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Venue Questions and Answers

Venue Pricing Questions

We include a beautiful and romantic coastal location with ocean and mountain views and expansive gardens. We also include separate indoor dressing rooms for bridal party, luxury restrooms and lighting for your reception/dance floor area plus complimentary access to our Vintage Collections inventory to personalize your wedding. This is a great savings for our brides using our tables, barrel bar and barrel cocktail tables, games and decor.  Please see our Rental Info page where you will find information and pricing packages. The venue fees and the Vacation rental fees are set up differently to accommodate those who choose to stay on site or not.
No additional venue fees with the exception of a $1000 refundable damage deposit. Deposits have always been returned because we require professional vendors to assist the client with all aspects of the event production and clean up.
Small destination package is for 50 guests or less with or without Overnight stays in the Lodge for 15 guests. Please contact us for pricing.
Please see the Rental Info page on the website for a complete description of our Classic package. However, the  Rental fee includes site use for the outdoor ceremony and reception for 150 guests or less with separate indoor dressing areas for the wedding party, luxury restrooms, lighting and complimentary Vintage Collections inventory. If guests want to stay in the Lodge it is an additional fee as described and listed on our Vacation Rental page with a link to our VRBO website.
A two-night stay is not part of the Classic Package.
There is a cement terrace on the upper lawn which most couples choose to use as the dance floor. Some brides prefer to rent a wooden floor to place there however most choose to use the terrace as it seems to work great.
There are 5 private stalls for Ladies and 3 urinals plus 2 stalls for men. There are 2 sinks in each of the Ladies and 2 for the men. We provide hand soap, toilet paper and paper hand towels for you in the restroom trailer. You are welcome to provide any items you like for your guests.  We check it every hour to be sure it is clean and ample supplies are available.
We require 50% nonrefundable deposit in order to reserve the date. We do require that you get day of liability insurance naming us as additional insured. It is usually very easy to get and inexpensive through a homeowner’s policy or WedSafe.
All other costs are due 90 days prior to your event.
You can check out our Vintage Collections page to see the inventory we offer and will happily reserve for your wedding.

Dates

We schedule a limited number of weddings per year between mid-April and end of October. We avoid the rainy season. We only do one wedding per weekend. Best dates go quickly once we open up tours and bookings. Please check regular calendars for national holidays and local festivals, which impact hotel availability. Please contact us for availability.

Vendors

We require a Full Service Caterer handling all rentals, “month of” professional Wedding Planner and Valet. Other vendors you will need are DJ, Florist, Cake, etc.
We do have Approved vendors provided when a couple books their wedding date.  You may also email us for a list of our Vendors. You may send us the name of a Vendor not on the list within 90 dates of booking. We will try to approve them to be sure they have the professionalism we require, proper licenses and insurance.
You may provide your own liquor that must be served by a licensed and insured caterer or a designated bartenders. No self-serve alcohol due to insurance and liability. You also need to have day-of-insurance that includes alcohol, listing HeartStone Ranch as additional insured. See Planning Packet for additional information.
You may have liquor at your event as long as you hire a professional caterer with licensed and insured bar staff to serve it.
The luxury restroom trailer has 10 toilets, 5 for ladies and 3 urinals plus 2 stalls for the men. No additional needed.
The lighting is included for the dance floor and a reception area on the upper lawn terrace for up to 200 guests depending on table layout. With increased guest number you would need to use the lower lawn and add additional lighting by our vendor Spark Creative.  They could provide a quote for you. We also include valet lighting, caterer lighting, west patio lighting and outside restroom trailer lighting. We have landscape lighting, exterior home lighting and lights in the pergolas. Really lovely!  No need for additional lighting unless you choose to add uplighting, etc.
We do require Valet services in order to accommodate a number of guests over 50. We can park about 100 cars on site and if you anticipate more vehicles then we recommend a hiring a shuttle service to drive from local hotels to accommodate your guests. If you anticipate heavy drinking shuttles are a very good protection for them and you as hosts. We limit the size of shuttles on the property to small and medium, we can not accommodate large tour buses. Under 50 guests you need to just hire a parking monitor from our designated Valet Service.
Additional security depends on the number of guests, children invited and whether hard alcohol is being served and when. Any alcohol prior to the ceremony is a red flag for us. HeartStone Ranch site manager is on site from vendor arrival to 12 midnight.
We will allow small live bands only with pre-approval. Before booking, if a live band is on your must-have-list, provide band name, and we will determine if it is appropriate for our Outdoor Venue. Due to the estate location and outdoor event limited by county noise codes and in consideration of our neighbors, we will not approve any bands with Brass instruments or Mariachi Bands.

Timeline

The packages include 8 hrs of guest time, usually 2-10pm. Most ceremonies start at 4pm so 2-4pm allows dressing and pre-wedding photos. The event is over at 10pm at which time music must be off and guests leaving.
Music curfew is 10 pm and the event is considered over at that time with guests leaving and gone within a reasonable time with valet services. Clean up must be completed by 12 midnight with all vendors gone and lights out.
Your caterer is responsible all rental delivery, set up and tear down of all your rentals, tables, chairs, heaters, umbrellas, etc. You either pay the rental company or caterer for set up and break down, it is your choice.  All Vintage Collection inventory is set up and removed by HeartStone Ranch staff at no charge. We only have 1 wedding per weekend so the deliveries Friday and pick ups Monday are ok, however Saturday is usually scheduled for delivery and Set up.  Delivery time upon approval. You can begin set up about 6 hours before the wedding invitation time. Additional time can be approved.

Tours

Email to schedule a tour. Tours generally take about 45 minutes.

Vacation Rental

Please ask about our special and seasonal pricing.  We can accommodate 15 guests in the house. VRBO’s with scheduled events have a 2-night minimum, however just Vacation Rentals have a 3-night minimum. The link is at the top under Vacation Rental for information.
There is a Best Western, Holiday Inn Express and a Motel 6 in Carpinteria only minutes away and very convenient. Other hotels in Montecito and Santa Barbara as well as Vacation rentals on VRBO. I recommend reserving rooms at different price points and letting your guests decide which one meets their needs.
I would be happy to answer additional questions if you would like to set up a tour of the Ranch.