Venue POC: Kelly Regan

Address: 15 Birddog Rd, White Salmon WA 98672

Phone number: 541.371.2276

Email: magic@atinroofbarn.com

Website: Tin Roof Barn

Venue access (12pm-10:30pm, 11pm for vendors):

Clients and vendors will have access to the venue beginning at 12pm on the day of the event for setup. Storage units are available the night before your wedding (items can be dropped off at your convenience - bring your own combo or key lock). Refrigerated storage is available for a $75 fee.

Getting here:

If driving from Portland on I84, there is a $3.50 cash toll bridge to cross from Hood River, OR into WA and back. If you wish to avoid the toll, take Hwy 14 from Vancouver (it may take up to 15-20 minutes longer due to slower traffic on Hwy 14). The venue is located 1 mile north of the town of Husum at the intersection of Hwy 141 and Birddog Rd.

15 Birddog Rd., White Salmon, WA 98672

Arrival is no earlier than 12pm on the day of the event. For loading/unloading, you may utilize the loading area at the northwest side of the barn. To access, drive west past the guest house and immediately turn right on the dirt road. All vehicles must be removed from the loading area by 2pm with the exception of catering. I repeat, ALL VEHICLES MUST BE REMOVED BY 2PM!! I’m a stickler for this because I don’t want somebody’s Subaru in the background of the couple’s beautiful wedding photos of the venue.

No parking in the roundabout or in front of the guest house - this is a fire lane. Additionally, no parking in the loading/unloading area by the barn. All vendors must park in the field parking area in front of the guest house.

The Restroom Building is located behind the barn. There is no separate restroom for vendors, so please help us keep it clean for the guests.

There is very limited storage space at this venue - plan on keeping all boxes and unused items in your vehicle until needed when you are departing. Please lock valuables in your vehicle. Please utilize the Catering Patio and shed as well as the space behind the Mens restroom if you need to keep items onsite or create a bussing station.

This is a generic timeline template which will be used by the Lead Coordinator to create a Custom Wedding Timeline for the wedding day. All vendors should receive the Custom Timeline from the Coordinator prior to the wedding day.

• 12pm Wedding Party, Event Team, and Vendors may arrive at the venue. Certain vendors may receive permission from TRB for early arrival.

• 3pm Earliest guest arrival

• >4pm Wedding Party and Event Team will have all personal items, food, beverage, and trash removed from the Bridal Suite and Groom’s Room by 4pm and transported to a vehicle or the Groom's Room storage area

• 4pm Ceremony begins

• 6:30pm Live music and Cocktail Hour/Signature Drink Service concludes

• 9:30pm Alcohol service (last call) will be at 9:30pm or earlier per the Caterer and Bartender's discretion

• 10pm The reception ends, including amplified music and alcohol consumption

• >10:30pm A 30 minute period from 10-10:30pm will be used for Event Team cleanup and guest departure. Wedding Party and Event Team will remove all personal items, food, beverage, and trash removed from the Groom’s Room Storage Area during this time.

• 10:30pm All wedding guests and vehicles will have departed

• 11pm All vendors and vehicles will have departed

• 11pm (or last vendor departure) Lead Coordinator departs

Desserts can be displayed on the table with a wine barrel base located next to the bar. Tin Roof Barn does not include cake stands, serving ware, cake cutting knives, or other dessert display items. If needed, these can be rented through Magpie’s Nest.

There are two options for moving a tall cake (and/or desserts) into the barn. There are also two rolling carts in the barn that may be used for transporting your items.

1) Park in the roundabout for offload and walk from the roundabout to the front of the barn. The dessert table will be inside just past the right entry door. The sidewalks are textured, so this may be the bumpier option if you’re using one of our carts.

2) Park in back of the barn and use the rear entrance. The dessert table will be towards the front of the barn on your left. For this option you will have to take a somewhat bumpy dirt road that is located in front of the Bridal Suite. Just drive slowly and it shouldn’t be a problem.

If not setting out cake/desserts immediately, they can be stored in the refrigerators located in the Catering Room. Check with catering though, as they may need the space as well.

Remove any extraneous trash that you bring to the venue prior to your departure. We do not dispose of your boxes, wrapping, recycling, etc.

We recommend providing small “to-go” dessert boxes so that guests may take leftover cake and goodies with them on departure.

Coordinators and Planners are responsible for all aspects of vendor management, the Wedding Day Timeline, and any details associated with the operation of the wedding. The Lead Coordinator will be onsite no earlier than 11am and no later than 11pm (unless TRB has been notified). TRB venue staff will not be onsite after 12pm.

Please send the timeline along with final number of dining chairs and dining tables to magic@atinroofbarn.com, no later than 3 days prior to the event.

Per the venue contract, we require the Client to purchase a minimum package for “Day-Of” coordination services. Additional hours or duties may need to be added to your standard “Day-Of” contract in order to meet the venue requirements. The Lead Coordinator must be onsite from first vendor arrival to final vendor departure.

This generic timeline should be the template you use to construct the Client’s customized Wedding Timeline. Coordinators do not have to be onsite when the Client arrives at the venue.

• 12pm - Wedding Party/family and Vendors may arrive at the venue. Certain vendors may receive permission from TRB for early arrival; make sure you are aware of when they are arriving and contact Kelly about whether or not you need to be onsite.

• 3pm - Guest arrival will be no earlier than 3pm

• Prior to 4pm - Wedding Party and Event Team will have all personal items, food, beverage, and trash removed from the Dressing Quarters by 4pm and transported to a vehicle or the Mt Adams Room storage area

• 4pm - Ceremony begins (typically)

• 6-6:30pm - Live music and Cocktail Hour concludes

• 9:30pm - Alcohol service (last call) will be at 9:30pm or earlier per the Caterer and Bartender's discretion

• 10pm - Reception ends, amplified music off - NO EXCEPTIONS

• 10-10:30pm - grace period for family/friends cleanup and guest departure

Wedding Party and Event Team will have all personal items, food, beverage, and trash removed from the Mt Adams Room storage area by this time.

• 10:30pm - All wedding guests and vehicles will have departed

• 11pm - All vendors and vehicles will have departed

• <11pm or last vendor departure; Coordinator departs; venue closes

Reception Tables & Chairs: TRB Staff will add or remove dining tables and chairs in the barn per the number given to us by the coordinator 3 days prior. They will not be set in the custom layout that the client requests, so you will need to move them to fit the layout.

PLEASE NOTE: Due to issues in previous seasons, we will no longer accommodate corrected table and chair numbers given to us on the day-of. The coordination team will be responsible for adding or subtracting tables and chairs if the number changes and Kelly is not notified prior to the day-of.

Ceremony Chairs: TRB staff does not set up the ceremony chairs - the coordination team or catering team will be responsible for moving them in/out of the ceremony patio or pavilion. The ceremony chairs are stored in the gray sheds behind the restroom building.

Tabletop Setup: Coordination or catering team is responsible for all tabletop setup and breadown.

Please review the Catering section for policies.

Hot Items for Catering (that they may need reminding of):

• do not leave catering room/bar doors propped open during reception hours - they may be propped open for setup and breakdown only

• do not stack ice on the landscaped areas - it may be stacked and dumped on the gravel path next to the restroom

• all dishware rentals MUST be scraped and rinsed prior to being left in the catering patio unless being picked up or taken away that night. NO OVERNIGHT DISHES that have food on them shall be left onsite (we will have rodents, raccoons, and insects by morning). Can’t stress this enough!

• ensure the Catering Team removes all food and beverage trash from the venue, including trash bags from the 3 wine barrel trash cans (1 in the barn near the dessert table, 1 in the courtyard near the fire pit, and 1 in the Pavilion, typically near the bar)

• all tables must be wiped down prior to putting the chairs up

• the barn and catering room must be swept

• all wet areas on the floor must be mopped

Rental companies may drop off items in the morning on the day-of and pick up the next day, prior to 12pm unless a later time has been granted by Kelly.

Furniture must be moved to the Pavilion to avoid rain/dew/sprinkler/sun damage. DO NOT leave furniture or decor in the Barn Courtyard as it will sustain water damage from the sprinklers.

Hot Items for Florists:

• no processing/trimming/arranging in the barn; they can set up a table in the catering patio to complete the centerpieces or arrangements.

• floral breakdown needs to be contracted through the Coordination Team or Florist

• TRB does not include floral disposal; all arrangements and installments must be removed from the venue by close

The Coordination Team is typically responsible for breaking down/packing up the tabletop (ie, all table decor, florals, votives, greenery, etc) for the Event Team (family and friends) to remove from the venue. The Coordination Team is responsible for ensuring all personal decor and florals are removed from the venue by checkout. Rentals should be set in the catering patio next to the Restroom Building. Please do not block the shed doors.

Prior to your departure: please use the TRB Coordinator’s Checklist as a guideline to ensure all cleanup has been completed.

The weather in the PNW is never certain. Please always have a Plan B for each Client regarding their ceremony location and cocktail hour. If you and the Client move forward with a Plan B, please email all vendors, including TRB, and keep us up to date on changes.

In the event of a fire or health related emergency, immediately dial 9-1-1.

There is a list of emergency contacts and a Quick Action checklist in the Catering Room.

Power outages are not common but have occurred during storms. If the power goes out, immediately lock the restroom doors and notify the caterers that they cannot use the sink. If the power goes out and has not been restored within 20 minutes, the venue will close as it is illegal to remain open without water service.

If you encounter a disruptive guest, try to smooth over the situation but always err on the side of safety. Do not put yourself in harms way to protect the venue or guests.

If you feel threatened or that you or other people are in danger, do not engage and call 9-1-1 or the county Sheriff’s office immediately. Then communicate with Kelly or property owners.

If a guest or vendor has caused damage to the venue, please immediately notify Kelly.

Microphones and outdoor speakers/ equipment are not provided. We recommend arriving at least 1-hour prior to guest arrival for sound check (or as requested by the coordinator or client). Reception music must be off by 10pm.

Additional speakers are not allowed in the barn at any time, including booth monitor speakers or subwoofers. Outdoor electrical outlets are located in the barn, on the ceremony arbor, and an extension cord is available on the southwest corner of the Pavilion.

We do not provide ladders, step stools, or additional extension cords; anyone using such items does so at their own risk. DJs must be packed up and ready for departure by 11PM.

Ceremony Patio: There is a DJ booth with a dedicated electrical circuit (4-gang) next to the barn in the Ceremony Patio. You will need to bring your own speakers and microphones.

The Pavilion: Used for cocktail hour or ceremony (during inclement weather). You will need to bring your own speakers and table (if necessary, or you can have the client rent one from us).

The Barn: Used for dinner reception. A booth (to your immediate left when walking in to the barn) is provided for you where your controller/mixer will plug into the TRB owned amplifier via 2 XLR plugs.

Live music is permitted for the ceremony and cocktail hour until 6:30PM. Live music with 3 or less musicians may be amplified.

If tables or a sun shade are required, the client can rent from us or you may bring your own.

Bands are not allowed during the reception.

Use of the barn speaker system is required per the Tin Roof Barn Conditional Use Permit authorized by Klickitat County. The Client has agreed via the venue contract that should modifications to the system be discovered by Tin Roof Barn staff, the Client will be notified and charged a fine of $500.

The amplifier has 2 XLR inputs for connecting the controller/mixer. The amplifier controls 4 zones throughout the barn. We do not recommend using the microphone inputs - they do not allow the microphone sound level to be adjusted and are very quiet. Plug microphones into your controller/mixer for best sound. You may need to adjust the sound on your controller/mixer in order to increase the sound level through the speaker system.

We do not provide surge protectors so please bring your own to protect your equipment and allow for additional electrical sockets.

We do not provide extension cords. You must bring a rug or cover for any extension cords or electrical cords that are set in a movement area. Do not use duct tape or any tape that will leave a residue to cover or attach the cords.

• Ceremony - there is a 4-gang outdoor outlet on the side of the barn behind the DJ booth. Please replace the cover when you are finished using it. There is also a 4-gang outlet on the west arbor pole (left, if looking at it) if needed for wireless or lapel microphones.

• Cocktail hour - there is an electrical cord on the SW corner of the Pavilion. Please bring a surge protector if you need more outlets - we only have the one electrical cord available (outlets are out of arms-reach).

• Barn - there is a 4-gang outlet underneath the amplifier in the DJ booth with 3 sockets available.

Follow posted instructions for shutting down the barn amplifier system.

DJs must be packed up and ready for departure by 11PM.

Tin Roof Barn has electrical outlets, but you may need to bring additional extension cords, surge protectors and rugs to cover any cords that are on the ground in movement areas.

TRB does not have 50amp outlets

• Barn - Should the Client wish the Photo Booth to be located in the barn and they do not have much space due to guest count, you may set up where the pink chairs are located at the front of the barn. Please contact Tin Roof Barn in advance to remove the chairs.

• Pavilion - There is an extension cord in each corner of the Pavilion to connect a surge protector.

• The Roundabout - We cannot allow vehicles in the windmill meadow due to extensive irrigation and sprinkler heads throughout. Since the roundabout is also a fire lane, you’ll need to park either parallel to the two fir trees, with the front of the bus facing North, or in the space between the fir trees and the walnut tree.

• Parking Spot next to the Pavilion - This space is dedicated for photo busses or trailers and there is an electrical outlet on the back side of the wood panels.

Rentals should be dropped off in the morning on the day-of and picked up by 12pm on the day-after. If a drop-off or pickup time is outside this window, please contact Kelly. Tin Roof Barn staff does not assist with rental setup or breakdown.

Magpie’s Nest rentals are located onsite at Tin Roof Barn and do not require coordination for drop-off or pickup.

There are two dropoff/pickup locations

• the roundabout in front of the barn for items that will be used in either the barn courtyard

or in the covered Pavilion

• the loading area to the rear of the barn for items that will be used in the barn itself

The venue is not secured at night and does not provide any form of security. Leaving items overnight at Tin Roof Barn will be at your own risk. Tin Roof Barn LLC and Lane Smith Family Trust are not responsible for any damage, theft, or loss that may occur to items during the time they are on the venue property.

Do not place items in landscaped areas. All outdoor items must be placed on the sidewalks and hardscape patio areas. Do not move existing furnishings.

Furniture rentals need to be placed in the barn or pavilion if being left overnight to avoid water damage from sprinklers.

• Do not move TRB furniture or rugs unless previously coordinated.

• Patio heaters, fans, swamp coolers, and air conditioners are allowed.

• Do not block emergency exits or fire extinguishers.

• We do not provide extension cords.