Helpful Event Planning Info for Canopy Creek Farm

We realize planning your wedding or special event comes with many questions and decisions to make. Canopy Creek Farm and our staff are honored to help you throughout your planning process.  

Feel free to call us at 937-602-5867 or send a quick email to info@canopycreekfarm.com.  We will help you in any way we can. In the meantime, these are the questions that frequently come up when event planning.

Don’t forget that you can also view sample floor plans, learn more about the property, and see photos from events at Canopy Creek Farm on our Pinterest page. It’s also a great place to get decor and design inspiration for your wedding or special event.

How can I schedule a tour of Canopy Creek Farm?

We would love to schedule a tour to show you the farm. Feel free to call us at 937-602-5867 or email us at info@canopycreekfarm.com to schedule a time.

Does the Reception Barn have A/C or heat?

Yes, the Barn is heated and air-conditioned for comfortable year-round event use.

Is the facility handicapped accessible?

Yes, we are handicapped accessible. Your guests can be dropped off at the front door. Handicapped parking is next to the Reception Barn with level concrete access. The restrooms are handicapped-accessible. Finally, we provide transportation to and from an outdoor ceremony for the handicapped and the elderly.

What is the barn capacity and do you provide tables and chairs?

The Reception Barn seating capacity is 250 guests. We also provide chairs, whisky barrels, a custom-built bar and large cooler, and an assortment of round, bistro, and rectangular tables. After you book your event with Canopy Creek Farm, you’ll be given access to our Planning Library which will have a full listing of all the bonus rental items and their quantities that are included with your rental.

Do you provide a wedding coordinator?

Yes, included in your wedding rental you will receive 15 hours with a professional wedding coordinator. Specifically, a one-hour planning meeting a month before your wedding and a one-hour rehearsal during the week prior to your wedding. Finally, you will receive 13 hours of coordinating services on the day of your wedding. A wedding rental is for 16 hours, from 9 am to 1 am with the reception ending at midnight.

Will someone from your staff oversee our non-wedding event?

Yes, your Canopy Creek Farm coordinator will be on hand during your contracted hours. They are there to adjust the air and lighting, and aid in any issues that may arise to help make your event special.

Do you hold dates?

Unfortunately, we cannot hold dates. Our calendar fills quickly and the only way to secure your date is with a signed contract and booking payment.

What is the payment schedule?

To make budgeting easier, we have broken up our booking fee into three payments. $1,500 - Due upon rental of the facility, 50% of Total Rental Fee - Due 8 months prior to the event date, and $500 Security Deposit and Remaining Fee - Due 60 days prior to the event date.

Can the security deposit be included in the final payment?

No, a $500 security deposit is used in case of damages. For instance, if there is damage to the property or excessive cleanup, then we would deduct the damages and costs from the security deposit.

Naturally, if the security deposit does not need to be held for damages, it will be returned to you within two weeks of your event.

Am I allowed to cater my own event or must I use your preferred caterers?

Yes, after years of working with caterers we can recommend those who do an excellent job with service, presentation, and quality of food. Nevertheless, you may also select caterers and vendors of your choice that best fits your needs, or you can bring your own food. After you book with Canopy Creek Farm, you will be given a password to access our Planning Library. Here we have a complete list of our suggested caterers, bartending services, and bakeries, but again, you may select whatever vendors you wish.

If we decide to provide our own food, do you have a full kitchen?

Canopy Creek Farm has a prep kitchen meaning there is no way for you to actually cook food on-site. Included with the prep kitchen is a large commercial refrigerator, commercial sink, plenty of electrical outlets and counter space.

Is alcohol allowed and can we have a cash bar?

You are welcome to have alcohol at your event; however, you must have a bartender to serve it. Cash bars are not permitted because the license under which Canopy Creek Farm operates does not permit it. You may purchase the alcohol and bartender from your caterer or provide your own.

Must we have a professional licensed bartender?

You are not required to have a professional licensed company. In our Planning Library, we have a list of recommended bartenders. Your caterer can also provide bartenders to serve your alcohol. We do recommend 1 bartender for every 50 guests.

We know that we can provide our own alcohol as long as it is served by a bartender or caterer, but do we have to bring our own ice?

Yes, you (or your caterer/bartender) do have to bring your own ice for drinks. We have a deep freezer for you to store the ice, but you will need to plan for bringing ice. The deep freezer holds approximately 7 bags and most people bring an additional cooler filled with ice.

Does my caterer handle table linen orders and setup?

Table linens can come from a rental company or some caterers offer them as part of their services. If your caterer is providing table linens, ask if you can get them ahead of time for set up. Typically, the caterer arrives closer to the event starting time but linens are needed for setup at 9 am.

We might want to have a food truck provide a late-night snack. Is that possible?

Yes, our convenient circular driveway allows food trucks or mobile photo booths to get very close to the main front door or have close access to the patio. We do have outdoor electric, but encourage food trucks to have their own generator (just to be safe!).

What wedding ceremony locations are available?

One of the many benefits of Canopy Creek Farm is how many beautiful ceremony locations we have available. Couples can get married by the pond, wooded creek area, on the patio, or inside the reception barn.

What happens if it rains?

If it rains and you have planned on an outdoor ceremony or activities, you will make use of the indoor Reception Barn that you have rented. You may also move activities to the patio area of the barn or plan ahead to rent a tent. Rain or shine Canopy Creek Farm will do our very best to help make your special event wonderful!

How do Wedding Rehearsals work?

Rehearsals- Scheduled at planning meeting 30 days prior to your wedding date, typically on Thursday evenings due to Friday events. Rehearsals take approximately 1 hour and are run by your CCF Coordinator. Participants include officiant, bridal party, any close family walking down the aisle. We do not recommend having more people than those walking down the aisle (like wedding party dates). This adds a lot of distractions and often makes the rehearsal harder to manage. DJ does not participate (if worried about music timing we can run songs off of a phone or small blue tooth speaker).

Who sets up our outdoor ceremony?

You must rent chairs for all outdoor ceremony locations and that rental company must set up and tear down those chairs (or client must set up and tear down). Your CCF Coordinator does not move chairs, arches, furniture, etc. The rental and decor companies in our Planning Library can assist you with your ceremony decor and chairs.

Can we have food in the Dressing Rooms?

Yes, we highly recommend that you plan on food for the wedding day while getting ready (breakfast, lunch, drinks, and water). The wedding day is long and having food and snacks (especially for kids) is encouraged.

Can we leave things from our vendors to be picked up later?

You may leave certain items to be picked up by your vendors. But, ONLY if prearranged by your Canopy Creek Farm Coordinator. We can go over these details and schedule pick-up times during your floor plan meeting. This meeting will take place about four weeks prior to your event.

Can we leave cars overnight?

Yes, you can leave cars overnight; however, Canopy Creek Farm is not responsible for the security of the cars. In addition, we ask for cars to be retrieved by 11:00 am the next morning.

Are there hotels with shuttle service close to Canopy Creek Farm?

Canopy Creek is just minutes from I-75, I-675, Austin Landing, The Dayton Mall, and downtown Miamisburg. Just minutes away you will find a wide variety of new hotels with free shuttle service at Austin landing. We have links to all of these hotels in our Planning Library along with spas, salons, golfing, entertainment, and nightlife all conveniently located close to Canopy Creek Farm. You get the best of both worlds with us…wide open country living close to all the amenities of the city.

Can we use candles?

Of course, we are always going to encourage you or your decorators to use LED candles, but they are not required. However, we do require an open flame like a candle is enclosed in a glass or metal container like glass candle holders or lanterns. Your CCF Coordinator will light or turn on battery-operated candles. Make sure to use fresh batteries or check the burn time of votives (10-12hr ideal).

If we want to rent a tent of inflatables, is this allowed?

Yes, providing you schedule this with your Canopy Creek Farm Coordinator. If you rent a tent, you will be required to rent all tables and chairs to be placed under it, as ours are not to be used on the lawn. Inflatables and other party equipment are permitted providing they will do no damage to the lawn.

Canopy Creek Farm has so much to offer. Be sure to tour all of our event spaces and property to see why we’re Dayton’s original country chic venue!