Faq
Your wedding questions, Answered
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Flow of the day
Your wedding day is all yours for six to eight amazing hours! We’ll work with you to nail down the perfect timing based on what you’re dreaming of and what season you’re getting married in. Our whole vibe is keeping things chill and relaxed—no one should feel rushed on your big day.
Here’s what we’d recommend: plan everything around your ceremony time. The pine grove absolutely glows during golden hour (think 3-5 pm, depending on the season)—it’s honestly magical. Have your guests arrive about 30 minutes early so they can grab some refreshments up at the hilltop pavilion and soak in those pre-ceremony butterflies.
Your open bar runs for four hours covering cocktails, dinner, and all that dancing, but it can be extended to a five—or six-hour window for more party time.
Once the dancing wraps up, we’ll get the bonfire going for some cozy s’mores, inviting guests to bring their final drinks for some late-night magic under the stars.
Absolutely! We host just one event per weekend and offer celebrations of one, two, or three days. While couples are still welcome to hold just their wedding day at our estate, we also host weekend weddings that can include a rehearsal dinner for 25 to 50 people on the evening before the wedding, as well as a post-wedding brunch on the late morning and early afternoon following the wedding day.
A full weekend event will give you and your loved ones plenty of time to connect and celebrate without any stress or crazy logistics. And since we only host one wedding per weekend, you get our complete attention and focus.
If you’d like to add just a rehearsal dinner or just a post-wedding brunch to your wedding day, that is possible, too. We tailor the weekend of festivities exactly to your vision.
We’ll host your ceremony rehearsal on the afternoon before your wedding day. Feel free to pick a time that works for you between 3 pm and 6 pm. Our wedding coordinator will guide the rehearsal to ensure everyone knows what to do.
It’s also the perfect time to bring any special decorations, outfits for the wedding party, or personal touches you want to set up. Consider it your stress-free practice run!
Okay, the bonfire is seriously one of our favorite parts! Picture this: you’re up on Spring Hill with this massive bonfire lighting up the night after your dance party wraps up. We handle all the prep in the days leading up to your wedding, then our team lights it and monitors the fire. It makes for a unique grand finale.
And yes, we set up a whole s’mores station with everything you need—chocolate, marshmallows, graham crackers, and those extra-long roasting sticks that make you feel like a camping pro.
You can have the bonfire start as late as 11 pm on weekends and 10 pm on weekdays. Just a heads up, the bonfire fee is an add-on to the venue fee. If weather doesn’t cooperate and we can’t light it, we’ll refund you completely (as long as we haven’t already got it going).
Wedding Coordination
You bet! We’ve got you completely covered with our in-house coordination team who handles every wedding at the estate.
The moment you say “yes” to our venue, you’ll start working directly with Casper de Boer, our executive director and founder. With nearly 300 weddings under his belt, he’s basically seen it all and will be your go-to person throughout the entire planning journey.
Right off the bat, we’ll hook you up with our comprehensive vendor list (we call it “The Green List” – more on that below!), sample timelines, seating chart ideas, and tons of other helpful resources. You’ll also get immediate access to our online planning platform where we’ll help you build out your wedding day timeline and collaborate on your guest list and table arrangements as your big day gets closer. Need to chat? We’re always up for calls, Zoom sessions, or good old-fashioned emails.
About six months before your wedding, our dedicated coordinator Danyelle Visingard joins your team. She kicks things off with an in-depth consultation, then stays connected with regular check-ins, a detailed walkthrough at the estate, and final coordination with all your vendors to make sure everyone’s on the same page. Got questions at 11 PM on a Tuesday? She’s got answers.
The day before your wedding, Danyelle runs your ceremony rehearsal. On the actual wedding day, she’s your behind-the-scenes hero – managing all the moving pieces, protecting your timeline, welcoming your wedding party and vendors, handling any curveballs that come up, and making sure you’re having the absolute time of your life instead of stressing about logistics.
Nope! We actually don’t work with external planners or allow outside coordination. Here’s why: with everything our in-house team provides and all the planning tools we share with you, hiring an additional planner would be redundant (and honestly, kind of expensive for no reason).
Our coordinators handle absolutely everything event-related from the moment you book with us. You’re already getting the full-service treatment without the extra cost or confusion of multiple people trying to manage the same event.
Oh, do we ever! We’ve put together what we call “The Green List” – our carefully curated collection of amazing local vendors that every couple gets access to.
The Green List is packed with top-quality specialists we’ve personally vetted: photographers who know how to capture our estate’s best angles, florists who understand our aesthetic, hair and makeup artists who work magic, DJs who know how to read a room, reliable transportation companies, and basically every other type of vendor you could possibly need. We update it regularly because the wedding industry moves fast.
Of course, you’re totally free to bring in any professional, insured, and reputable vendor who isn’t on our list – we’re flexible like that. But The Green List is an incredible resource full of talented professionals who already know our space inside and out, which can make your planning process way smoother.
One thing we’re really proud of: every single recommendation we make is based purely on quality and experience. We never take referral fees, kickbacks, or any other incentives in exchange for recommendations. When we suggest someone, it’s because they’re genuinely awesome at what they do. Period.
Accessibility
We totally get it – planning around accessibility can feel overwhelming, especially when you’re working with a hillside venue. Here’s the good news: we’ve got this covered, and your guests are going to feel completely taken care of.
Our property sprawls across some gorgeous hillside terrain, but we never leave anyone behind. We’ve got two six-seater carts plus golf carts that basically act as your personal chauffeurs all through the event. Need to transport a wheelchair? No problem – our cargo units handle foldable wheelchairs easily.
Here’s what we love about our setup: our drivers aren’t just there for arrival and departure. They’re constantly cruising around, keeping an eye out for anyone who’d rather ride than walk. It’s like having your own personal transportation team.
The ceremony happens in our dreamy pine grove (seriously, it’s magical). We can drive right up to the entrance, and from there it’s just a quick 40-foot walk to the seating area. The ground is covered in soft pine needles that wheelchairs navigate beautifully.
Cocktail hour moves up to our hilltop pavilion, which has two ramps leading onto the deck – no steps, no stress.
Dinner is served on our dining terrace with smooth concrete floors and wheelchair-accessible restrooms right nearby.
The after-party happens in the lower level of our carriage barn, accessible via a seamless ramp. The entire main floor – dance floor, bar, and accessible restroom – is yours to enjoy.
Everything connects via hard-packed gravel paths, and we’ll have someone at arrival making sure everyone gets the VIP cart treatment if they want it.
Smart question! Since we’re nestled in the beautiful Catskills wilderness, shoe choice definitely matters.
Picture this: mountainside setting, crushed stone pathways, and a ceremony in an actual forest grove with soft pine needle floors. Stilettos and this terrain? Not the best match. Those spike heels will sink right into the natural ground, making for an uncomfortable experience.
What works better? Think wedges, block heels, cute strappy sandals, or even elegant flats. Your guests will thank you for the heads up, and they’ll look fabulous while staying comfortable on our terrain.
It’s a real game-changer!
The Roxbury Barn crew is truly the best at what they do and they made what could have been a stressful process such a fun, exciting, easy and laid-back experience.”
Lodging & Transportation
We don’t offer on-site lodging, but honestly? The surrounding area is so much better for this. Roxbury and the neighboring villages are packed with incredible options – from boutique inns to stunning private home rentals.
The Airbnb boom has been a game-changer for the Catskills. We’re talking about some seriously gorgeous vacation rentals that’ll make your guests’ weekend even more special.
Once you book with us, you’ll get our legendary Lodging List – over 180 options within 10 miles, all vetted by us. We know which places have the best views, the coziest vibes, and the most convenient locations. Just add your picks to your wedding website or share the PDF with your crew.
Super straightforward! Your guests will arrive at our main entrance (615 County Road 41), where our parking attendant will greet everyone. We’ve got space for about 60 cars, so the situation is totally covered.
From there, our drivers hop into action with those trusty 4×4 six-seater carts, whisking everyone up to the hilltop pavilion where the magic begins. And like we mentioned earlier – these drivers become your guests’ best friends, ready to provide rides anywhere on the property all through the wedding festivities.
Pro tip: Many couples arrange shuttle service from guests’ accommodations using 15-passenger buses or minivans. We’ve got great recommendations for local transportation companies that know our property and the surounding area well.
Food & Beverage
Nope – and here’s why you’ll be thrilled about that! We’re a full-service venue, which means our incredible chef Leah Detreville and her culinary team handle everything from those first passed hors d’oeuvres to your wedding cake and everything in between.
Chef Leah is all about seasonal, sustainable, locally-sourced cuisine that’s completely customized to what you love. No generic wedding food here – this is the real deal.
Absolutely, and it’s honestly one of the best parts of the planning process!
We don’t do cookie-cutter packages because every couple is different. Instead, Chef Leah starts with a deep dive into your preferences, dietary needs, and overall vision. Then she creates a range of menu options and puts together an extensive tasting that covers everything: passed apps, all courses, plus dessert options.
These tastings are thorough and thoughtful – expect to spend quality time exploring flavors and making decisions together. Based on your feedback, Chef Leah crafts a completely personalized menu that’s uniquely yours.
We’re a fully licensed venue following New York State Liquor Authority regulations, so outside alcohol isn’t allowed. But trust us – you won’t miss it.
Our bartenders are craft cocktail artists who create handcrafted drinks alongside carefully curated wines, local craft beers, regional hard cider, and sophisticated non-alcoholic options that’ll surprise you. It’s all about quality, and your guests are going to be impressed.
Booking & PAYMENTS
We do not hold dates on a tentative basis. Due to the high volume of inquiries, doing so would create gridlock for everyone involved. We also don’t book sight unseen. We value an in-person meeting before accepting any bookings, so we’ll always invite you for a site visit first, so you can actually picture your big day here. Once you fall in love with the space (and we’re confident you will), you’ll have a full week from when we send the contract to make it official.
We’ve structured our payment timeline to make things as manageable as possible while ensuring everything runs seamlessly for your big day. Here’s how it works:
To secure your date: Sign the venue contract and make your initial payment of $6,000 plus 8% sales tax (this investment is non-refundable, so make sure you’re all-in).
Seven months before: Your second and final venue fee payment is due.
Six months before: Time to pay the wedding coordination fee.
Four months before: We’ll need 40% of your estimated food bill.
One month before: Your final guest count guarantee and remaining food and bar payments are due. If you’re adding our epic large bonfire, that payment is due now too, along with a $1,500 damage deposit (which you’ll of course get back as long as long as there are no serious damages).
Nobody wants to think about things going wrong on their wedding day, but event insurance is like a safety net for your investment. It’s actually standard at most quality venues these days, not just ours.
This coverage has your back if you need to cancel unexpectedly or if someone gets hurt during your celebration. We require $1,000,000 in liability coverage with Roxbury Barn & Estate and our owners listed as co-insured. Don’t worry—it’s not as expensive as it sounds. Most couples pay between $150-$250, which is honestly a small price for serious peace of mind.
We also ask that any outside vendors you bring in carry their own general liability insurance. This protects everyone involved and ensures any property damage or injuries caused by vendors or their teams are properly covered.
Weather Plans
One of our favorite things about hosting events up here? The weather is absolutely perfect for celebrations. Thanks to our elevation, we dodge that sticky, oppressive humidity that makes summer weddings miserable in places like NYC. Even during the hottest months of July and August, evenings cool down beautifully—your guests will actually be comfortable dancing the night away.
Fair warning though: Mother Nature runs on mountain time up here. Spring and summer arrive about three weeks later than they do downstate. Early May is when everything starts getting gorgeous and green, so we kick off our event season during the second half of May. We wrap things up after the second weekend in October, right after the fall foliage peaks and before those evening temperatures start getting seriously chilly.
Rain on your wedding day? We are prepared for whatever the weather brings our way. With today’s weather apps, we can see exactly what’s coming and plan around it like pros.
If there’s even a chance of rain before your ceremony, we’ll cover everything up so your chairs stay perfectly dry. Same goes for the bonfire setup. Once the weather clears—and it usually does pretty quickly during our event season—we can have the pine grove ceremony-ready again in just minutes. Plus, we have more than enough clear umbrellas on hand for any light sprinkles.
But what if it really decides to pour? No problem. Your ceremony can move to our stunning pavilion on Spring Hill—a gorgeous roofed structure on a 40-by-30-foot wooden deck with mountain views that’ll take your breath away. For dinner, our covered dining terrace comfortably seats up to 140 guests with plenty of room left over for your first dance and speeches.
And when it’s time to party? Our two-story, climate-controlled carriage barn offers amazing space for dancing on the main floor, plus a sophisticated lounge area on the upper level balcony.