Q: We love your venue but need to work out some details and are still deciding. Can you hold a date for us?
A: Our event bookings are on a first-come-first-serve basis. We will only be able to book your date upon receipt of a signed contract and 50% deposit. If you have decided to book with us, we will hold your desired date for 7 days from when you receive the contract so you can review the details and return a signed copy along with your security deposit. To be fair to everyone, we cannot hold your desired event date beyond 7 days without those two items.
Q: How long is your event season?
A: We host all-inclusive elopements and microweddings year-round. Our traditional wedding season is April through November.
Q: Given that you have both Cliffside and Overlook Barns, do you host multiple weddings at the same time?
A: No, we do not host multiple weddings/events for separate parties at the same time. However, there may be a wedding rehearsal or tours on the day of your event. In the case of a rehearsal, we will work around your event schedule to determine the other event’s rehearsal time.
Q: Will there be an event the day before or after my event?
A: Likely!
Q: Can you accommodate events other than weddings?
A: Yes! While we started out as a wedding venue, we have flexible space that can be great for a variety of events including rehearsal dinners, anniversary/engagement parties, corporate events/retreats, and memorial services.
Q: What is your facility fee?
A: Please inquire with us at info@overlookbarn.com and we will provide you with the most up-to-date pricing information!
Q: How far in advance do I need to book my wedding with you?
A: This really depends on how flexible your date is! If you are set on one specific date, you will want to contact us immediately when it opens up for booking (18 months prior for large celebration packages, 6 months prior for intimate event packages). If your date is flexible we will likely be able to accommodate you. Please take a look at our availability calendar to get an idea of available dates. It does not reflect pending bookings, so please inquire with us to confirm availability.
Q: Do you offer discounts?
A: We do not offer discounts. However, events on days other than Saturdays have a lower rental fee and our Cliffside Standalone rental is a great option for smaller events. We also offer a special Season Beginnings rate for the first 6 weeks of our season (April 1st-May 11th), which is even lower and a great way to keep wiggle room in the budget!
Q: I’m on a budget, can I still host my wedding here?
A: Absolutely! While our peak rates do reflect all that our property offers, we have many price points, including lower rates for non-Saturday events and for Cliffside-standalone rentals. We also offer a special Season Beginnings rate for the first six weeks of our season (April 1st-May 12th). Being flexible with your date and time of year can result in more wiggle room in your budget!
Q: What is your booking process and when is payment due?
A: We require a 50% nonrefundable deposit and a signed contract to reserve your date. The remaining 50% is due 90 days prior to your event for our large wedding packages, or 30 days prior to your event for our intimate event packages. At this time we accept payments via check only
Q: What time will our wedding rehearsal be?
A: The date of your complimentary rehearsal is typically the day prior to your event and the exact time will be determined in your 30-day out meeting with the venue manager. We try to accommodate timing preferences, but availability for timing depends on other events scheduled for the rehearsal day. The day-of event group has priority scheduling.
Q: Can I set up for my wedding during our rehearsal time or on a day in advance of our event date?
A: You and your vendor team may begin setting up starting at 10:00 a.m. on the day of your event. The complimentary hour the day prior to your event is provided for ceremony rehearsal only.
Q: This will be a destination wedding for many of my guests, are there things to do in the area?
A: Yes! While the Overlook Barn feels as though it is in a world of its own and completely secluded, it is actually in the midst of a beautiful town (Beech Mountain , Banner Elk, NC ) that attracts tourists year-around because of all the wonderful activities to enjoy. There is something for everyone including outdoor adventurers (hiking, camping, white water rafting, zip-lining, mountain biking, etc.); food & wine lovers (numerous wineries, great restaurants in Banner Elk and nearby Boone/Blowing Rock, etc.); sports lovers (amazing golf courses, Appalachian State University ); shopping (Tanger Outlets in Blowing Rock) and other family-friendly activities (Tweetsie Railroad , The Blowing Rock, Gem Mining, etc.). We recommend guests come early or stay a few extra days and turn the trip into a mini vacation! We recommend checking out www.tripadvisor.com, www.yelp.com, and the local Chambers of Commerce (both Beech Mountain and Banner Elk) to get ideas and details!
Q: Are there accommodations nearby for my guests?
A: Yes, many! We are located in a resort town and there are numerous accommodations within just a few minutes of the property entrance that range from mountain cabin rentals to a large condominium complex and everything in between.
Q: What is the closest airport for people flying into the area?
A: Charlotte Douglas is the closest large airport to the property, there are also regional airports such as Tri-cities Regional Airport and Asheville Regional Airport that are closer by.
Q: Do you have all inclusive packages?
A: Yes, ask us about our all inclusive Intimate Events packages for 40 people or less. For our other events, we provide you with a curated preferred vendor list, allow you to bring in your own vendors, and have no food or beverage minimums required… offering you budget flexibility
Q: Is there onsite parking?
A: Yes, we have upper and lower onsite parking areas that can accommodate around 60 cars total. There is also overflow parking on our property that can accommodate an additional 25+ vehicles. We highly recommend providing shuttle transportation for your guests so that out-of-towners are not driving on mountain roads after a celebratory night out! We have a list of transportation providers on our preferred vendor list.
Q: Are your facilities climate controlled?
A: Overlook and Cliffside Barns have interior heat, as well as overhead heaters on our Cliffside Deck and Overlook Pavilion. We are located on Beech Mountain, and at the high altitude the temperature very rarely rises above 80 degrees (even in the middle of summer!), therefore, the “A/C” we use at the barns is opening windows/doors to let the breeze come in and be circulated through our overhead fans.
Q: We are planning an outdoor ceremony, is there a backup plan for rain or harsh weather?
A: Yes! We are proud of our many indoor ceremony locations. At 7,000+ square feet, the Overlook Barn is large enough to serve as its own ceremony location for up to 300 people so tent rentals are not needed. We also have our glass-enclosed Pavilion, with a beautiful gas fireplace and mantel as a backdrop, that can accommodate ceremonies of more than 200 people. Our Cliffside Barn with stunning mountain backdrop and elegant chandelier can serve as a ceremony location for up to 150 people. Please work with your event coordinator to come up with a backup plan you will be thrilled with!
Q: I have an absolutely favorite photographer, caterer, florist, etc., can I bring them in for my event or do you only use in-house vendors?
A: Absolutely. We provide all our clients with a curated preferred vendor list of professionals, but you are absolutely able to bring in your own favorite. Our vendor requirements are that you have a professional day-of wedding coordinator, a licensed caterer, and bartenders for your event. We also ask that all vendors hired sign our temporary use permit.
Q: What does the Overlook Barn Staff set up and break down?
A: The Overlook Barn staff sets up all items that are barn property (our farm tables, cocktail tables, indoor and outdoor chairs) to your written specifications that we will discuss with you in the 30-day out meeting with our venue manager. Your outside professional coordinator and team will be responsible for any outside furnishings, flowers, décor, etc.
Q: Do you provide ladders to hang decorations?
A: Professional installation requires a professional florist/decorator, and they should be able to provide their own.
Q: Who is responsible for cleaning the property?
A: Our staff does a thorough cleaning before and after events (mopping, vacuuming, dusting, trash hauling etc.), but event parties are responsible for doing the following by a designated time: putting trash in designated locations, removing décor, flowers, and any other items brought onto the property.
Q: Do you have onsite staff during our day?
A: Absolutely! One of our team members will serve as a Venue Host and be present at any given time throughout your day. We will be there before you arrive and stay after you leave, ensuring everything with the venue is perfect for your day. Our Venue Hosts maintain the venue throughout your event by stocking restrooms, assisting with directing parking as guests arrive, maintaining our facilities, etc. (Note: our team does not serve as a planner/coordinator for your event, that is a vendor you hire separately).
Q: Do we need to buy liability insurance?
A: We require each event to purchase liability insurance. Many policies are affordable ($150-$300) and offer peace of mind for couples and their families when hosting such an important event. We also recommend cancellation insurance, but do not require it.
Q: Will there be tours on my event date?
A: There may be. When tours overlap with event dates, we limit the tours to the main hall, outside, etc. and not to the Styling Suite or Polishing Room if they are in use. We also schedule them to be well in advance of the event time itself.
Q: When do I need to make a decision about a backup weather plan?
A: We allow couples to wait until the day of their event to make a call about whether they will be using their backup weather plan. We ask that couples make this decision by 8am in order to ensure adequate time for event set up.
Q: We want to bring in our own liquor. How do I obtain an ABC permit?
A: Absolutely! We don’t have any food or beverage minimums, so you are welcome to bring your own alcohol (which can be a huge cost savings). If you will be serving liquor, you do need to obtain an ABC permit. North Carolina ABC commission supplies Limited Special Occasion permits for this scenario. Please refer to their website and instructions to obtain your permit. If you will be having just beer and wine, no permit is required. We require a bartender for every 75 guests you have.
Q: Do you allow animals/pets on the property for events?
A: We do allow pets everywhere except for our getting ready suites and the on-site accommodations, so long as we are told in advance and they are supervised at all times while on the property. Tip: we highly recommend having a designated pet handler for your wedding day and we will gladly provide to them our Four-legged Friend policy.
Q: Do you allow food trucks?
A: We do allow food trucks at our venue, as they are a licensed and insured professional caterer. Tip: don’t forget about serving staff! If you hire a food truck for your reception, be sure to ask if they have staff you can hire to bus tables like a traditional catering service would provide
Q: What are the legal requirements to file a marriage license in NC?
A: We’re located within Avery Country, North Carolina. You can obtain your marriage license from any North Carolina courthouse, and it must be done within 60 days prior to the wedding. Your marriage license must also be filed within 10 days after the ceremony to the Register of Deeds office that issued the license. If there is any doubt or confusion about marriage license requirements, we recommend contacting the Register of Deeds where you will be obtaining your marriage license to clear up any confusion!
Q: Can my friend officiate my wedding?
A: We don’t place any restrictions on who officiates your ceremony, however, in order for a marriage to be recognized by the courts, your officiant must be legally ordained– in most cases, online ordination isn’t recognized as legal in North Carolina. Here is a helpful blog that includes detailed information about the marriage laws in North Carolina, all of which would apply in the case of any legal ceremonies happening at our venue! That doesn’t mean there’s no way your friend can officiate, you just may need to be creative. We have had couples in the past officially marry at the courthouse prior to the ceremony so their friend could officiate, we’ve also had couples work with an ordained minister to conduct the official parts of the ceremony while their friend conducted other parts. We recommend seeking out expert guidance to ensure you’re able to have your dream ceremony with all the necessary legalities.