Frequently Asked Questions
Q. What if I have over 200 guests?
A. Per our building occupancy load, events must not exceed 200 guests. Events exceeding 200 guests is against our occupancy load put in place by the Jenks City Fire Marshal and would pose safety concerns in the case of a fire or emergency situation. The Jenks Fire Marshal has the right to shut down events that exceed the occupancy load. An overage of guests also critically compromises the quality of the event. If an event exceeds the maximum head count, our staff will count heads of arriving guests until the number is met and any additional guests will be turned away at the door.
Q. How does booking work?
Dates are reserved on a first-come, first-serve basis. Tentative holds are allowed for a 72 hour period for time to review the contract. Once the 72 hour period has expired, the hold is released. To secure a date, Spain Ranch must receive a completed and signed contract and 25% of the final rental fee. Discussion of dates does not guarantee a reservation.
Q. Can I have both my ceremony and reception indoors?
A. Yes, however weddings with an indoor ceremony AND reception that exceed 150 will require at least a partial space flip after the ceremony. The outdoor porch and patio can be used for cocktail hour after the ceremony in order to accomodate the space flip.
Q. How many hours does the rental fee reserve the space?
A. The rental fee reserves the space for 12 hours. Evening events have a start time of 12pm and an end time of midnight.
Q. Do you offer payment plans?
A. Yes, Spain Ranch divides the total rental fee into 4 equal payments due on the following schedule: 25% at booking and the remaining installments at 180, 90, and 30 days prior to the event.
Q. What other taxes or service fees is the renter responsible for?
A. None. Spain Ranch takes care of the taxes. We do not charge a credit card fee if you plan to use your booking transaction to earn those extra points or miles for your honeymoon. Spain Ranch also does not require a damage deposit
Q. Are we responsible for tables, chairs, linens, silverware or plates?
A. Spain Ranch will provide tables, indoor chairs and outdoor chairs for use included in the rental price. We do not provide linens, silverware or plates.
Q. Can I bring my dog(s)?
A. For the safety of guests and wildlife, Spain Ranch does NOT allow pets.
Q. What are the restrictions on decor? What is the policy on candles?
A. Spain Ranch allows the use of nails by approval, however, decorations may not be hung by staples or screws. The only adhesive material allowed on the walls, floors, or wood pillars is stage/drafting/painters’ tape or gaffers tape. All other decorations must be freestanding. No glitter is allowed. You may utilize candles as long as they are enclosed in glass and the flame does not reach higher than 2” below the height of the glass. No confetti, no ecofetti, no rice, bird seed, food, balloons, wish lanterns, potpourri, or glitter will be allowed. No fireworks are permitted. Please check with management for approval on what is to be used outside.
Q. Do you offer on-site wedding coordination? If so, what services are included and is there an additional charge for them? How much assistance can I get with the setup/décor?
A. A wedding coordinator is not included with the purchase of reception and/or ceremony and reception packages however Spain Ranch offers day-of coordination packages as an add-on.
Q. Can we rehearse at Spain Ranch?
A. Yes, the rental fee includes a 45-minute rehearsal time. Rehearsal times are based on venue availability. If an event is booked the evening before your rental, the booked event will take precedence and your rehearsal time will be rescheduled for the morning of your event or an alternate day of the week, per your preference. Your rehearsal day/time will be confirmed 30 days prior to your event.
Q. Is there somewhere for the groomsmen and bridesmaids to get ready?
A. As of May 1st, 2018, Spain Ranch offers bride + groom's suites. Each suite is 540SF + 175SF private patio space. These suites are included with weddings booked after November 10th, 2018 at our new pricing structure. Weddings booked prior to November 10th, can purchase use of the suites as an add-on for a discounted rate of $300.
Q. Are there extras charges for cleanup or are the expectations for us to handle clean up on our own?
A. Set up and take down of floors/tables/chairs are included in the price. However, all items brought by you, your vendors, or your guests are to be removed from the indoor space by the end of your rental period. The kitchen and bar should be free of food and beverages and wiped down. All trash is to be removed and placed in the proper bins located in the parking lot.
Q. Can I hire my own vendors (caterer, coordinator, DJ, etc.), or must I select from a preferred vendor list? If I can bring my own, do you have a list of recommended vendors?
A. Spain Ranch provides a preferred vendor list. We strongly encourage you to select vendors from our preferred list. If you would like to use a caterer that is not on our preferred list, a fee will be applied and approval from our Director of Events prior to booking is required. Our preferred list can be found here.
Q. What is parking like? Do you offer valet parking? Is it complimentary?
A. Valet parking is included in the rental fee. Guests will pull into the circle drive located in front of the main entrance and their car will then be parked in the designated lots. It is customary for guests to tip valet personnel upon leaving. Some brides and grooms prefer to pre-pay those tips for their guests which is an option that can be added to the venue price if desired.
Q. Do you have lighting for outdoor events?
A. We have permanent bistro lighting in our courtyard that provides a romantic glow for an after-dark or twilight wedding ceremony or an after-dark cocktail hour. We also have permanent porch lights that can be utilized if desired.
Q. Is your venue ADA accessible?
A. Yes! We even have ramps leading to and from both the outdoor ceremony site, and one of our most-loved family portrait sites so that guests and family in wheelchairs have no issues getting to those spaces. The bride + groom's suites are also wheelchair accessible.
Q. Does your venue provide alcohol?
A. Alcohol is not provided or served by Spain Ranch. Caterers or a bartending service will take the responsibility and liability of alcohol service. Bartending services must provide proof of a $1,000,000.00 insurance policy. A security officer is required by the City of Jenks at all events over 35 people where alcohol is served. Spain Ranch will make the arrangements and the Renter will pay Spain Ranch a $250 security fee.
Q. Can I set up the day before my wedding or earlier than my rental period start-time on the day of?
A. You will not be permitted to begin set-up the day before your event. All setup will be restricted to the rental period. If extra hours are desired the morning of your event, those can be purchased at $250/hr. A fee of $500/hr with a 1-hour minimum will be applied if early entry or late exit occurs.
Q. Do I meet with someone prior to the event?
A. For weddings and other events, two meetings will be scheduled and those will take place approximately 90 days prior and 9 days prior to the event date. At the 90-day meeting, you are expected to provide a full list of your vendors. Nine days prior to the event, you are expected to provide your final floor plan, final headcount, and final details.
Q. If planning an outdoor wedding ceremony and/or reception and rain may be an issue, when must I make a final decision?
A. A final decision must be made by 8am on the day of your event. Keep in mind if your guest list exceeds 150, arrangements will need to be made for the catering staff to perform a space flip. There is not enough room to accommodate an all indoor event over 150 without relocating tables after the ceremony has finished.
Q. Do you serve LGBTQ+ couples?
A. YES! We are an ally for the LGBTQ+ community, and we want all LGBTQ+ Persons in Tulsa and beyond to know that we do NOT discriminate or refuse business to any persons regardless of age, gender, sexual orientation, etc.