FAQ’s – The Barn at Silver Oaks Estate

We typically dedicate one rehearsal & one wedding per weekend. Occasionally, for a special circumstance, we will open up a Sunday date, where the Monday after is a Holiday. There is a small upcharge for this in order to have our staff work through the night to get the property and barn cleaned and prepped for the next day.

What’s Included?

Just about everything you need is included in one, easy to understand price.

We believe venues should never nickel & dime their clients with extra fees or service charges.

Almost everything else is provided as part of our package like 200 cross-back chairs, 20 farmhouse tables, restrooms, indoor & outdoor bars, dessert tables, décor, draperies, chandeliers, etc.

Does Silver Oaks require a wedding planner?

Yes, Silver Oaks requires a professional wedding planner. Unfortunately, a friend who has planned a wedding in the past does not meet our strict requirements. We have several professionals from which to choose from.
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What is the total cost for leasing Silver Oaks?

Our easy to understand fee for a wedding weekend is as follows;

May through August dates: $12,000 Dollars

September & October dates are $14,000 Dollars

In order to secure your date, a non-refundable, 50% initial payment is required. The remaining balance due will be billed 90 days before the wedding day.

This includes three fully stocked and staffed bars with a great selection of popular beer, wine and spirits each priced at market value.

For other events, such as Galas, Fund Raisers, Proms, Concerts, etc. Please call for pricing. Terms and conditions, prices and other details will be outlined in your contract.

What forms of payment do you accept?

We accept Cash, Checks, all major Credit/Debit Cards and Apple Pay and Venmo.

How long do we have the barn for?

Typically, Fridays are for you to decorate, set up and conduct a rehearsal for the wedding. You can opt for having a rehearsal dinner at the property or at a local restaurant. If you choose the barn for your rehearsal, you are required to have a licensed caterer, per State requirements.

Rehearsal Fridays have a designated time beginning at Noon and ending at 8pm, to allow for adequate set-up time for Saturday’s wedding & reception.

Rehearsal dinners are one of the best events of the weekend. The barn will have already been cleaned and prepped for Saturday’s wedding and reception, therefore, rehearsal dinners are conducted at our gorgeous outdoor reception space so as not to worry about your décor being disrupted or ruined at the last minute prior to the big day. In case of inclement weather, we can hold this event indoors.

A licensed caterer is required for both your rehearsal party and your wedding reception. “Pot-luck” or “do it yourself” meals or “bring your own” alcohol are prohibited by law.

Wedding Saturdays begin as early as 9am. Many bridal parties have their hair and makeup done at the barn.
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Do you do assist with setup & cleaning?

Yes, we have a staff onsite that assists with set-up of tables and chairs, you are not responsible for any clean-up after the wedding. The only items that you are responsible for are the personal items that you bring in with you. All dishes, linens, flatware, glasses, garbage and other related items are the responsibility of the caterer, bar service & rental company, leaving you worry free!
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Do you do winter weddings?

Currently, we are open for events from the first weekend in May through the last weekend in October.
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Is the barn heated?

Yes, we have had a new heating system installed in the barn. It’s not often that we need it however on those chilly, early Spring mornings or brisk Fall evenings, it’s nice to now have a system in place to make us all cozy!

***New*** We have added an evaporative cooler at the barn. This massive a/c unit does a great job of blowing super cooled air into the barn, especially onto the dancefloor, on those hot, summer nights.

We have ample space and a well tested backup plan in place for conducting the ceremony, cocktail hour and reception inside the barn in case of rain. We have much expertise with this situation and our team are happy to assist during inclement weather. Rehearsal Friday can also be done inside the barn adjacent to the catering area.

Another option during bad weather are the rental of tents to cover the Ceremony Arbor, Outdoor Reception Arbor and Bandstand. We have made these rental arrangements for couples in the past and everything was simply beautiful!
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Do you provide catering?

While Gene, is a licensed caterer and the barn is a certified, tier 3 restaurant facility, we are a venue only facility however; we have an outstanding list of preferred professionals that we can recommend to you for all of your needs. Should you decide to choose a caterer from outside our list, please check with us first, in an effort to ensure vendors meet our strict quality control standards.

A licensed, professional caterer is required for both your rehearsal party and your wedding reception. “Pot-luck” or “do it yourself” meals or self-serve alcohol are prohibited by State Statute.
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What do we do if our caterer does not offer table water service or table bussing?

Silver Oaks a la Carte services

These services were established as an adjunct to those responsibilities typically provided by each of your respective vendors. Occasionally, vendors may opt out of certain tasks, when this occurs, Silver Oaks will be there for you with its’ staff to assist you with these items.

Rehearsal Night (*items provided by client)

Set up tables, *dinnerware, *flatware, drinkware, *napkins. Set up buffet tables. Set up *chafing dishes, light *sternos, receive *food from your licensed provider, serve food to guest’s buffet style, bus all tables, post meal, clean up all trash.

$275

Wedding Day/Night

Set up chairs at ceremony arbor (tear down/stacking included)	$100
Catering Area Garbage Disposal	$100
Water Service to Guests before Dinner (initial pour) (per guest)	$2
Bussing all Dinner/Dessert Plates post meal (per guest)	$2
Scrape plates/Re-Stack into racks (per guest)	$2
Décor Breakdown and separation (per guest)	$2
Cake Cutting Service 2 staff (per guest)	$1.5

How many people can fit in the barn?

The Silver Oaks is one of the largest venues in the state with a tremendous capacity for seated and standing guests. The typical wedding is between 150-200 guests. We supply 200 chairs and gorgeous farmhouse tables, should you need more, there are rental companies that have matching furniture. For events with guest counts higher than 200, please let us know in advance so we can make rental arrangements. We can comfortably seat 250.
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Tell me about local lodging.

We have an arrangement with HomeWood Suites, by Hilton as well as others. There is a dedicated account representative that will assist you and your guests with booking your rooms. We have secured discounts that are only available to Silver Oaks bridal parties and their guests. Here is a link for more information: Homewood Suites

We also have a terrific list of AirBNB’s to choose from.
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Do you have an outdoor area for receptions or dancing?

Yes, we have constructed a tremendous, 80ft. long by 40 ft. wide, outdoor reception arbor. This arbor is covered with Edison Bistro lights and is open to the beautiful Maine starlit skies. The standing capacity is over 500 guests and the seated, dinner capacity is ~250.

We have also just added an outdoor bar pavilion adjacent to the lighted reception arbor. It works perfectly for the cocktail hour after the ceremony.
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Do you have an area for a band to set up their equipment and play?

Yes, just adjacent to the outdoor reception arbor is our outdoor bandstand platform. This elevated deck has all of the necessary electrical needs for your band or DJ. Inside the barn there is also ample space and electrical for bands. We also have more than enough room for bands to set up inside the barn.
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Are there any restrictions on music?

While there are no restrictions on indoor or outdoor music volume, The Town of Winthrop enforces an ordinance stating that all amplified music will be turned off at 10pm. This is consistent with most venues in the State of Maine.
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Do you have an outdoor fire-pit area on the property?

Yes, we have two fire-pit areas, (one upstairs and one below), for you and your guests to sit out under the stars and enjoy each other’s company, while in complete view of the outdoor reception arbor and bandstand.
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Do you allow fireworks on the property?

Yes, fireworks are permitted as long as the Town of Winthrop Fireworks Ordinance is followed to the letter of the law: FireWorks Ordinance
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Do you have an outdoor ceremony arbor?

Yes, we have constructed a beautiful, rustic ceremony arbor, complete with an aisle and bench seating enough for ~75 seated guests.
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Do you perform the wedding ceremony?

Yes, we can! If needed, we have a very experienced, Ordained Minister on staff, who would be honored to marry you, just call us to make the appropriate arrangements. There is a $1,000 fee for this service. The fee covers; the coordination and physical implementation of the rehearsal ceremony rehearsal on Friday evening, creating a customized wedding script, conducting the ceremony on Saturday and completing the execution and filing all of the necessary paperwork to the State of Maine. You are, of course, permitted to bring your own officiant.
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What do I do about my marriage license?

Marriage licenses are issued at the town or city level. The couple must visit their town office in person to apply for the marriage license.

If both of you are residents of the state of Maine, you should both apply at the town office where at least one of you is a resident. If you are residents of different Maine towns, you both may apply in one town or the other – you do not need to apply separately in each town.

If one is from out of state, then both of you should apply in the town where one holds residency.

If neither of you is a resident of Maine, then you may apply in any Maine town office. It need not be the same town where you plan to be married.

Your marriage license is valid for 90 days and can only be used within the State of Maine. There is no longer a Waiting Period from the time your marriage license is issued until your wedding can take place. The person performing the ceremony is responsible for filing the marriage certificate with the town office that issued the marriage license.
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Do you have parking on site?

Yes, we have on- site parking for a limited number of cars. You will provide us with a VIP list of 10-12 cars you want to park at the barn, our parking staff will take care of them.

The Barn at Silver Oaks requires shuttle services, on wedding Saturday to and from the venue and the area hotels, friday rehearsal day does not require shuttle services.

We provide an off-site parking area very close to the venue, at Winthrop High School. The address is 1 Rambler Road, Winthrop, Maine 04364. The shuttle busses will provide round trip services for the duration of the event from start to finish. The fee for this type of service is approximately $85per hour. (Most couples will book for 10 hours).
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Do you allow dogs on the property?

Yes, we allow for our couple’s to bring their dog, not your guests though. Just be sure that someone is assigned to clean up duties so that nobody steps in any surprises! Once the reception has begun, we ask that someone shuttles your fur baby back to your room or wherever you’re staying.
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Do you provide tables and chairs?

Yes, we provide 200 of the most desired “Cross-back” Chairs as well as 20 rustic “Farmhouse” Tables for serving 200 guests. The farmhouse tables are 10 feet long and 40 inches wide. Each table will comfortably seat 8-10 guests.

We also provide, at no extra charge, 15 Hi-Top Cocktail tables, 5 large, round tables and 5 large rectangular tables for specialty needs. These will need rental linens. The hi-tops need linens 120 inches, round.

Ceremony Arbor Dimensions for Florals:

7 1/2 wide by 5 1/2 deep by 12 ft high

Our Farmhouse tables are 10 feet long by 40 inches wide.

Our cross back chairs are for events held within the barn only. Should you require chairs for outdoor events, you will need to rent from one of our preferred providers. (Rental chairs and tables must match what we offer you in an effort to protect our image to the public) All rental companies offer exact duplicates.
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Are we permitted to use our own caterers & other vendors?

Yes, If you are interested in using a catering company not on our preferred vendor list, please let us know in advance so we can share with you our vetted list of superior vendors.

Silver Oaks is the exclusive, licensed provider of all alcohol and bartending services.

The reason we recommend certain vendors is because along with experience comes excellence. These vendors have proven to be trustworthy, experienced and have met our high standards of excellence and quality.
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Do you require any security deposits prior to the wedding?

You will need to place a fully refundable $1,000 damage deposit. This will be provided 90 days before the wedding date and will be returned promptly after the wedding after a successful walk-through of the facility.

You will need event insurance that may be obtained by EventHelper, or a provider of your choice. (When asked, choose Yes, for Retail Alcohol coverage and Yes, to Waiver of Subrogation) These 2 coverages are mandatory. Please add The Barn at Silver Oaks as an additional insured entity. (The cost for a standard 175 person wedding is around $300) For those having alcohol for their rehearsal party, please add Friday evening to your coverage.
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Are there restrooms at the barn?

Yes, we have a separate/dedicated air conditioned & heated restroom facility for your use with 12 toilets and urinals which means no waiting. This restroom facility is ADA compliant.

Are there catering facilities at the barn?

We provide a large, dedicated catering, prep area with stainless steel tables, 4 commercial sinks, a commercial refrigerator & microwave oven.

Caterers normally lease a full set of commercial kitchen appliances from a local rental agency.

Do you have an area at the barn that the bridal party can get prepared before the wedding ceremony?

Yes, we have a beautiful bridal suite inside the barn. This boudoir has 3 private dressing rooms, 4 vanities, a seating area with comfortable furnishings. A cozy place to sip mimosa’s with your bridal party, mothers, grandmothers, etc. before the wedding ceremony.
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What do I do about Bar service?

Full Bar services, such as Bartenders, 3 fully stocked bars with Beer, Wine , Liquor, Mixes, Ice, Drinkware and absolutely everything needed for an exceptional bar experience, is included with your venue fee. Rehearsal Friday bar services are also included. The costs of the drinks are at market prices and not included in the venue rental fee.

The Barn at Silver Oaks Estate is fully licensed for alcohol service by The State of Maine. We are the exclusive provider of all beer, wine and spirits during all events. We have a strict adherence to the no liquor in or out rule.

Within the barn, there is a gorgeous, “Restaurant Quality” bar.

In the courtyard we have a fully stocked bar for your welcome reception.

On the lower lawn, we also have a beautiful, covered bar pavilion, with a fully stocked bar, with beer, wine and spirits adjacent to the outdoor reception arbor for cocktail hours.

Silver Oaks will take care of all your bar needs we have you covered with our in- house bar services.

All “open bar” and open bar services are subject to a mandatory 18% gratuity.

There are many high end spirits and wines available at market prices. Drink prices are set at market prices and subject to change without notice due to inflation, supply chain issues and other matters out of our control.

You do not need to provide any items related to bar service at all. We make it as easy a possible to plan your event. Can you imagine having to provide 800 pounds of ice?

Do it yourself and or BYOB liquor is strictly prohibited by law. (Kind of like walking into a restaurant with your own alcohol) Anyone bringing in “NIPS” will be asked to dispose of them or leave the premises as this is a flagrant breach of Maine State Law.
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Can we use the farmhouse tables and barn chairs on the lower lawn?

Unfortunately, our farmhouse tables and crossback chairs are made of wood and the wet lawn areas will soak into the fibers and cause swelling and cracking. We have 6ft. folding tables that you can utilize at no cost, linens will, however be required for these tables.
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What do I do about dishes, glasses and flatware?

Dishes, linens flatware and glasses can be rented by several rental agencies listed on our preferred vendors tab. The price per place setting ranges from $7-$8 dollars per setting. A place setting typically includes, A Charger, Dinner, bread and dessert plates, flatware, linen napkins, wine & water glasses.
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Who takes care of bussing the tables after the cocktail hour and dinner services?

Your caterers are ultimately responsible for the bussing of all tables. On the rare chance that your caterer does not provide bussing services, we can offer this service for $2 per guest and $3 per guest for weddings over 130 people.
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Who is responsible for watering our guest tables during dinner service?

Your caterers are typically responsible for providing water service to the tables. On the rare chance that your caterer does not provide this service, we can offer this service for $2 per guest for an initial pour.
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Does the barn have a fire suppression, (sprinkler) system?

There is nothing more important than the safety of our guests. It is for that reason that The Barn at Silver Oaks Estate is fully compliant with all Maine Fire Standards. We have a state of the art fire suppression sprinkler system, code compliant exit doors, with panic hardware, full exit lighting and fire extinguishers in case of any emergency. Every barn venue in Maine needs to be compliant with these standards or risk having their venue fined and or closed down. This could perhaps be the single most important question to ask your venue. Without a fire sprinkler system, you run the risk of having an investigator from the Fire Marshall’s office show up on the day of your wedding and ask everyone to leave.
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What is the procedure for securing my future wedding date?

In order to lock-in your future wedding date, a non refundable date retainer is required. This retainer is 50% of your venue fee. The remaining balance will be due 90 days before your wedding date.

Once you are ready to book a date, we will send an agreement and invoice. You can choose to pay via all major credit cards, cash, check or Cryptocurrency.
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What is your refund policy?

The retainer for securing your future event date is fully refundable for a period of 3 days after booking. If you cancel your wedding for any reason after this grace period, all payments are non refundable.

We block the date off of our website calendar immediately upon booking, making the date unavailable for other interested couples.

If you are eligible for a refund of your initial payment, 3 day grace period, any service fees from credit card companies will be deducted from the total refund due. (Usually less than $350)
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Can we come back on Sunday for a Brunch or just to pickup our things?

After a huge party like a wedding, the grounds and the barn will need to be cleaned, straightened, re-stocked and made right. We take Sunday’s off as a family. We are here bright and early on Monday, you and your rental partners are free to come to pick-up items at this time.

Should you decide to have a Beautiful Sunday Brunch, there is an $800 per hour charge, with a 4 hour minimum. This allows us to hire staff to work through the night to prepare the property for the next day. Bar service will be included with this fee. We can assist you with finding a Brunch Caterer that will make your day more than memorable.

Does Silver Oaks do other events like Anniversaries or Celebrations of Life?

Yes, we do. These are typically held during the week or on Sundays. there is an $800 per hour charge, with a 4 hour minimum, on Sundays and a 3 hour minimum during the week. Bar service will be included with this fee.
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Photography Credit: Olivia Copelyn Photography