Frequently Asked Questions

 

Q. How does booking work?

A. 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 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 but do not require you to select vendors from our preferred list as they have each performed multiple weddings at our event facility and we are confident they will deliver on the level of service you deserve and expect. If you would like to use a caterer that is not on our preferred list, an outside catering fee will be applied and approval from our Director of Events prior to booking is required. Our preferred list can be found here.

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. 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 many hours does the (wedding) rental fee reserve the space? 

A. Saturday wedding rentals reserve the event space for 13 hours. All other days of the week are reserved for 12 hours. Evening events have a standard rental start time of 11am for Saturday and 12pm on all other days. All rental times must end not later than midnight.  If you prefer, you can shift your rental time-slot, for example 10am-10pm.

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.  If necessary, we will do our best to create a customized payment plan that fits your specific needs.

Q. Do you offer discounts?

A. Yes, Spain Ranch offers multiple ways to save money and secure your dream wedding venue at a lower cost. We call it the 5-10-20 rule. Reservations that are “paid in full” receive a 5% discount. Clients who are active military are eligible to receive 10% off. And lastly, Weddings taking place in February or August are 20% off. With the exception of Paid in Full, discounts cannot be “stacked” and clients will receive the greater of the two discounts if eligible for more than one offer. The discount program is not applicable to Elopements, Corporate, or Private Party event packages.

Q. Are both of your barns climate controlled?

A. Yes! Each facility offers multiple zones of central heating and air, ensuring the temperature is just right for you and your guests year round. Furthermore, the White Barn at Spain Ranch is equipped with a full commercial standby generator that will run all critical circuits as well as heating and cooling needs in the event of a power outage. Lastly, if you choose to utilize the back patio of the White Barn, we have 4 permanently installed infrared heaters to keep guests comfortable. The front porch is also equipped with its own permanent heater for your guests to use while our valet staff is fetching your vehicle on a chilly evening.

Q. What other taxes or service fees is the renter responsible for?

A. None.  We do not have any hidden fees. Spain Ranch takes care of the taxes, nor do we 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, ecofetti, rice, bird seed, balloons, or wish lanterns 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. Spain Ranch offers day-of coordination packages as an add-on.  Our venue coordinators are in-house trained professionals, ready to take care of all of your day-of event needs. Please reach out to our Director of Events to see how we may be of assistance on your wedding day.

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 for 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. Yes. We offer bride + groom's suites.  Each suite boasts 540SF + 175SF of private patio space plus private restrooms, bar fridge, bluetooth speakers, and clothing steamers.

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 tables/chairs are included in the price. The only thing that we ask it that all items brought in by you, your vendors, or your guests be removed from the facility and grounds 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. We take care of cleaning at no additional charge.

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 guest will be allowed out as closet to the building as possible. Their car will then be parked in the designated lots, locked, and keys securely stored with valet staff until they are ready to depart. 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 above our courtyard patio that provides a romantic glow for an after-dark or twilight wedding ceremony or an after-dark cocktail hour.  We also have multiple other lighting and lantern packages available.

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 $200 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, 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, we will assist in finalizing the floor plan, and gather details such as final headcount, timeline, etc.

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. On that topic, we want you to know that we do NOT discriminate or refuse business to any couple regardless of age, gender, sexual orientation, race etc.  

Q. I’m building a barn venue, and I’d love to use some of your ideas. Can I ask you a few questions?

A. We attribute our success to the careful planning of a venue entirely unique to the industry. That said, our designs may not be replicated, and we can not provide anyone with our unique plans. The best advice we can give to new venues is to hire a licensed architect and an interior designer to come up with a design unique to the industry. Replication of our barns, branding, design, business plans, etc is unlawful. Due to an increased demand for business advice for new venues, we now offer venue consultation packages. Please inquire through our contact page for more information.