when 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 benches at the last minute to any location. (If the move is not due to weather concerns we reserve the right to charge a fee for assistance in 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 in the pavilion to accommodate the ceremony taking place there.