Frequently Asked Questions

Where are you located? 

Ash & Oak is located at 100 North just west of Dan Jones and East of 267 or Avon Ave. Our physical address is 7424 East County Road 100 North Avon, IN 46123

What is your max capacity? 

The maximum guests our Wedding Barn can accommodate is 225 with tables.  There is a potential for additional seating with a tent or an amended seating plan. We would say the sweet spot for us is around 150 people plus or minus 30 people.  We’ve found the post COVID trend of a bit smaller receptions, with trimmed down guest lists to be not only ideal for the space, but also a welcome stress relief to the bride and groom.  The cost savings to a couple are tremendous and yet the most important benefit is being able to enjoy a good part of their reception instead of spending all evening greeting people that want to catch up on the last 10 years.

How many tables and chairs do you have? 

We have 22 Round (6 foot) tables you can use at no extra cost plus several rectangular tables.   Each round can seat up to 10 people.  Standard seating is 8  

Does the venue have air conditioning and heat? 

Yes we do and are able to maintain a comfortable temperature in any climate.  The air conditioning systems are turned off when the big barn doors are open so keep that in mind as the inside temperature will equalize to the outside temperature within about 5 to 10 minutes

For the Ceremony, are there indoor and outdoor options? 

If there is weather, can we decide closer to date on the use of indoor? Yes, we do have an inside ceremony option. If weather may play a factor, we do have the option to decide at the rehearsal if we need to move the ceremony inside. We’ll also allow you to make the decision up until ceremony time if there’s a good possibility the weather could clear up.

Can I bring in my own food? 

Due to Health and Safety guidelines, we require a licensed catering company or restaurant for your primary food offering, however, you may pick a vendor from our preferred vendor list or any other vendor that qualifies. See our preferred list HERE

Will there be another wedding the same day? 

No, your wedding will be the only wedding held that day.  We may have a visitor or two when the main barn opens, but once your exclusive hours start, only your party is allowed on property.

What time do your facilities open? 

The bridal cottage opens at 8:00am and closes at 9:30pm, the Bachelor Pad and Main Barn open at 10:00am.  The Bachelor Pad will close at 9:30pm. The main barn will close at the end of your event.

How many exclusive hours do we get? 

Weekend weddings have 10 exclusive hours, usually 12:30pm to 10:30pm while weekday weddings have 8 exclusive hours, usually 1:00pm to 9:00pm.  You are always welcome to show up when the venue opens regardless of your exclusive hours.

Can I do my rehearsal dinner at the barn? 

We currently do not offer rehearsal dinners at the Barn but if you look at our resource page we have several local restaurants that would be perfect for your evening.  You do get a 1 hour rehearsal time slot.

Are candles allowed? 

Per the fire code, all open flamed candles must be have glass casing and be pre-approved. We also have numerous battery operated candles for use at no cost.

Where do people park? 

Parking is at the front of the property around the U shaped drive on both sides.  For larger weddings there will be a parking attendant helping to park cars in rows inside the main lawn upfront as well.  Golf cart service will be available to bring people to the main barn if they choose.

How do you handle parking for handicapped, disabled or elderly? 

Cars with people in need may pull past the parking sign and on up to the main barn to make a drop off before parking in the main lot.  You may designate a few spots to park near the small barn if you prefer, but keep in mind your setting for photography and where the wedding is held on property.  This option is best for indoor weddings.

Can we bring in our own decorations? 

Yes, your party will be responsible for placing them and removing them at the end of the event.  Any items left will be considered a donation to our decor stock for future brides.

Can we use our own wedding coordinator? 

Yes, we highly recommend hiring a wedding coordinator or planner if you want a more “hands off” experience and a professional in charge of  your wedding day to ensure everything goes smoothly.  A family member or friend can also be in this role if they are up for the task!

Who’s in charge on my wedding day? 

We will ask you to designate one person as your “in charge” person.  That could be a wedding planner, family member, you or other.  This person will have the authority to make last minute changes and decisions that affect items such as your decor and  timeline.  It’s important to make this designation so our staff understands who has authority to make decisions as well as who DOES NOT have authority. 

Additionally your photographer will manage your timeline before the wedding as they keep a “shoot list” of who, where and when pictures are occurring before the wedding starts.  After the wedding your DJ/Master of Ceremonies will take over managing your timeline for the evening.  Ash & Oak will provide you with template resources to help you plan out your timelines as you work with your vendors. Our staff will be available to help, but we are not in charge.  

Do you provide an option for “in house” wedding coordinating? 

We partner with several preferred vendors to provide you with options for a coordinator or wedding planner. Our venue coordinators are available to answer questions, be a resource and help make sure everything goes smooth as it relates to the venue.  They will assist in getting everyone down the aisle if requested.  They will generally defer to your planner, coordinator or the person designated to be your “in charge” individual as the person responsible for good outcomes.

What does the venue coordinator do leading up to the day of my wedding and the day of?

Ash & Oak will send out several resources to help you plan the perfect timeline and walk through your wedding checklist. Our Venue Coordinators are happy to answer questions and sit down with you once or twice to go over all of the details for your special day as it relates to the venue. There will also be staff available on your wedding day to assist you where you need help.  However, the venue coordinator is not a planner. If you would like someone to help do negotiations with vendors, plan your decor, etc we recommend you hire a Wedding Planner.

Are animals allowed on the property? 

Animals are allowed on a limited basis to participate in the ceremony, for pictures or other special moments and will be required to have a handler at all times.  Once the special time is over they are required to be taken off property for liability reasons.

Can I drop off items before my wedding day? 

Generally decor items can be dropped off during your rehearsal.  Otherwise, you may bring them the morning of the wedding or you may speak with our team to make arrangements on a case by case basis.

Can we leave cars overnight? 

Cars are not allowed to be left overnight on a planned basis.  If there is a safety concern for a driver exceptions will be made.

What type of items are allowed for the sendoff? 

Sparklers, bubbles and glow sticks are the most common allowed items.  Please discuss other options with our team.  We do not allow rice, balloon send offs or live petals for ecological and clean up reasons.

How far in advance do you need our final headcount? 

We ask that you have the final headcount 30 days prior to your wedding date. This is to ensure we have the appropriate number of staff, tables, chairs, and linens.

What time does the music need to end? 

The DJ will play the last song at 9pm on weekdays, 10pm on Sundays and 10:30pm on Fridays and Saturdays.

Is a security guard required at the venue?  

Security is not required at our venue.  If you have concerns you may inquire about hiring a security guard.

Do you provide table linens, cups, silverware, ice etc? 

We provide the tables and chairs we currently have on-site. 22 Round (6 foot) white tables plus the rectangle bride and groom table, plus the 225 white chairs inside the barn along with the chairs outside for the ceremony. We take care of set up, tear down and clean up.

Linens are optional.  You may bring in your own, order them directly through a vendor or order them through our business manager. We do also provide a purchase option for drink service that includes cups, ice, tea, water, and lemonade. You can also purchase a drink service through your catering company you choose. The catering company will also provide the silverware and plates.

Do we have to utilize your caterers and bar service?

You may use other catering companies or restaurants not listed on our preferred list.  They will need to be licensed and make sure they provide staff for food replenishment and table bussing.  If they don’t include these items we will charge a small fee based on your party size  to provide this service. Due to our alcohol permit, you are required to use our bar service and licensed bartenders. No alcohol is to be brought in from any guest while on the property, including the suites.

What are the venue coordinator meetings?

You will be contacted about 6 months prior to your wedding date to schedule your first meeting and if you would like to meet again it is generally 2 to 3 months before your wedding. We will go over your checklists, timeline, answer questions and look at decor.  Meetings take between 30 minutes to an hour and will help you to finalize your plans.

What does your checklist and sample timelines look like?

You can find these items on our resource page.

What are the rules with the suites? 

The suites are designed exclusively for your bridal party and immediate family.  Each facility can accommodate up to 14 people.  Once the wedding has started no one should be in either suite except to collect belongings once they are departing from our campus.  There is no smoking in the suites.

Can we bring food and drinks into the suites?

Yes!  You may bring in any food you like for the suites including homemade items, fast food, a deli stray, fresh fruit, etc. Both suites have a refrigerator and counter space for items.  Please bring your favorite non-alcoholic beverages as well.  Due to our liquor license, you can not bring in your own alcohol, but you can order a small bar package for the suites such as a bottle of Champagne or bucket of beers. 

How do the bar packages work?

For the suites you’ll order a set package of drinks in advance and they will be waiting for you in the refrigerator when you arrive!  Your package for the wedding/reception starts and ends the way you set it up with our team.  We give you ultimate flexibility to decide how you want the bar to run.

It can be a cash bar all night, you can set up a prepaid tab and switch to cash when it’s out, you can pay for service for 3 to 5 hours or a mix between hours and then switch to cash bar.  You can even decide what you want to offer that is prepaid versus what is a cash bar such as covering beer and wine only, or beer, wine and well level liquors.