xo,
pine hollow team

Thank you, again, for choosing to partner with us for your Best Day Ever! Please don't hesitate to let us know if we can offer any additional guidance or recommendations throughout your wedding planning process!

We are excited to *officially* welcome you to the Pine Hollow family! 

Between our experience and industry connections, we aim to aide in a stress-free planning experience coupled with flawless execution on the wedding day. 

In this guide you will find some planning tips, what you can expect working with us, and some additional tools and resources you are welcome to use along the way. 

It's our promise to ask you the right questions, so we can be fully prepared for your big day. We know choosing your wedding venue is a huge decision in your planning process, and we are truly honored you chose to partner with us. 

to Pine Hollow Farms!

Welcome

Once you are *officially* on our calendar, you'll receive a confirmation email, copy of your agreement, and instructions on accessing your very own planning portal.

what to expect

when working with us

booking confirmed

Additionally, we will send you access our *exclusive* Wedding Guide surrounding all the details for weddings at PHF! (If you're reading this, you made it!)

bridal guide

Soon after, you will also receive a list of our favorite vendor recommendations to kickstart your planning process!

vendor guide

After reviewing our catering partners, you can choose your menu & linen options with them.

select your caterer

Start securing your vendor team, planning your timeline, enjoy the celebrations, and keep planning all the (cute) things! Be sure to come by our Decor Open Houses to plan out any pieces from our Decor Closet!

all the big & little details

One of our Day of Coordinators will reach out approximately 30 days before your wedding day to schedule your final meeting.

final meeting

For our couples having an on-site ceremony, your PHF Coordinator will lead your scheduled 1-hour rehearsal for a run through of your ceremony.

rehearsal

It's finally here! Our team will work in tandem with your vendor partners to create a seamless experience for all and to make it your BEST DAY EVER!

wedding day

These are primarily used for guest tables.

inventory

what's included in your rental

72" round tables

Our wood top farmhouse tables are great for head tables, guest seating, or accent tables. There are 6 total.

8' farmhouse tables

These long tables that will be used for buffet and can be used for additional accent tables. There are 8 total.

8' plastic tables

Our 5 wood top cocktail tables are 36" diameter.

indoor cocktail tables

Our 4 iron cocktail table are 27" diameter.

outdoor cocktail tables

Our small wood top is great for the unity ceremony or displaying your cake. It's 34" in diameter and 3' in height. We have one of these.

wood top round table

This smaller farmhouse table is perfect for a sweetheart table, unity ceremony, or accent area.

4' farmhouse table

We have white padded resin folding chairs for outdoors & use our black crossback chairs for indoor.

white padded or black crossback chairs

As a reminder, you are more than welcome to stop by one of our scheduled open house events to gather any additional measurements you may need for your decor & planning! Our open house dates and times are always listed on our website calendar.

8'

8'

23.5'

14.5'

3'

3.5'

11'

8.5'

4.5'

couples commonly request

measurements

10'

11.5'

11.5'

tips for a seamless wedding day timeline

timing tips

Additional time can be added to the front end of your Pine Hollow reservation. This is great for those who want extra time for hair and makeup or want to kick off the day with a bridal party brunch! 8:00am is the earliest access time and your day of coordinator can assist you in extending your reservation at your final meeting.

adding time to your reservation

When creating your timeline, it's always helpful to include small pockets of rest. These spaces are great for overflow and getting back on schedule, if needed, in addition to taking some time for yourself to soak in the magic of the day!

create cushion

When opting for a ceremony off-site or leaving Pine Hollow for photos, always keep in mind travel may take a little longer than you typically expect. Account for loading & unloading, parking, potential traffic, and even a restroom stop for the wedding party and your guests.

don't forget travel time

Choosing a first look is a great way to maximize time on your wedding day, as you can get most of your photos done prior to the ceremony & even participate in your cocktail hour, if desired!

opt for a first look

Whether it's unloading your vehicles, allowing everyone to unpack and get settled, setting up the snack station, all of these things take time & when overlooked, can potentially start the day off already behind schedule.

prep time

That moment the Bride and Groom see each other for the first time on their wedding day is magical. And this is true whether the couple chooses to wait until the bride walks down the aisle or chooses to do a “first look’ prior to the ceremony.

First looks—a private moment couples choose to spend together prior to the wedding ceremony—have become more popular over the last few years. A little over half of our couples choose to do a first look. However, out of those couples who wait for the ceremony to see each other, many will opt for a "first touch" or private prayer moment, without seeing each other to have a moment to connect before the ceremony begins.

While we consider ourselves people who value tradition, there are definitely a few good reasons to consider a first look. Here are 3 reasons to consider a ‘first look’:

IF YOU'RE WONDERING WHETHER A FIRST LooK IS RIGHT FOR YOU,..STOP HERE

STOP HERE

This goes for a first touch, private vows, or your first look. Having it prior to your ceremony, not only allows you to get any pre-ceremony jitters out, but freshen up before the ceremony begins. (Cue the perfect moment for all the happy tears!)

you have time to freshen-up after the first look  

First Look

03

When there is no first look, the majority of the pictures have to be taken after the ceremony. Family pictures are generally done as soon as the ceremony ends because it’s the easiest time to round everyone up. Next up is typically the full bridal party, and then bride and groom portraits. This generally runs the entirety of your cocktail hour, which some couples want to be present for!

A first look opens up time prior to the ceremony for full bridal party pictures and, sometimes, for a few bride and groom portraits. This allows the couple to get the most out of cocktail hour, which makes the rest of the evening feel less rushed. We also find a first look especially helpful in the winter months when the sunlight is limited. Maximizing your time for photos is one of the biggest reasons for adding it to your day!

It creates more time for pictures without sacrificing daylight or your cocktail hour  

02

Once the ceremony begins, the day takes off quickly. A ‘first look’ is an opportunity to enjoy some quiet time alone, enjoy each other’s company, and reflect on all this day means before your day takes off.

Wedding days can be a whirlwind and they tend to fly by. There’s much to do, and a lot of people to see and to catch up with. We always encourage our couples to take a few minutes every so often during their wedding to stop and soak in everything that’s happening.

A first look cuts through the chaos of the day

01

First look or not, the first time you see each other on your wedding day WILL  be special and the best choice for YOU!

with a first look

spring timeline - sunset @ 7:30pm

10:30 - venue access begins
1:00 - detail photos
2:00 - Put on your dress
2:30 - First look photos
3:00 - bridal party photos
4:00 - Return to suites to relax
5:00 - Ceremony
5:30 - Bar Opens + cocktail hour
5:35 - family formal portraits
6:30 - grand entrance
10:30 - bar closes & last song
11:00 - phf closes to public

with a first look

summer timeline - sunset @ 8:30pm

11:00 - venue access begins
1:30 - detail photos
2:30 - Put on your dress
3:00 - First look photos
3:30 - bridal party photos
4:30 - Return to suites to relax
5:30 - Ceremony
6:00 - Bar Opens + cocktail hour
6:05 - family formal portraits
7:00 - grand entrance
11:00 - bar closes & last song
11:30 - phf closes to public

...and where do i begin?!

timeline planning

Having your wedding day at Pine Hollow Farms means everything—from getting ready to the reception—can happen in one convenient location. This eliminates travel time and keeps the day stress-free for both you and your guests. You'll have exclusive use of the wedding venue during your rental period, typically 10-12 hours. With plenty of parking and all of the major pieces here, rest assured it will go smoothly. Since we’ve had the 

pleasure of hosting hundreds of weddings, we have the experience of knowing the key details that will create a seamless wedding timeline.

key planning tips:

Your wedding photographer should arrive before you begin getting dressed. They will start by taking detail shots (invitation suite, rings, dress, bouquet) and candid getting-ready moments with your bridal party. A “first look” with your fiancé is your choice but can provide an intimate start to the day and we find it usually gives you more time later to spend with your guests.

photo/video timing

Most outdoor ceremonies at PHF are scheduled 2-3 hours before sunset. This allows plenty of time for family formal photos, bridal party shots, and of course, dreamy golden-hour photos afterward. While the ceremony is one of the most meaningful moments of the day, it’s also the shortest, typically lasting 30 minutes or less.

ceremony timeframe

Many couples find it the most helpful to start with your end time and work from there, knowing if you will be serving a 4 or 5-hour bar will then give you your cocktail hour or reception start time, then 30 minutes prior, starting your ceremony.

work backwards

with a first look

fall timeline - sunset @ 6:30pm

10:00 - venue access begins
12:30 - detail photos
1:30 - Put on your dress
2:00 - First look photos
2:30 - bridal party photos
3:00 - Return to suites to relax
4:30 - Ceremony
5:00 - Bar Opens + cocktail hour
5:05 - family formal portraits
6:00 - grand entrance
10:00 - bar closes & last song
10:30 - phf closes to public

sample timelines

without a first look

spring timeline - sunset @ 7:30pm

10:30 - venue access begins
2:00 - detail photos
3:00 - separate bridal party photos
4:00 - Return to suites to relax
4:30 - Ceremony
5:00 - Bar Opens + cocktail hour
5:05 - family formal portraits
5:30 - bridal party photos
6:00 - bridal portraits
6:30 - grand entrance
10:30 - bar closes & last song
11:00 - phf closes to public

without a first look

summer timeline - sunset @ 8:30pm

11:00 - venue access begins
2:00 - detail photos
3:30 - separate bridal party photos
4:30 - Return to suites to relax
5:30 - Ceremony
6:00 - Bar Opens + cocktail hour
6:05 - family formal portraits
6:30 - bridal party photos
7:45 - bridal portraits
8:00 - grand entrance
11:00 - bar closes & last song
11:30 - phf closes to public

without a first look

fall timeline - sunset @ 6:30pm

10:30 - venue access begins
12:00 - detail photos
1:00 - separate bridal party photos
2:00 - Return to suites to relax
3:00 - Ceremony
3:35 - family formal portraits
4:00 - bridal party photos
4:30 - bridal portraits
6:00 - Bar Opens + cocktail hour
7:00 - grand entrance
10:00 - bar closes & last song
11:30 - phf closes to public

for winter brides

 who desire outdoor photos: we highly suggest a first look, as daylight is limited. However, if that is not an option we have had several couples plan their

 ceremony earlier in the day - around 2pm - and welcome guests back on-site around 6pm for cocktail hour to ensure they have plenty of daylight for outdoor photos.

a tip for couples who are not planning a first look:

Have bridal party & bridal portraits directly following the ceremony to maximize daylight,

and plan for family formal photos indoors, on the staircase afterwards.

these are just suggestions to follow! 

Last but not least, 

recommend consulting with your planner and photographer to ensure their coverage is during your main timing blocks & coincides with their shooting schedule. Some photographers have their portrait timing efficiently condensed to 15 minutes, whereas a different photographer may take up to 45 minutes for the same group. 

We have seen many different timing schedules over the years, but ultimately, we *highly*

*guests leave once ceremony concludes & return for cocktail hour

For winter brides  who desire outdoor photos: we highly suggest a first look, as daylight is limited. However, if that is not an option we have had several couples plan their  ceremony earlier in the day - around 2pm - and welcome guests back on-site around 6pm for cocktail hour to ensure they have plenty of daylight for outdoor photos.

A tip for couples who are not planning a first look: Have bridal party & bridal portraits directly following the ceremony to maximize daylight, and plan for family formal photos indoors, on the staircase afterwards.

Last but not least, these are just suggestions to follow! We have seen many different timing schedules over the years, but ultimately, we *highly* recommend consulting with your planner and photographer to ensure their coverage is during your main timing blocks & coincides with their shooting schedule. Some photographers have their portrait timing efficiently condensed to 15 minutes, whereas a different photographer may take up to 45 minutes for the same group. 

If the forecast is calling for rain, fear not because rainy days ARE still so beautiful! 

If rain is in the forecast, we do keep a pair of clear umbrellas onsite for the couple & photographer for any outdoor shots. 

If you don't own a pair of cute Wellies, now may be a great time to order a pair - even if you're just wearing them in between those breaks in the rain! While there are a variety of indoor options to gather images around the venue, we recommend utilizing the staircase for formal family photos, if needed.

If you're not working with a planner, it might also be a good idea to check in with your entire vendor team to make sure they're aware of your backup plans. Hair and makeup may need to be tweaked to withstand humidity and if your wedding is outdoors, DJs and bands may need to take extra precaution to protect their gear. 

Rainy day weddings may require a little more flexibility and creativity, but there isn't any reason why they can't be as beautiful and as joyful as sunny weddings!

Rain Tips

Rain Tips

Styling details are the small, personal details that your photographer will (most likely) capture first. In order to help the day run a little smoother, packing all items in one place for easy access is a great way to make sure the photographer can start off with ease.

The best way to help your photographer maximize their timing to style & shoot your details is to have them organized and ready to go. We recommend placing everything in a labeled box to hand off to your photographer when they arrive.

Details

Wedding Day 

Dress
Dress Hanger (Yes, we keep cute ones on-site, if preferred!)
Rings (Both engagement and wedding bands)
Shoes
Veil
Bouquet
Ring
Hair pieces & Jewelry
Perfume
Invitation Suite (2 full sets with envelopes + stamps)
Any other paper stationary you may have; like program cards
Vow Book
Any other sentimental keepsakes you would like to include
We once had a bride bring her grandmother's hand mirror. This is completely optional - but if you have something sentimental you'd like styled with your details, photographers love including family heirlooms in detail shots.
It's great to have a few cuts of the florals you'll be using throughout your wedding day. If your florist will supply a small bucket of extra pieces to include in your photos...your photo/video team will be set!

details

BRIDAL

Shoes
Socks (if they're special)
Cuff Links
Tie or Bow Tie
Pocket Square
Boutonnière
Vow Book
Rings
Anything else he'll have that is special or sentimental.

details

GROOM

You will be introduced to your Day of Coordinator about 30- 45 days prior to your wedding date. From that point, they will be your main point of contact through your big day!

day of coordinators

AND THEIR ROLE IN YOUR BIG DAY!

SCHEDULE & LEAD YOUR FINAL MEETING

You will schedule your rehearsal with your coordinator, who will attend and be able to lead your rehearsal in tandem with your celebrant.

DIRECT YOUR REHEARSAL

Your coordinator will be on site with you for 8 hours on the day of your wedding, generally from 11:00am – 7:30pm to assist with vendor set up and bridal party needs.

greet bridal party and vendors

We will review your processional at your final meeting so we are fully prepared to get everyone down the aisle! We will also help fluff the brides dress & veil.

lead your processional

They will work alongside your entertainment and photographer/videographer to communicate needs and timing for toasts, cake cutting, and first dances.

coordinate your timeline events

Your coordinator will direct our staff & additional vendors to ensure everything is set up according to your reception plan, if a room flip is needed.

oversee room flip

If you are working with a wedding planner, we will work in collaboration with them for your rehearsal and throughout your event, in addition to your other dream team of vendors!

work with your vendor team

Spring Wedding (March-May)
Mail in January-early February
RSVP Deadline: Set for early March

Summer Weddings (June-Aug.)
Mail in April to early May
RSVP Deadline: Set for early June

STATIONERY TIMELINE

the quick guide

Fall Wedding (Sept.-Nov.)
Mail in July to early August 
RSVP Deadline: Set for early September

Winter Wedding (Dec.-Feb.)
Mail in October to early November 
RSVP Deadline: Set for early December

a quick note on saying "thank you"

to tip or not to tip...

•  Leave a positive review on Google and/or Facebook since most people do a Google search to find wedding vendors
•  Assign a responsible person, to oversee handing out your tip envelopes to the correct person
•  Send your vendors a handwritten thank you note after the wedding or include it in their tip envelope
•  Refer your friends or family members to your favorite vendors
•  Give your vendors access to any wedding photos that feature their work, if approved by your photographer

ways to share the love:

Tipping is a common line item that gets forgotten until the last minute and can have a major impact on your budget if not planned for. While monetary tips are always appreciated, here are some other great ways to shout, "Thank you!" when it's not financially feasible. A personal thank you note or a public review will let your vendors know that you valued their time, their services, and their professional expertise in helping to facilitate your wedding day.

Think about comfort and flow for your guests: signage & wayfinding, personalized touches, engaging entertainment, and thoughtful extras like cozy blankets for outdoor ceremonies or a fruit-infused hydration station during warmer months.

Prioritize the guest experience

05

When planning out your schedule, don't forget to consider Daylight Savings! The last thing you want is to plan your photos around sunset, to find that happens an hour earlier due to the time change!

04

time of year

As a general rule of thumb, the Bride should always be dressed LAST! That way, if you're planning on having a first look with your bridal party or parents, they will be ready to go for photos assisting you into your dress, and their reveals with you.

first looks

03

Especially in the warmer months, it's paramount to take care of your delicate bouquets & blooms! We highly recommend keeping flowers inside & in water as much as possible, especially if you are taking photos before the ceremony to keep them looking fresh. For outdoor ceremony pieces, we recommend staging them indoors & allowing your PHF Day of Coordinator assist with placing before guests arrive.

fresh florals

02

Whether it's undergarments or shoes (or anything else that you will be wearing), take time to wear them a few times before the big day. This will allow them to mold to your body to maximize comfort. (& bypass the wedding day blisters!) We recommend wearing shoes inside only, to avoid scuffs or staining.

break in your wedding wear

01

tips

Additional

Okay, so maybe we don't have the drive-thru system down and we don't make waffle fries, BUT it is truly our *pleasure* to work with you. Whether it's timeline guidance, specific vendor recommendations, or planning support, we are always here to share what we have seen in the past, what has worked vs. what could use some tweaking, and of course, walk you through your planning journey!

just call us cfa...

09

• Organize your seating display alphabetically to make it quicker for guests to find their name
• Escort Displays (or Seating Chart) are to guide guests to their table assignment. Escort cards (or Place Cards) are to guide guests to their specific seat, as these are pre-placed at the place setting. Escort cards are most important when a plated meal is planned, and each guest has a different entree selection.

seating chart

08

We highly recommend looking into ways to get the crowd on their feet! Whether it's hats, light sticks, or "dancing shoes" it's a great way to get (and keep!) the dance floor packed all night long!

dance
floor props

07

Don't be afraid to cushion down time into your day! At the very least, we recommend tucking away for an hour before the ceremony begins. (30 minutes, at the very least) Guests typically arrive between 20-45 minutes early to weddings. This time also allows you to freshen up, relax, and prepare your hearts for the commitment you're about to make.

Down time

06

Our team is here and happy to help! Our hope is that each of our couples will enjoy the process and soak in this season of life, which is why we will always be just an email or phone call away!

By now, you should have access to your planning portal. This will house all your information from us and will be the best way to communicate with our team throughout the process. 

we know wedding planning can be stressful...

but it doesn't have to be!