Working with Local Vendors

Written By Patrick castillo

The venue sets the stage—but the vendors bring it to life. In a historic, multi‑space building like Stone House, having the right planner, florist, photographer, DJ, and specialty pros can make the difference between “nice event” and “unforgettable experience.”

The good news: Stone House welcomes outside vendors and offers planning support for private events, from décor and floorplans to rentals and coordination. Stone House+1

Here’s how to build a local dream team that understands both Nevada City and the venue.

Step 1: Start with a Planner or Coordinator

Even if you’re a natural organizer, historic venues have quirks—from load‑in paths to sound considerations.

Look for a planner who:

  • Has worked in Nevada City or similar Gold Country venues before

  • Understands how to design for multiple rooms (Courtyard, Parlour, Great Hall, Showroom, Lounge, Cavern) instead of just one ballroom Stone House+1

  • Can collaborate well with the in‑house Stone House events team

If you’re not hiring a full planner, consider at least a day‑of coordinator so you’re not managing timing and vendors on event day.

Step 2: Choose Vendors Who Love Historic Spaces

Historic venues are gorgeous, but they come with:

  • Varied light (bright courtyards, moody caverns)

  • Unique acoustics (stone reflects sound differently than drywall)

  • Load‑in routes that aren’t always a straight hallway

When interviewing vendors, ask:

  • “Have you worked in older or historic buildings before?”

  • “What do you love about those spaces, and what challenges have you learned to work around?”

Photographers, florists, and DJs who enjoy that puzzle will create better work in a place like Stone House. WeddingWire+1

Step 3: Sync Your Vendor Team with the Venue

Share the Stone House spaces page and any floorplans with your vendors early. It outlines capacities, features, and photos for each room—Parlour, Lounge, Great Hall, Courtyard, Cavern, Showroom, and Suite. Stone House+1

Encourage them to:

  • Attend your walk‑through if possible

  • Note power outlets, rigging points, and load‑in paths

  • Ask the venue team questions about sound, lighting, and layout up front

This avoids day‑of surprises like “Oh, that staircase is steeper than we expected.”

Step 4: Let the Kitchen and Bar Be Part of the Vendor Story

Remember that Stone House is also a full restaurant and bar with a clear culinary identity—small plates, artisan pizzas, handmade pastas, and seasonal entrées built from locally sourced ingredients. Stone House+2Stone House+2

Loop them into conversations about:

  • Cake and dessert vendors (who’s doing what, how it’s being presented)

  • Specialty drinks (e.g., having a mixologist create a signature cocktail and zero‑proof pairing) Instagram+1

  • Late‑night food (coordinating with DJs or bands to time energy dips with snack drops)

Think of the kitchen and bar as core creative partners, not just “catering.”

Step 5: Keep Communication Centralized

To keep everyone aligned:

  • Create a shared document or folder with floorplans, schedules, and contact info.

  • Ask your planner or coordinator to be the central point of contact so the venue isn’t fielding ten separate vendor threads.

  • Make sure all vendors have Stone House’s load‑in times, parking instructions, and any restrictions (candles, confetti, noise cutoffs) in writing.

Stone House’s own private events page emphasizes that it’s “made for celebrations of all kinds” and highlights seamless flows from Parlour to Courtyard to Showroom. A well‑coordinated vendor team is how you actually get there. Stone House+2Stone House+2

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If you’re starting to assemble your Nevada City vendor team, the Stone House events staff can suggest planners, florists, photographers, and bands who already know and love the building—or simply help you onboard your chosen vendors smoothly so everyone’s set up to do their best work.

Patrick castillo
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Photography at Stone House