Planners Manual

Wedding Planner Manual

We are so excited for you to coordinate at our venue!

As a family-owned business, you are a direct reflection of us, and we look forward to having you serve our couples, their family and friends!

This manual is full of helpful guidelines and information for The French Farmhouse. Please don’t hesitate to reach out to us at any point in the planning process with any questions you may have.

We are here to help in any way we can!

Happy Planning,
The Scribner’s & The French Farmhouse Team

Please submit the following to [email protected] at least two weeks before the wedding date:

1. Final timeline
2. Final floor plan — Custom Floor Plan Builder
3. Final vendor list

If you would like to schedule a final planning meeting at the venue or rehearsal (if no wedding), please email Kelsey at [email protected]. Planner must attend final planning meeting.

Custom Floor Plan

All floor plans are custom. Couples work with our team to design their preferred layout during the planning process. As the coordinator, please confirm the chosen floor plan with Kelsey at least 30 days before the wedding.

The Farmhouse Dimensions and Tablecloth Dimensions reference charts are available in the Welcome Packet and on the floor plans page.

Helpful Information

Bridal Suite

The bride and her bridesmaids will have access to the bridal suite the morning of the wedding at 9 AM. We recommend the girls clean up and get all their belongings together before pictures start so that it makes for prettier pictures and it will be an easy grab-and-go at the end of the night.

We also suggest making sure the girls have food and water — whether provided by a family member or caterers — since it is a long day.

Rehearsal

Most rehearsals are done on wedding day over at the chapel for a quick 15 minutes once the groomsmen arrive, without the bride.

Please reach out to Kelsey if you are interested in doing a rehearsal the night before to see if it’s available. You would have access to the Chapel for one hour to run a rehearsal of the ceremony.

Please remember this is not a time for wedding set up — rehearsal only!

If a rehearsal walk through is scheduled, the planner must be present at rehearsal.

Vendor Guidelines

To ensure you have the best day, we do require all vendors to be professional and to have insurance.

1. ALL vendors must provide a current Certificate of Proof of Commercial Liability Insurance with minimum policy limits of One Million Dollars ($1,000,000) per occurrence. This is required to be on file with The French Farmhouse before your event.
2. When vendors arrive they should unload at the side entrance (South side of the venue) and move their vehicles to the back row, to ensure guests have the closest parking available.
3. Vendors should not consume any alcoholic beverages throughout the duration of their time on the property.
4. We ask vendors to please try and help us shut doors behind you as we try to keep it cool or warm depending on the time of year.
5. Access to the venue starts at 9 AM, send-off is required by 11 PM. All vendors must be fully packed and out by 12 AM. If you think it will take over an hour to complete your clean-up, vendors should coordinate with the client for an earlier send-off.
6. Vendors are NOT allowed to eat dinner in the bridal suite or groom\u2019s room. This is to ensure the safety and privacy of the bridal party and their belongings.
7. The French Farmhouse Venue does not accept delivery of event packages (Linens, Sparklers, etc.) and vendors are not allowed to set up prior to the day of the event.

Timeline & Day-Of Schedule Guidelines

The coordinator is responsible for maintaining the timeline and keeping all vendors on schedule. Below are the standard time blocks for a typical wedding day at The French Farmhouse Venue.

Parking & Logistics

The French Farmhouse Venue is located at 1415 CR 215, Collinsville, Texas 76233.

• Guests and wedding party may park in either the small or large parking lot.
• Vendor parking is designated separately — do not park in the small guest lot during the event.
• Food trucks and catering vehicles should park and unload outside the kitchen, then move to the back near the fence of the property.
• Please do not block the main entrance pergola at any time.

The red dots indicate where vendors can unload for the Main Venue and Chapel. Once finished, move vehicles to the back row of the big parking lot so guests have the closest parking available.

Transportation & Accommodations

1. Please remind guests not to drink and drive — encourage ride-share or shuttle options.
2. For a full list of recommended transportation vendors and nearby hotel accommodations, visit our Resources page at thefrenchfarmhousevenue.com/planning-resources.

For questions about transportation logistics on the wedding day, please reach out to Kelsey at [email protected].

Coordinator Requirements

1. The coordinator is not allowed to be a family member or a wedding guest.
2. To be on-site from when the first vendor arrives until the last vendor/guest exits the premises. (This does not include hair and makeup.)
3. To create a timeline and floor plan and send it to all wedding vendors at least 14 days before the wedding day.
4. The planner should be in attendance at the final walkthrough if the couple wishes to have one.
5. To handle the onsite rehearsal promptly and professionally.
6. To handle all communications between vendors, wedding parties, guests, etc.
7. Should stay true to the provided timeline and communicate otherwise.
8. To maintain a tidy work environment and manage others’ workspaces.
9. Checkout with venue staff at the end of the night and conduct a thorough walkthrough inside and outside the venue.
10. To be responsible for any personal items left behind, as well as communicating arrangements for left-behind vehicles.
11. Coordinators, their employees, and other representatives present during events are expected to dress appropriately and professionally.

Catering & Kitchen Guidelines

The French Farmhouse Venue has a full catering kitchen available for use by approved caterers. Please review the full Catering Guidelines page for complete details. Key points are summarized below.

• All caterers must be pre-approved by the venue.
• The kitchen is available for warming and plating only — no raw cooking on-site.
• Caterers are responsible for all setup, service, and cleanup of the kitchen and service areas.
• All food must be transported in approved food-safe containers.
• Caterers must provide their own serving equipment, chafing dishes, and utensils.
• All trash and food waste must be removed by the caterer at the end of the event.
• The kitchen must be left in the same condition it was found.
• Food trucks must be pre-approved and parked in the designated vendor area.

For full kitchen equipment details and the buffet patio layout, visit the Catering Guidelines page.

DJ / Musician Guidelines

1. There is NO WIFI at the chapel and venue wifi should NOT be relied upon for your event. ALL MUSIC SHOULD BE DOWNLOADED PRIOR TO ARRIVAL.
2. To arrive ahead of time to assure the chapel and venue will be set up and your car and/or trailer can be moved to the back of the parking lot.
3. Musicians, Disc Jockeys, Bands and their employees and other representatives present during events are expected to dress appropriately and professionally.
4. Please do not use duct tape or gorilla tape to secure cords to the floor; gaffer tape is permitted.
5. We have three 6-foot tables and three 8-foot tables that all vendors have access to. These are plastic tables and linens are not provided by the venue.
6. Please provide adequate materials and equipment to perform your task, including ladders, tape, and extension cords. The French Farmhouse does not provide these items.

Florist Guidelines

1. Please allow enough time and manpower to complete all work by a minimum of one hour prior to the ceremony time.
2. No nails, duct tape, gorilla tape, or command hooks are allowed to hang or attach items to the venue or staircase.
3. Please leave the area clean once a task is finished. Brooms are available for your use if needed.
4. If wax drips on tables it must be cleaned before leaving.
5. Please take all boxes with you. Any trash must be in trash bags tied shut and placed on the Trash Truck outside of the prep kitchen.
6. At the end of the night, remove all greenery and florals from the staircase, chapel, etc. If you are not returning for clean-up, it is your responsibility to inform the client as they are responsible for disposing of these items properly. All items must be put in trash bags and placed on the Trash Truck outside of the prep kitchen. Clean-up must be done by 12 AM.

Dimensions Reference

Use these charts when planning table layouts, linen orders, and floor plan configurations. Share with your rental and linen vendors in advance.

Farmhouse Dimensions

Tablecloth Dimensions

Contact Information

Please save Kelsey's contact in your phone before the wedding day. On the day of, always communicate directly with the venue contact on-site.