FAQ:
Your wedding questions, answered.
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Planning the Basics
Due to our limited number of available dates and high demand, we don’t hold dates on a tentative basis — and we don’t book sight-unseen. We always invite you for an in-person site visit first so you can picture your big day here. Once you fall in love with the space, you’ll have a full week from when we send the contract to make it official.
Yes — tours are by appointment so we can give you our full attention. We’re available seven days a week depending on availability, though we never host tours during events (since we promise couples exclusive use on their wedding day). That means weekend slots during peak season fill up fast. Fill out our contact form, and we’ll get back to you with next steps.
Yes! Because so many services are in-house — catering, coordination, furniture, on-site transportation — we can move quickly and efficiently. We also have a strong network of local vendors who know our space and can hit the ground running.
Never. We book one wedding per weekend, full stop. Your day (or long weekend) is exclusively yours.
We love dogs, and dogs love it here! You’re welcome to bring yours for a tour or on your wedding day (up to two dogs, please). We do ask that they head home after the ceremony and cocktail hour — the dinner and dancing portion tends to get overwhelming for most pups.
Costs & Booking
We’ve structured our payment timeline to be as manageable as possible:
- To secure your date: sign the venue contract and pay your initial deposit of $6,000 + 8% sales tax.
- 7 months before: second and final venue fee payment due.
- 6 months before: wedding coordination fee due.
- 4 months before: 40% of your estimated food bill due.
- 1 month before: final guest count, remaining food & bar balance, and (if adding it) the bonfire payment. A refundable $1,500 damage deposit is also due at this time.
No surprises here. All fees — venue, team, food and beverages, coordination, bonfire — are listed in full on our pricing page. What you see is what you pay.
Every wedding is different, but most of our couples spend $65,000–$95,000+ for the full experience: venue, catering, bar, music, florals, and photography. We’re happy to give you ballpark guidance and point you toward vendors at a range of price points — without ever pushing unnecessary extras.
Think of it as a safety net for your investment — and it’s standard at most quality venues these days. We require $1,000,000 in liability coverage with Roxbury Barn & Estate and our owners listed as co-insured. Most couples pay $150–$250 for this. We also ask that any outside vendors carry their own general liability insurance.
Unlike many purchases, a wedding booking can’t be refunded if cancelled — and here’s why: when you book a date with us, that date is effectively taken off the market. Our season has a limited number of weekends, and once a date is held for you, we turn away every other couple who inquires about it. If a cancellation happens, that date is rarely recoverable. The loss is real, even if your wedding never took place.
If a force majeure event — a pandemic, natural disaster, or similar circumstance beyond anyone’s control — prevents your wedding from taking place as scheduled, we’ll work with you to reschedule rather than cancel. All payments made toward your original date will be applied to the new date, with no penalty and no rate increase, as long as you reschedule within 16 months.
We also strongly recommend cancellation insurance for situations that fall outside force majeure — it reimburses you for payments made if you have to cancel due to unexpected personal circumstances. It typically costs less than 2% of your total wedding budget, and it’s real peace of mind.
Coordination & Vendors
Yes, fully. Our in-house coordination team handles every wedding at the estate, from booking straight through to your last dance. All the details are here.
No — and honestly, it would create unnecessary confusion. We don’t work with external planners or coordinators. Our team provides full-service coordination, so bringing in someone external would mean paying for duplicate services. You’re already getting the full treatment.
Absolutely. Every couple we book gets access to The Green List — our curated collection of personally vetted local talent: photographers who know our best angles, florists who get the aesthetic of our estate, hair & makeup artists, DJs, transportation companies, and more.
You’re free to bring in any professional, insured vendor not on the list, but Green List vendors already know the property inside and out. And just so you know: we never take referral fees or kickbacks. Every recommendation is based purely on quality.
We’re happy to give ballpark guidance, but we don’t quote pricing on behalf of vendor partners — their rates vary by season, guest count, and customization. The Green List includes options at a range of price points, and we’ll always help you find vendors that fit your style and budget.
Flow of your wedding Day
Six to eight hours, typically. Here’s a rough flow:
- Guests arrive ~30 minutes early for refreshments at the hilltop pavilion.
- Ceremony during golden hour (3–5 pm depending on season) in the pine grove.
- Four-hour open bar covering cocktails, dinner, and dancing (extendable to five or six hours).
- Bonfire on Spring Hill once dancing wraps up, with all the s’mores items.
Music ends once the bar closes, at 11 pm the latest — amplified music (DJs, bands) must wrap up at that point. Light conversation around the bonfire is totally fine. All events conclude by midnight.
After dancing wraps up, our team lights a large bonfire on Spring Hill. We handle all the prep, lighting, and monitoring. It comes with a full s’mores station and all the supplies. The bonfire can start as late as 11 pm, and there’s a full refund if the weather prevents us from lighting it. It’s an add-on option — find the details on our pricing page.
Yes! We host one event per weekend and offer one-, two-, or three-day celebrations. Options include:
- Rehearsal dinner (30–60 guests) the evening before.
- Welcome party (80-140 guests) in lieu of a rehearsal dinner.
- Post-wedding brunch the late morning/early afternoon after.
- Or just your wedding day on its own — totally fine too.
We tailor the weekend exactly to your vision.
We’ll host your ceremony rehearsal the afternoon before your wedding day, any time between 3 pm and 6 pm. Our coordinator leads the rehearsal so everyone knows what to do. It’s also the perfect time to drop off decorations, wedding party outfits, or any personal touches you want to include. Consider it your stress-free practice run.
THE VENUE & FACILITIES
A lot. Roxbury Barn & Estate is a full-service venue, which means most of what you’d otherwise have to rent or source separately is already here:
- All furniture: dinner tables, ceremony chairs, lounge furniture, benches, outdoor seating
- All tableware: plates, silverware, glassware, napkins — high-quality and elegant
- Professional catering kitchen
- Climate-controlled carriage barn (air conditioning and heating)
- Spacious restrooms inside the barn and at the dining terrace
- Parking for up to 60 cars plus shuttle buses
- Chauffeured on-site cart transportation throughout the event
Yes — the barn has both air conditioning and heating, so your guests are comfortable regardless of what the weather decides to do.
Absolutely not. You’ll find spacious, fully equipped restrooms both inside the barn and at the dining terrace.
We have space for up to 60 cars plus room for shuttle buses. Guests arrive at 615 County Road 41, Roxbury, NY 12474, where our parking attendant greets them. From there, our 4×4 cart drivers take over.
Yes — we’ve thought this through carefully. Two six-passenger carts run continuously throughout the event, with drivers watching for anyone who’d rather ride than walk. Cargo units handle foldable wheelchairs. Here’s what to know about each space:
- Pine grove ceremony: 40-foot walk on soft pine needles from the cart drop-off.
- Hilltop cocktail pavilion: two ramps onto the deck.
- Dining terrace: smooth concrete floors.
- Carriage barn: accessible via ramp.
- Accessible restrooms at both the dining terrace and the barn.
Someone will be on-site at arrival to make sure every guest who wants cart service gets it.
We’re in the Catskill Mountains, so a quick heads-up to guests goes a long way. The ceremony is in an actual pine grove with soft needle floors, and pathways are hard-packed gravel. Stilettos will sink — we promise it won’t be fun. Wedges, block heels, strappy sandals, or elegant flats are the move. Your guests will thank you.
Food & Beverage
No — we’re a full-service venue with an in-house culinary team. Chef Leah creates seasonal, locally-sourced menus customized entirely to your preferences. It’s one of the things couples consistently rave about.
We accommodate any dietary need — for individual guests or your entire menu. Vegan, vegetarian, gluten-free, dairy-free, religious or cultural requirements — Chef Leah has you covered. We also run a nut-free kitchen.
One thing to note: though we are of course open to “kosher-style” catering, it’s essential to know our catering kitchen does not offer a kosher environment, so we would not be able to adhere to certified kosher standards.
Yes, for the weekend wedding day. Chef Leah reviews your preferences and dietary needs, creates menu options, and then conducts a comprehensive tasting covering apps, all courses, and dessert. Your menu is finalized based on your feedback.
No — NYS Liquor Authority regulations prohibit outside alcohol. We’re a fully licensed venue and offer handcrafted cocktails, curated wines, local craft beers, cider, and non-alcoholic options.
One month before your wedding date. This gives us adequate time to source everything for food and bar.
Our venue comfortably hosts anywhere from 80 to 140 guests.
Getting Here & Lodging
Likely yes. Public transportation to the Catskills is sparse. While it’s technically possible to visit without a car, having one gives guests access to everything the region has to offer — especially for a multi-day weekend celebration.
Many couples arrange shuttle service from guests’ accommodations using 15-passenger buses or minivans. We have great recommendations for local transportation companies that know the property and surrounding area well.
One important note: Uber and Lyft are not reliably available in our area. A shuttle is genuinely the smarter call.
If guests are flying in, regional airports are often quicker and easier than dealing with the main NYC airports:
- Albany International Airport — 71 miles from the barn
- Stewart International Airport (Newburgh) — 89 miles
- Binghamton Airport — 104 miles
Car rental is available at all three.
We don’t have on-site lodging, but the area has an abundance of options: boutique inns, hotels, and hundreds of vacation rentals. Every couple we book receives our Lodging List — 180+ vetted options within 10 miles of the estate.
Guests arrive at our main entrance at 615 County Road 41, Roxbury, NY 12474. From there, our cart drivers take over and get everyone up to the hilltop. Cell service in the area can be spotty, so encourage guests to download directions in advance.
Weather & Seasons
The Catskills are genuinely great for outdoor celebrations. Thanks to our elevation, we dodge the sticky, oppressive humidity that makes summer weddings miserable closer to the city. Even in July and August, evenings cool down beautifully — your guests will actually want to dance.
Fair warning: spring arrives about three weeks later here than downstate. Early May is when things get gorgeous and green, so our season kicks off the second half of May and wraps after the second weekend of October, right after fall foliage peaks.
At Roxbury Barn, early October — the first two weeks — is genuinely ideal. Daytime highs around 66°F, evenings in the 50s, and it typically coincides with peak fall foliage. We’re built for this season: the pine grove offers natural shelter, cocktail hour and dinner are covered with heaters, the barn is climate-controlled, and the bonfire is basically made for fall.
One practical note: October days get shorter fast. Plan your ceremony between 3 and 4:30 pm to make the most of natural light.
We don’t host weddings past mid-October. By late October and November, conditions get cold, rainy, and often leafless. It’s a gamble we’d encourage you not to take.
We’re fully prepared — today’s weather apps mean we can see exactly what’s coming and plan around it. Here’s how we handle it:
- If rain is expected before your ceremony, we’ll cover everything to keep chairs dry. Once it clears (which usually happens quickly during our season), we can have the pine grove ceremony-ready in minutes.
- Heavier rain? Your ceremony moves to our pavilion on Spring Hill — a roofed structure on a 40×30-foot wooden deck with mountain views.
- Dinner: our covered dining terrace seats up to 140 guests with room for first dance and speeches.
- Dancing: the two-story, climate-controlled carriage barn with a sophisticated upper-level lounge area.
And yes, we have plenty of clear umbrellas on hand for light sprinkles.
The care and attention to detail they put into their service is remarkable
“Casper, Danyelle and their team did an excellent job at not only creating a perfect venue space but also giving us the confidence and reassurance of having a beautiful and stress-free day.”
— Kade
