1. Holding a date
Sorry, due to the high volume of inquiries, Roxbury Barn and Estate is not able to hold dates until couples book their wedding. It would simply create a gridlock for all involved. We also don’t book sight-unseen, so we’ll always invite you for a site visit first.
2. Booking and payments
In order to reserve our place for your big day, we require that couples sign a venue contract and pay a non-refundable first payment of $3000. We accept checks and e-checks only. A 20% downpayment is due to Ate O Ate Catering upon signing as well.
The remaining venue fee for a full day weekend event (the venue fee minus the first payment) is due six months before the wedding. So is a second 20% payment for catering.
Six weeks before the wedding date, the balance for any extra services is due (such as a large-size bonfire, and a set of 150 luminaries), as is a damage deposit of $1500. Final guest number guarantee and bar and final catering payments are also due six weeks prior to the full day event.
The Catskills’ central location (about a two and a half hours drive from NYC’s George Washington Bridge; 75 minutes away from Albany International Airport; four hours from Boston, Philadelphia, and Rochester) makes it a perfect weekend getaway for your wedding guests, and Roxbury and its surrounding villages and hamlets offer an abundance of options when it comes to hotels, inns, cottages, private home rentals and campgrounds for you and all your friends and family.
Though the time of Borscht Belt resorts and grand hotels is long over, the Catskills has in recent years become an unexpected haven for boutique hotels, swanky B&Bs and many gorgeous private home rentals. In fact, the Airbnb revolution has greatly changed lodging in the Catskills in the past years, resulting in an abundance of wonderful vacation rentals to choose from.
All couples who book a wedding at our place receive our Lodging List: a comprehensive, detailed list offering insight into the best guest accommodations in Roxbury and its surrounding villages and hamlets (our list currently offers 100+ lodging options). We invite couples to copy their selection of the many lodging options in our Lodging List to their wedding website, or forward the handy PDF to their guests.
4. Catskills Weather
Unlike coastal cities such as NYC, humidity in the Catskills tends to be low in the summer, because of the high elevation, and evenings tend to cool off nicely, even in July and August.
Spring and summer start about three weeks later than in downstate New York, April typically bringing quite a bit of rain. But by mid-May spring has really kicked in, and everything has turned lush and green. That’s when Roxbury Barn and Estate starts hosting its first events of the year. The second weekend of October concludes our event season: evening temperatures start dropping dramatically later in October, whereas in earlier months evenings tend to be comfortable, and fall foliage also tends to peak in early October in the Central Catskills.
5. Rain Plan
We are prepared for whatever the weather brings our way. And with today’s weather and radar apps, it’s really easy for us to predict a local shower, and help plan around it.
If there’s a chance of rain before the ceremony starts, we’ll temporarily cover up the ceremony setup so chairs stay dry. We do the same with the bonfire. So once the rain passes by, it’ll take us just minutes to get the pine grove ready again for a dry and beautiful outdoor ceremony setup.
If it were to continuously rain during the ceremony time, you could have your ceremony in our pavilion on top of Spring Hill. It’s a beautiful roofed structure sitting on a 40 by 30 feet wooden deck, offering stunning mountain vistas. And our carriage barn offers plenty of space for a sit-down dinner for a party up to 140, with space left for dancing, a deejay, or band.
6. Vendor List
We’ve named our vendor list the Green List. It’s a very extensive and solid list of quality vendors, and it’s made available to all couples who choose our estate for their wedding.
The Green List focuses on all local quality specialists (photographers, florists, hair and makeup artists, deejays and entertainment, transportation, etc.) and it gets updated frequently. Our Green List and any other recommendations we make are solely based on quality and experience – we will never offer or receive referral fees or incentives of any kind in exchange for favorable references. Period.
7. Time In/Time Out
Saturday or Sunday
Roxbury Barn and Estate hosts one full day event per weekend day, therefore allowing you to choose the time frame of your event, with a maximum length of eight hours on Saturday or Sunday, starting at the ceremony, with an earliest starting time of 3pm and latest end time at 12am.
Amplified music is permitted outside the barn during cocktail hour, no later than 7pm, and inside the barn until 11pm. Latest time we light the optional bonfire is 11pm.
We’ll make time during the Friday previous to your wedding day to drop off items and have a ceremony rehearsal.
Monday or Thursday
We host only one event on select Mondays and Thursdays, therefore allowing you to choose the day and time frame of your event. Couples are offered a 5-hour window for their Monday or Thursday event, with an earliest starting time of 3pm and latest end time of the reception at 9pm.
Amplified music is permitted outside the barn during cocktail hour, no later than 7pm, and inside the barn until 9pm. Latest time we light the optional bonfire is 9pm.
We’ll make time during the day previous to your wedding day to drop off items and have a ceremony rehearsal.
One of the unique features of a weekend wedding at Roxbury Barn and Estate is the option of a large size bonfire on Spring Hill. We build the bonfire in the days previous to the wedding date, and our staff lights and monitors the bonfire.
Latest time for the bonfire to be lit is 11pm. The fee for a bonfire is not included in the rental rate. In case a planned bonfire cannot take place due to weather circumstances, there’s of course a refund, as long as the bonfire was not lit.
9. Rehearsal Dinner & Brunch
Roxbury Barn and Estate is not available for rehearsal dinner or farewell brunch options. Quite honestly, we think it’s just not the best idea. You and your guests will spend the weekend in our area, coming from all over, and why limit yourself to one and the same location for your entire weekend?
There are some really great, affordable local options for rehearsal dinners and farewell brunches that we can tell you about, and this way your wedding weekend will be diverse, and the wedding day at our estate becomes a true milestone celebration, and not a place revisited multiple times. During your initial visit, we’ll gladly give you some great pointers on all the wonderful options our part of the Catskills has to offer.
10. Parking & Shuttles
Guests enter and leave the property through our main entrance on County Road 41, where a staff member will guide arriving guests to our parking area through a wandering forest road on our property. There’s parking space for approximately 60 cars.
Alternatively, we suggest arranging transportation of your guests from and to their accommodation through a shuttle service, using 15-passenger shuttle buses and/or minivans. We’ll of course give you recommendations for transportation services in the area. Shuttle buses and vans use the circular driveway at the entrance of our property to drop off and pick up guests. Larger coach buses are not an option, as they don’t fit the property, and tend to cause nuisance and property damage at the different lodging facilities and their surroundings.
See our property map for the layout of the driveway and parking area.
Obviously, we’re well insured. But as is common at all venues, couples are required to obtain event insurance for $2,000,000 in liability, listing Roxbury Barn and Estate and its owners as co-insured. Event insurance will help protect your investment and may help cover your costs if you unexpectedly need to cancel or if you’re found responsible for property damage or an injury caused during your wedding.
We also require general liability insurance and proof of liability insurance from external vendors, with a general liability policy covering property damage and personal injury caused by the vendor, its employees or sub-contractors.