From First Tour to Event Day
Finding the right venue is as much about the people and process as it is about the space. Stone House offers a lot on paper—historic 1857 building, restaurant‑level food, regenerative farm connections, and multiple event rooms under one roof.
But what does it actually feel like to plan an event here?
Here’s a step‑by‑step view.
Step 1: Inquiry & Initial Fit
You reach out—usually through Stone House’s website or events contact form—with:
Desired date or timeframe
Event type (wedding, retreat, fundraiser, holiday party, etc.)
Approximate guest count
From there, someone from the events team responds with:
Availability windows
A high‑level overview of spaces and capacities
Basic pricing structures and what’s included
This helps you quickly see if Stone House is a match for your scale and budget.
Step 2: Venue Tour & Space Pairing
Next, you come see it.
On the tour, you’ll typically walk:
The Courtyard / patio – ceremony, cocktails, or al fresco dining.
The Dining Room – stone‑and‑timber hall for seated meals.
The Parlour & Lounge – bar and lounge spaces for receptions or breaks.
The Cavern – the downstairs stone space for intimate gatherings.
The Showroom – the performance room for dancing, concerts, and large programs.
The Penthouse Suite (if relevant) – for getting ready or staying on‑site.
The team listens to your vision and suggests which rooms (and combinations) fit best.
Step 3: Proposal, Hold & Contract
After the tour:
You receive a proposal summarizing spaces, food & beverage minimums, and estimated costs.
You can often place a hold on a date for a short window while you confirm details.
Once you’re ready, you sign a contract and pay a deposit to secure the booking.
At this point, Stone House is officially your venue.
Step 4: Menu & Bar Planning
As your date gets closer:
You’ll review seasonal menu options with the team, built around organic, local ingredients and Stone House Farms produce where possible.
You’ll choose a service style (plated, family‑style, buffet, or hybrid) and discuss dietary needs.
You’ll select or design signature cocktails and zero‑proof drinks that fit your event.
Some clients opt for a tasting to experience dishes in context before finalizing.
Step 5: Layout, Timeline & Vendor Coordination
Alongside menu decisions, you’ll work through:
Floorplans for each space you’re using—table shapes, seating counts, dance floor location, etc.
A run‑of‑show that covers transitions between rooms, speeches, performances, and breaks.
Vendor logistics: arrival times, load‑in routes, and technical needs for planners, DJs, bands, photographers, florists, and others.
If you’re working with a planner, they’ll coordinate closely with the Stone House team.
Step 6: Final Details & Confirmation
In the last few weeks:
You provide final guest counts and meal selections.
The bar plan, timing, and any special requests (late‑night snacks, dessert format, after‑party space) get locked.
You or your planner share a final event packet with all vendors and the venue.
The goal is that you don’t have to make any significant decisions on event day.
Step 7: Event Day
On the day itself, Stone House:
Preps and sets each room according to the agreed layout.
Manages food and bar service, adjusting pacing to match what’s happening in the program.
Coordinates with your planner and vendors to keep transitions smooth—Courtyard to Dining Room, Dining Room to Showroom, Showroom to Lounge or Cavern.
Your job becomes:
Show up.
Experience the building as it fills with your people, your food, your music.
Let the team handle the mechanics in the background.
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If you’re in the “just browsing venues” phase and wondering whether Stone House is easy or stressful to work with, consider this your inside look. Reach out to start at Step 1, and the events team can walk you through how this process would look for your specific event type and timeline.