Frequently Asked Questions
1. What type of events can be held at the HayLoft?
The HayLoft is a destination venue that can support many events from ceremonies, wedding receptions, anniversary parties, showers (bridal & baby), corporate events, fundraisers, and so much more.
2. Where are you located?
Our street address is 11736 Big Tree Road (Route 20A), East Aurora, NY 14052. We are physically located in the Town of Wales – 5 miles east of East Aurora.
3. Do you offer planning or coordination services?
We sure do. Come take a seat in our inspiration boutique and share with us your ideas. We can help you bring them to life. Our “day of” or “full service” coordination will help your event run smooth so you may sit back and enjoy your fun filled day.
4. Do you have heat or air conditioning in the barn?
We have both. On those hot/humid days we have the air conditioning in the Cellar. For those nice days we keep the large barn doors open for a cool cross breeze. We also have a HUGE 18’ ceiling fan along with (4) wall mounted oscillating fans and exhaust fans to push the warm air out of the barn. There are propane heaters on both levels to keep you warm and cozy on a cool fall day.
5. Do you have caterers that we can use?
We have multiple exclusive caterers who do a great job here. These caterers have a wide range of price points and can customize your food & beverage to be just the way you want it.
6. Can there be alcohol at my event?
Yes- we have one exclusive bar service that offers a variety of packages to handle all beverage needs at the HayLoft.
7. Do you have restrooms?
Yes. We have upscale executive restroom trailers that are situated just outside the barn. They have air conditioning/heat, porcelain flushing toilets, running water, electricity, and stainless-steel sinks with solid surface countertops. These restrooms are included in your pricing. Our guests love them – and yes, they are VERY clean. For photos and more details go to www.rent-a-restroom.com.
8. Will someone be on site to clean and maintain the restrooms?
A restroom attendant will be on site during your entire event. During that time they will ensure that the restrooms are clean, paper products are full and trash receptacles emptied.
9. What event activities do you offer?
Our favorite activity is the hay wagon ride. This ride takes you and your guests around the many acres of the property. Sit back, relax and enjoy the ride. There is a horse shoe pit and cornhole games that are lots of fun, but you can certainly bring your own yard games too. The more games to enjoy…the more fun for your guests.
10. What should I wear to a HayLoft wedding?
Weddings styles vary from jeans to tuxes these days, so check with your bride & groom for their desired dress code! A note from the pros though- we are primarily an outdoor venue, with an almost 200 year old barn for you to explore, so make sure you wear safe shoes! We don't recommend stilettos or shoes that are difficult to walk in on gravel, grass, etc. Wedges and flats work best for the ladies, so no one turns an ankle.
It's a great idea to bring a sweater or jacket in spring and fall as the evenings can get chilly, but we promise we'll keep the inside of the barn nice and warm.
11. Do we need to sign a contract?
Yes. A Barn Rental Agreement (contract). We will send that to you as soon as we receive your Rental Fee Deposit.
12. Do I have to provide any insurance coverage for the event?
Yes. You will need to provide special event insurance for the entire period you and your guests will be on HayLoft premises. Proof of insurance will be required 90 calendar days before your event. Ask the HayLoft for the special event insurance details (www.theeventhelper.com). It is easy, we have a link set up with them that you can use.
13. What is your reservation and cancellation policy?
A Rental Fee Deposit of $500 is due at the time of booking your event. Upon your verbal or written request, HayLoft will “hold the date” for ten (10) calendar days. The HayLoft will send the Barn Agreement for you to sign/date and provide a non-refundable 50% rental facility deposit within ten (10) calendar days from your receipt of the Barn Agreement. Prices are subject to change until the signed Barn Agreement is accepted by HayLoft.
If HayLoft has not received the 50% rental facility deposit and the signed Barn Agreement within ten (10) calendar days, the hold will be released and the $500 Rental Fee Deposit will be non-refundable.
The balance is due and payable in full 90 days prior to the Event. Cancellations are non-refundable.
14. What forms of payment do you accept?
We accept Cash, check or Venmo.
FYI: The HayLoft is a non-smoking venue except in areas specially designated for smoking. We ask that you kindly respect the venue’s policy.
If you have a question not covered, send us an email and we’ll reply ASAP.
Thank you for considering HayLoft in the Grove for your special event. Call us today for more information at (716) 714-5784 or send us a message at firstname.lastname@example.org.