Your Wedding: Finer Details

Your Wedding Information

Six months before your big day, we will get in touch to arrange your Final Details Meeting. This usually takes place around 4-6 weeks before your wedding.

You will be asked to complete this document in as much detail as possible ahead of the meeting. Don’t worry, there are always some bits you’re not sure of and we will go through everything at the meeting.

If your wedding is between May and October, it’s likely that you will need to attend your Final Details Meeting on a week day (as our weekends are busy with Weddings). The meeting will take around one hour.

We understand that choosing who sits where can be a challenge, which is why we have provided you with some useful hint and tips to help you with your seating arrangements;

  • Top table – this can be any shape or size and hold up to 12 people on a long table and 10 on a 5ft 6 Round Table
  • Trestle Tables – We suggest having 3 people per long trestle table to allow for ample leg room
  • Each round table (5 ft by 6) seats comfortably 8 to 10 guests, but will stretch to 11. If you require a table of 12 please do let us know so that we can hire one in a 6ft Round table for you, but do bear in mind there will be a small hire fee
  • Please ensure when you do your table plan you show us where any children and babies will be seated and if they require a high chair, the caterers will also require dietary requirements
  • Please think carefully about where guests with limited mobility will sit – we are happy to help you find a suitable location
  • If you are seating 120 guests we recommend a round top table with your backs to the garden – ie facing the bi-folding doors to allow for more room
  • You will also need to position your cake somewhere in the guests for your guests to see!
  • If you have chosen a BBQ/Hog Roast which is to be served at the table or sharing platters, we recommend seating one less guests per table or alternatively choosing smaller centre pieces to ensure more room on the table

To view a sample of a table plan, please click here for a table plan and here for a sample list of what the caterers will require at the latest 2 – 3 weeks before your wedding

Below are some approximate timings for your wedding day based on the time of your ceremony. 

Please note, these timings are not set but give you an idea for time scales, they are also flexible depending on guest numbers or if you are having extra guests arrive in the evening. You also might be doing an earlier cake cutting, or having speeches in-between courses, or not having speeches at all! 

At your final details meetings 6 weeks before your day, we will go through these together to make sure the day runs as you’d like it to. 

13:30 Guest Arrival
14:00 Ceremony
14:45 Drinks Reception/Canapes
16:15 Guests seated
16:30 Wedding Breakfast served
19:00 Speeches
19:30 Evening Guest Arrival
20:00 First Dance/Cake Cutting
21:00 Evening food served
23:15 Last Orders Called
23:30 Bar Closes/Music Finishes
00:00 Venue Closes*

14:00 Guest Arrival
14:30 Ceremony
15:15 Drinks Reception/Canapes
16:45 Guests seated
17:00 Wedding Breakfast served
19:30 Speeches
20:00 Evening Guest Arrival
20:15 First Dance/Cake Cutting
21:00 Evening food served
23:15 Last Orders Called
23:30 Bar Closes/Music Finishes
00:00 Venue Closes*

*If you have opted for a Late License, the finish time of your day will be as follows: 23:45 Last Orders Called
00:00 Bar Closes/Music Finishes
00:30 Venue Closes

Hayne House do all we can to ensure we keep things sustainable and help the environment, there are so many little things you can do to help us uphold these policies on your wedding day!
Click here to find out more.

If there is no wedding the day before, you will be able book rooms in the Former Hunting Lodge.

However, we cannot confirm this until 10 weeks before the wedding or at your final details meeting.

If you would like to book rooms for the night before, prices are as follows please note we have a minimum of 3 rooms:

£325
Three Double En-Suite Rooms
Bottle of Prosecco
Continental breakfast of pastries and mixed berries

£630
Six Double En-Suite Rooms
Bottle of Prosecco
Continental breakfast of pastries and mixed berries

For your music during the day, we would always suggest using The Wedding Chaps to create bespoke playlists and perfectly time your aisle walk.

However, if you prefer to do you own playlist here’s what we’ll need;

A phone or tablet with bluetooth
Playlists to be bought or downloaded for example on Spotify or Apple Music

Suggsted playlists as follows:
Guest arrival (15 songs)
Aisle Walk (1 song)
Signing the Register (4 songs)
Ceremony Exit (1 Song)

Drinks Reception (30 Songs)
Wedding Breakfast (60 Songs, starting with your ‘Grand Entrance’ song)

faq’s

When can I drop off my decor?
By prior arrangement you will be able to drop off any decor the day before your wedding.
Please note due to the space at the rear of the house, only one car will be able to access this area. If this is on a wedding day you will need to press the buzzer at the barrier to be let into the venue

What time can suppliers access the venue on the day of the wedding? 
The venue is open from 09:00

What time can I start getting ready in the Pamper Cottage?
You will have access to the Pamper Cottage at 09:00 and access to the Honeymoon Suite (in the Former Hunting Lodge) from 11:00.

What time can guests access their room? 
All guest rooms are available for Check-In from 12:00.

What time is breakfast the following morning? 
Breakfast is served 08:30 to 09:00

What time is check out the following morning?
Check out for all rooms is 10:00.

Car Access
The main car park for all cars is located at the entrance of Hayne House, no cars will be allowed on site without permission of the duty manager on the day.

If some of your guests require disabled parking, they are permitted to be dropped off in front of the Orangery and all vehicles must be returned to the car park

Guests cars may be left overnight; however, they must be collected by 10:00 the next day to avoid being blocked in. All cars are left entirely at the owners’ risk.

What time does the bar open? 

The bar is usually open from midday, please note as per the terms and conditions of our license, the bar must close:

  • 60 minutes before an indoor ceremony
  • 20 minutes before an outdoor ceremony

Are card payments accepted?
Yes we take all card except AMEX, contactless and ApplePay

Can we have a bar tab?
Yes we do allow bar tabs and these are to be paid on the morning of your wedding. We also suggest that you have a ‘menu’ for your tab for example all beers/cider, a glass of wine, single house spirits and soft drinks. 

Wedding Breakfast Wine?
During your wedding breakfast we provide half a bottle of House Wine per person within your standard drinks package, however you might want to upgrade from our House Wines to something extra special.  Please see our Wine List.

Is water provided?
Water is provided on the tables, and we have kilner jars of water available on the bar all day and evening.

Drink upgrades – For further information on upgrading your drink packages, please visit our drinks upgrade page.

Can we have real ale?
We are pleased to let you know that we have real ale on tap – Meantime so do not offer corkage. We do also have a couple of brands available in bottles.

Do you offer corkage?
Corkage is available to give your flexibility, however please be aware that this is not always a cost saving option.
Per wine bottle (75cl) £10
Per bottle of bubbly (75cl) £15
Per bottle of beer (330ml) £2.50

Corkage costs include chilling of wines, staff and glassware.
We do not allow spirits to be brought on site on a corkage basis.

Can I upgrade my glassware?
Please enquire if you would like to upgrade your glassware

Last Orders
Last orders are called at 23:15, unless you have opted for a late license (please note these are subject to availability and we always advise including when booking)

VAT
Drinks prices are correct at time of printing, however they may be subject to change.

What are the measurements of the Orangery?
Width – 10 metres
Length – 23 metres

Do you have baby change facilities?
These are provided inside the Orangery and parents are welcome to use one of the rooms in the house for feeding. The caterers will happily warm through any baby food on request.

Do you have Disabled Access?
The Orangery and rest rooms are all wheelchair friendly – please request a ramp should you need access inside the Hunting Lodge.

Are candles allowed?
Live flamed candles are not permitted and we do recommend hiring these from companies such as Chic Weddings or buying second hand candles from previous wedding couples.

Do you allow smoking on site?
Guests are permitted to smoke in the garden but not inside the Orangery and or in the house. We ask that cigarette ends are disposed of in the bins provided.

Music sets the tone and atmosphere of your wedding so it is important to get it right. We suggest having music available from the moment guests arrive until the last song on the dance floor. Below are a few hints and tips to help you plan your Music.

How is music played during the ceremony?
We ask that music is provided on a phone or music device, music must not require an internet connection and be downloaded. You will need:
Guest arrival music : Approx 30 songs
Walking down the aisle: 1 song
Signing of the register: 5 songs
Recessional (exit music): 1 song

We also suggest some music to be played before and after the ceremony. If you are confused about what music to select, talk with our in house DJ – Harry Kilb who will be delighted to give you some tips! or alternatively take a look at The Best 100 Wedding Songs of All Time.

DJ 
If you have chosen our in house DJ The Wedding Chaps you will expect to hear from them within four weeks of receiving your registration pack introducing themselves.

Bands
Live Bands are permitted from our recommended list ONLY. The maximum sound limit is 90 DB and they must plug into our sound limiter. Live bands must have an electric drum kit to meet our sound requirements. All electrical equipment must be Portable Appliance Tested (PAT) and they must have the relevant public liability insurance which must be sent to the venue at least 4 weeks prior to your wedding.

All bands will be asked to complete the Music and Agreement form which must be send back to Hayne House as soon as possible.

Dance floors/Uplighters
If you are looking to hire a dance floor or add some colour lights to your wedding, this can be arranged only through the in- house DJ, Harry.

We recommend not having a dance floor due to the size of the area, however if you choose to have a dance floor, this must be laid on the morning prior to your ceremony in order to allow plenty of time and to avoid any interruption during dinner service and speeches.

If you want to have dry ice please organise with the DJ, sadly water based and smoke machines are not permitted as it trips off the fire alarms.

Do you allow confetti?
Confetti is permitted, but we ask that real fresh or dried petals are used. Biodegradable paper confetti is not permitted. For ease Hayne House are able to provide this as one of our option upgrades.

What happens with our decor?
The Orangery provides a magnificent setting, however should you wish to add any hanging decorations, please ensure you or your florist speak with one of the event managers to discuss your requirements first.

At the end of the night the Hayne House staff will collate all your decorations ready for collection the next day at 9:30 with checkout at 10:00.

External Suppliers
You are welcome to include external suppliers to make your day as you planned, including cake makers, sweet carts and magicians.  However, please note any supplier requiring power will need to email their public liability insurance and PAT testing certificates to Hayne House six weeks prior to your wedding.

Fireworks
Unfortunately we do not permit Fireworks or Chinese lanterns at Hayne House for Safety and Environmental reasons.

Wedding Cake and Confectionery
Other than cakes and sweets, you are not permitted to bring in any other food for your guests into the venue.

All cake suppliers provided must supply details of the cakes contents to comply with Food Standards Agency and a form must be signed over to the caterers.

We have an engraved silver-plated cake knife available to you on the day of your wedding together with a 12” round cake stand.

Do you have an easel? 
We do have an easel available for you to use for your seating plan, welcome signage or order of the day.

Tables and Chairs
Inside the Orangery, we provide you with;
– 120     Chiavari Chairs
– 120     External Chairs
– 12       5ft 6 Round Tables
– 8        Trestle Tables 6ft long

High Chairs
We currently have five High Chairs available to use on your wedding day but no booster seats