Frequently asked questions.
Budget
What is the average budget for a private estate wedding?
The average budget for a private estate wedding with approximately 150 guests in Santa Barbara is starting at $50,000. However, the average spending for such weddings ranges between $80,000 to $120,000.
What is the average budget for this venue?
Our average budget is roughly $100,000 for a guest count of 100 to 150. Some weddings may spend as low as $65,000 with simple receptions and catering options, while others may spend up to half a million, depending on their vendor choices and inclusions.
Why does hosting an event at a private property require more budget?
Hosting an event at a private property requires additional expenses such as power, lighting, restrooms, kitchen buildouts, and transportation. These expenses must be included in the starting budget along with the standard wedding items.
So what if my budget won't work here? What other suggestions might I have?
If your budget doesn't work for a venue, you could consider looking for a more inclusive package. This means finding a space where transportation isn't a requirement and where all of your rentals, kitchen, and bathroom are included. This way, you would only need to bring in things like your florals, coordinator, and fun elements of your event.
Option 1:
Public parks or other public locations could be a good alternative to private estates and ranches. Rentals may be cheaper in these locations, making them more accessible for those with a smaller budget.
Option 2:
If you're looking for an ocean view, you could consider Aliens Park or a private camp space along the coast. The Rockwood Women's Club is another option with great amenities. For a more inclusive package, the Choreo Rec Center downtown or renting out a restaurant could be good choices.
Bolts and Nuts
What are the nuts and bolts?
Nuts and bolts refer to all the crucial elements required for a successful event, which include power, lighting, restrooms, kitchen space, and basic rentals. Despite being overlooked, these are essential for an event to run smoothly. While some private venues, such as Tuscan Hills, may have nuts and bolts included in their package, most still require additional elements like restrooms to be brought in separately. This could lead to increased costs and logistics in the planning process. Nuts and bolts are essential for an event because they provide the necessary infrastructure for guests to have a comfortable and enjoyable experience. Without proper lighting, power, and restrooms, guests may not be able to fully enjoy the event, leading to complications.
What are the nuts and bolts included in this venue?
Tuscan Hills and Ring Creek Ranch are two venues that offer various amenities. Tuscan Hills includes power, built-in lighting, fireplace features, lounges, a bridal suite, a reception pad, a ceremony deck, and games. Ring Creek Ranch has built-in bathrooms, built-in lighting, built-in power, a built-in bar, and a bridal suite. Both venues offer several nuts and bolts amenities that are already included, saving the clients the hassle and cost of bringing them in from elsewhere.
What's the general cost to bring in nuts and bolts?
The cost can vary depending on the property, but typically it can be over $10,000. Lighting alone can start at $10,000, while bathroom trailers on average cost around $1,500. The cost of kitchen bolt-outs and other equipment like tents can also vary in price.
Why do you need to factor nuts and bolts into your overall venue cost as well as your overall event package?
It's important to factor in nuts and bolts, such as lighting, power, and flooring, into your overall venue cost and event package because these elements are essential to making your event functional and successful. For example, if you're getting married at a park or outdoor space, you may need to bring in power and lighting equipment, and possibly even a subfloor if the ground is uneven. These additional costs can add up quickly and should be considered when budgeting for your event.
When choosing a venue, it's important to understand what is included in the rental fee and what additional elements you will need to bring in yourself. Some venues may include basic elements such as power and lighting, while others may require you to bring in everything from scratch. By considering these factors, you can better estimate the true cost of your event and avoid any surprises or unexpected expenses down the line.
Insurance
Why do I need general liability insurance And you need general liability insurance?
Because you are hiring multiple venue vendors to come to your property and you need to make sure that you are covered as well as the property that's hosting you is covered in case there are any kinds of incidences.
Where can I get general liability insurance?
There are several options for getting general liability insurance. One option is to use insurance websites such as safe.com or ensuremyevent.com. Additionally, you may be able to add general liability coverage to your existing homeowners or renter's insurance policy. It is recommended to do some research and compare options from different providers to find the best coverage and rates that meet your specific needs.
How much does general liability insurance cost on average?
The average cost of general liability insurance is around $150 per event for a policy that covers $1 million to $2 million. It is worth noting that the cost may vary depending on the specific coverage needed and the insurance provider. Additionally, if you already have existing insurance, it may be possible to add general liability coverage to your policy at a lower cost.
Why do the vendors need to be insured?
The vendors need to be insured because you are responsible for them once they've entered the property and if they're not covered, you can be stuck with their mistakes and their issues. So to protect our clients, every estate and ranch requires insurance for liability and for vendors so that everything is protected.
Who is in charge of gathering vendor COIs (conditional use insurance)?
Your coordinator is in charge of gathering your conditional use insurance for all your vendors putting it into a file, and turning it in at least two weeks prior to the event to your event manager.
Security Deposits
Why do I need to pay a refundable security deposit?
A refundable security deposit ensures that any damages or accidents to the property are covered, such as stains from dropped food or broken sprinkler heads from an installation.
How much is my security deposit and when is it due?
Your security deposit is $1,000 and it is due upon the signing of your contract and send in with your first payment.
When do I get my security deposit back?
Your security deposit will be mailed back within 21 days of your event. If there are any deductions from your security deposit, they will show up in an invoice with any large receipts if there is anything substantial.
Park & Shuttle Transportation
Why is shuttle transportation required?
Shuttle transportation is required for private events to prevent people from drinking and driving. Private estates often have limited parking and guests may get lost, requiring transportation to be arranged.
What are the parking allowances for venues?
Most venues give between five and ten spaces for personal use at events. These spaces are typically reserved for elderly guests, disabled individuals, or those with special requirements such as car seats.
Where do guests park?
Guests usually park in a block of hotel rooms or one or two hotels designated as hubs, where shuttle pickups are arranged.
Where do vendors park?
Where vendors park varies per property. Each property will have its own designated location for vendor parking. The coordinator will receive a map beforehand showing where vendors should park.
What if a guest is late and misses the shuttle?
If a guest misses the shuttle, they can give the location's front desk (if it's a hotel) their address, and they will only call an Uber or ride-share in case of an emergency. Alternatively, the shuttle may come back to pick up any stragglers.
Can we Uber ride-share to the event?
Guests can only use Uber or ride-share in case of an emergency or if they missed the shuttle. It's not advisable to use them for an entire event unless it's a small micro wedding with 25 guests or less. Ubers and ride-shares can get lost in the neighborhood, so it's easier for them to pick up guests.
Are there any restrictions on shuttle services for this location?
Yes, some locations may have shuttle restrictions due to the size or weight of the shuttle. For example, anything over 26,000 pounds cannot make it over to the beach or the blood because it weighs too much. The tilt radius may also be an issue for crossing the Arizona crossings at Spring Creek. However, there are no restrictions at Tuscan Hills because they have widened their corners and made a loop for the really large shuttles, which are called coach units.
What transportation company do you recommend for this property?
We recommend checking out the Sierra attached vendor brochure for a list of recommended transportation companies. Please note that the vendor brochure may include notes about specific vendors that may not be allowed at your venue or may not be suitable for your needs.
Professional Coordinator Requirements
Why do I need a professional wedding coordinator?
You need a professional wedding coordinator for any event on a private estate or ranch because these properties are not typically set up like typical wedding halls and have a lot of moving parts. Your coordinator will be in charge of your event's logistics, overseeing vendors, and hosting your event.
What is the difference between a coordinator and a designer?
A coordinator is someone who works on all the logistics for your event while a designer helps with all the design aspects of it.
What is the difference between a full planner/coordinator and a day-of coordinator?
A full planner/coordinator is with you from day one, helps with vendor agreements, rentals, and timelines, and most likely has a team for your event. A day-of coordinator typically does not work with private estates due to the need for coordination of multiple moving parts.
Why aren't day-of coordinators good fits for private estate bookings?
Day-of coordinators typically work better with hotels where everything is included and not have to coordinate multiple moving parts.
What is needed from our coordinator and when are they due?
Your coordinator needs to provide timelines, diagrams, vendor information, CLIs, and insurance, and distribute any maps or vendor agreements required by the venue. Everything is due no later than two weeks prior to the event.
What are the best recommendations for the type of planner I need?
For any private estate or ranch event, a partial or full-time planner is recommended. If on a tighter budget, a partial planner is a good choice.
Licensed and Insured Vendors
Why do my vendors need to be licensed and insured?
Vendors need to be licensed and insured for private estates because without insurance if something goes wrong, the liability falls on the renters of the space. Serious damage could result in thousands of dollars in liability.
Why pick vendors from our preferred list?
Our vendors on our preferred list have been vendors we've worked with in the past who've proven to be responsible, reliable, and always show, you know, always give 110% on their work.
What do I do if my vendors aren't on your list?
If your vendors are not on our list, you will send the information to your video manager for approval. Most vendors should be approved once we get their conditional use information or their insurance information and that they are capable of doing the tasks that you need them to do.
What if someone needs to sign for my vendor delivery?
You'll need to make sure that your deliveries are scheduled between your load in and times or your event usage times and the on-site manager can sign for you.
When can the vendor arrive on site for load in and out?
All of our location’s load-in and load-out time start no earlier than 9:00 AM. Load out typically can go until desk, although we do allow for light checks and things like that the night before if needed.
Inclement Weather and Climate Conditions
What is the backup plan for inclement weather?
If it rains, a tent may be set up in a designated space. If additional days are needed for the installation, the property will assess and see if there are any additional charges for the additional load and a load-out.
What are the best months for use and what are the months not best for this property?
Here in Santa Barbara, most months are the best months. Typically, September and October are often the most booked months out of the whole year. The not-so-best months for the properties are during the rainy season, which is typically from December through February.
Fire, Fireworks, Wish Lanterns, & Candles
Why aren't wood-burning fires permitted?
As many know, Santa Barbara has quite a history of wildfires in our back countries and throughout our neighborhoods. Due to this, we take every precaution not to catch our neighborhoods and properties on fire. So, no open wood-burning fire pits.
Can we release wish lanterns or use sparklers?
Wish lanterns are not permitted in Santa Barbara County.
Can we use sparklers at our grand exit?
You may use sparklers for your grand exit at Tuscan Hills, Ring Concrete Ranch, Bella Avita, as long as you provide proper receptacles for them to be put out, and all master permit is cleaned up after sparklers. They also need to be done in an open space for nothing, fire incidents, and you also need to have a fire extinguisher nearby in case of an incident.
Are fireworks allowed on site?
No fireworks are permitted on-site at any location within Santa Barbara County, per Santa Barbara County rules and regulations.
Can we have candles?
You may have candles in the proper receptacles. Please look at your venue's notes as each space has its own candle policy.
What type of containers or candles need to be used?
Typically, candles need to be in votives, proper votive holders, and/or hurricane glass.
Can we float candles in the pool?
You may not put real-life candles in the pool as this can cause them to float under the cover and catch the cover on fire. You may use battery-operated or special pool ones.
Are propane heaters and fire pits allowed?
Absolutely.
Will the onsite fire pits be allowed to be used for our event?
Yes. The fireplaces and pits will be lit in the evening by our staff. If you would prefer not to have them lit, just let us know ahead of time so that we can move them.
Load In/Out Days
How long do we get for setup?
You may start your load-in the day before starting at 9:00 AM, and your vendors may go until sundown or break on that day.
What time can the proper get to the property for set up/breakdown?
9:00 AM each day. If your vendors need an earlier time, they need to schedule that quite a bit in advance, and this is not always granted.
What time can the wedding party get to the property for the event?
If you have an onsite bridal suite, you may arrive at the property beginning at 8:00 AM. If your property does not include a bridal suite, we ask that you do not arrive on site earlier than 9:00 AM along with the vendors.
What time can guests arrive on event day?
We ask that guests arrive no earlier than 12:00 PM unless specifically discussed with your property ahead of time.
Can specialty items be delivered before the event?
We will allow for certain items to be delivered on-site ahead of time or delivered to the office of Royal Rancho bookings for those events, but that needs to be turned in at least two weeks prior to your event.
Why do I need a bathroom available on my load and out days?
Because your vendors, as well as the crew, usually spend anywhere from four to 12 hours depending on what they're loading in, and they need somewhere to use the restroom when setting up.
Pool Rules
Can we jump in the pool at the event?
We prefer that you do not jump in the pool at your event. There are charges that come with jumping in the pool and can often cost you your full security deposit depending on the location.
Can we book a separate day of use of the pool?
We do allow for separate day use of the pool with the additional day-use fee. If you have more than 12 people utilizing the pool for an event, we do require for you to get a professional lifeguard for the event. You're also responsible for basic pool rules such as no running, no diving into shallow ends, et cetera. And you're also required to bring anything you need such as floaties, towels, et cetera.
What happens if we go in the pool and it's not permitted?
Your venue may take your security deposit if it's listed that it is not permitted to go into the pool.
Do I need a lifeguard for my pool event?
If your guest count is over 12, then a lifeguard is required at your own cost.
Do you allow glassware around the pool?
Yes, we do allow glassware around the pool location, but please note that if the glass were to end up inside the pool, it would be your responsibility to take care of that through your security deposit.
Can we keep the pool area closed for safety reasons?
Yes, we can definitely keep the whole pool area closed off and locked if you do not feel comfortable leaving that space open. We can also utilize the space and put the cover on if you want to utilize the space but not have the pool open.
Sound Restrictions
What time does the amplified music need to be off by?
All amplified music needs to be off by 10:00 PM.
Can we have a live band?
Yes, you may have a live band, although your location may have a decimal range that they have to be set at.
Can we do a silent disco after the 10:00 PM cutoff?
Yes, you can do a silent disco after the 10:00 PM cutoff time as long as you have hired your staff, your bartending staff, and catering staff to finish out load in after they leave. Everyone needs to be off-site no later than 11:30 PM.
Why does the music have to be off by 10:00 PM?
Santa Barbara County has strict noise ordinances for 10:00 PM amplified sound. The only locations that are allowed to go past 10:00 PM with amplified sound are locations such as ballrooms or things in industrial areas.
Are there specific decimals the sound must stay below this property?
Please see the specific sound restrictions for your specific property.
Are there any sound setup directions specific to this property?
Please note in your property information if there are specifics of speaker directions.
PETS
Can my pet be at the event? Can my guests bring pets?
Your pet may be at the event with prior approval, and it must be on a leash and cleaned up after. Guest pets are not allowed.
Can I have specialty live animals on site with permission?
You may have specialty live animals on site with permission given at least 30 days prior to your event, and insurance is required from those specific specialty handlers.
CLEANUP
Who is in charge of cleanup at the end of the night?
Typically, your cleanup falls on your catering staff. If your catering staff hasn't been hired to do that, then the couple is required to make sure that everything is cleaned up, and all trash is put in the right bins at the end of the night.
What can be done the next day?
Rentals may be removed, but linen bagging should happen the night before. Dance floors need to be the first thing that comes up, and florals may be done the next day.
Who's in charge of ordering the proper trash cans or dumpsters?
The renting party is in charge of ordering the proper trash cans and dumpsters unless they have contracted through their catering company to remove all trash at the end of the night.
How big of a dumpster or trash can I need for my event?
The size of your trash and recycling events depends on the specifics of your event, such as how many disposables and floral waste you will have. Please discuss this with your coordinator.
What does green waste recycling mean?
Some properties offer green waste recycling, some offer regular recycling, and some offer both.
EXTRA DAY USE
Can I rent the property for additional day use?
Yes, you can rent the property for additional day use such as rehearsal dinners, welcome drinks, brunches, etc. However, there typically is a fee. Please check each property's additional day-use fees for their specifics.
What are the benefits of adding a rehearsal dinner or brunch to my booking?
Some of the benefits of adding a rehearsal dinner or brunch to your booking include being able to utilize your rentals more than once, saving on costs for tables and chairs at two different locations, and using the same kitchen if your caterer is doing a kitchen build-out.
What types of events are other couples adding to their main event bookings?
Many couples are adding rehearsal dinners to their bookings, while some are adding additional pool days or religious and cultural celebrations such as Indian celebrations.
CANCELLATIONS/RESCHEDULING
What if it rains?
We will do our best to keep you dry. If you haven't rented a tent, you may want to tell your guests to bring an umbrella. We will not reschedule for rains unless the rains have made it unsafe conditions.
Why am I going?
The purpose of your visit is not clear from this information.
How many cancellations and rescheduling have been done?
The information mentions that there have been 17 cancellations and rescheduling.
What if we have another government shutdown lockdown?
If there is another government shutdown or lockdown, we will gladly reschedule your event for another date at a later time.
What if we need to reschedule?
Our policies are flexible since we take a limited number of events per property, making scheduling easier.
What is the cancellation policy?
Please look at your contract's cancellation policy. Cancelling more than 90 days from your event will result in receiving a refund.
What happens if the property is unable to host our event?
In the unlikely situation that the property is unable to host your event due to things beyond our control, we will do our best to relocate you to another space using your same payment. If that is not an option, you will receive a full refund.
ACCESSIBILITY
Is the property accessible to handicapped guests?
All properties should be handicapped accessible.
Is the property accessible for vendor rentals?
The property is accessible for vendor rentals, but there may be specific rules and regulations that your vendors will receive prior to their load-in.
How do I cut down on my event waste?
Use recyclables when using disposables and ensure there are recycling or composting options for single-use items.