Answers to Your FAQs For: Facility Rentals Ceremony and Reception Bar Catering and Non-Alcoholic Beverages Staff Entertainment

Facility

• Who owns Claxton Farm? Claxton Farm is a privately owned working farm. Porter and Martha Ann Claxton moved onto the farm with their five children in 1976.
• How long do I have use of the facility? Typically we divide the days into two five hour time slots (9am-2pm and 5pm-10pm) for weddings. Four hour time slots are available for corporate events and rehearsal parties. Your event may go later into the evening with a $400 per hour charge.
• Can I visit Claxton Farm without an appointment? Since Claxton Farm is a private working farm, we request that you have an appointment for a tour of the farm and its facilities. Any meetings with vendors involved with the event must be prearranged with your Special Event Consultant.
• What animals are on site? 150 registered polled Hereford cattle, miniature horses, llamas, goats and even camels!
• Are dogs allowed at events? Yes – however, it may be necessary to request that dogs be on a leash.
• What is included with the facility rental? Use of our NEW in 2010 Special Event Barn with vaulted ceilings, surrounded in glass with multiple covered terraces.  On site parking, full service restroom facilities, a limited number of black and white gingham oil-cloth tablecloths, twelve 60” round tables, 125 black folding chairs, buffet service tables, bar service tables, pond fishing in our fully stocked pond, an array of lawn games, 360 degrees of unobstructed mountain views. Available with a wedding ceremony and reception is the use of our antique, wrought iron arbor, our Bridal Bower for changing into the dress, and ceremony set-up and take down.
• Are guests allowed to swim? No, for liability reasons, swimming is not permitted.
• Are guests allowed to fish? Yes, we have a fully stocked pond; guests must provide their own fishing poles and artificial bait. Packages available.
• Is overnight camping allowed? No, but Claxton Farm has a list of campsites for your adventurous guests.
• What hotels accommodate nearby? A great source of information about accommodations in Asheville can be found on www.exploreasheville.com. There are plenty of accommodations convenient to Claxton Farm.  Please ask us about our Lodging List for more information about cabins, B&B’s and more!
• Can cars be left overnight? Generally, cars cannot be left overnight since it is a private farm. However, if you think transportation might be a problem for your guests, we can make arrangements for vehicles ranging from passenger vans to 55 seat motor coaches.  If at the end of the event, it becomes necessary to leave a car on site, arrangements must be made with the Event Manager on duty prior to vacating the property.  
• Do I need to purchase event insurance? No, we are a fully insured event service.
• Can Claxton Farm signs/barn décor be moved? While the Claxton Farm signage and décor are fixture items, we invite groups to be as creative as they like with our facility. For the most part, we are very flexible with table arrangements, decor, etc. We do ask that groups also be responsible for cleanup of their decorations.
• Is the facility handicapped accessible? Yes, your guests can be dropped off right at the event site! Parking for events is directly beside the event site with a slight incline.  Handicap Parking spots are located right by the barn entrance with level concrete access.
• Are there restrooms? There are full service restroom facilities in the barn. Each restroom is handicapped accessible.
• Does the barn have A/C or Heat? Yes, the barn is heated and cooled for year round event use.
• What is the back-up plan for rain? Although weather is out of our control, most importantly we have several plans in place to ensure comfort no matter the weather.  Based on guest counts, some of the back-up plans bring about additional costs while others do not.  Speak to your Special Event Consultant.
• Is smoking allowed? Smoking is not allowed inside the barn.  Smoking areas are available outside.
• How is parking handled? There is plenty of parking available, and we have parking attendants to direct your guests.
• Is the parking area lit? Yes
• Can I rehearse? Yes, rehearsals are subject to site availability. There is a flat charge for wedding rehearsals of $200, which includes an attendant, the beverage station, and opening of the property for two hours.  
• What are the sizes of the tables? 60” round tables are standard- which seat 8 people comfortably, with rental options for larger banquet style tables or smaller “sweetheart tables.”
• What is seating like? The seating varies depending on how many guests will be attending. With large groups (175+), we often will have a tent in addition to the barn for tables and seating. A set up that works extremely well with larger groups would be some seating inside the barn and some under the tent allowing for guests to flow freely between.

Rentals

• Can I bring in my own rentals? A major perk of using M7 Event Solutions is that we are a full service event planning organization, so we handle all the details of rentals for you.
• What items are available for rental? Chairs, tablecloths, tables of various sizes, wedding décor and archways, china and glassware, dance floors, tents, high chairs, A/V equipment, service ware and catering equipment, bubble machines, heaters, fans, lounge furniture, sound systems, lighting, etc.
• If I prefer not to rent china what is the option? We have heavy, clear plastic dinnerware, cups, utensils, and white paper dinner napkins that are included with the menu price.
• Are specialty colored linens available? Yes, if you can dream it, we can find it.
• Am I charged for damaged rentals? Generally, we do not pass on replacement charges to our clients.  If replacement/damage charges are excessive, we reserve the right to collect the fees.
• Am I required to have a tent? No, you are not required, but we might strongly suggest a tent depending on the size of your party.  If your guest count reaches beyond 150, a tent is an excellent option for additional seating and as a rain back up.
• Do sidewalls come with a tent rental? Sidewalls are an option but not a requirement.  Sidewall pricing is based on the linear feet required.
• Do I need to rent separate ceremony and reception chairs? No, our staff will move the chairs from the ceremony site to the reception area.  We do reserve the right to request separate rental of ceremony chairs on rare occasions where the details of the day necessitate that chairs be in place at ceremony and reception area.

Ceremony and Reception

• Who sets up the ceremony chairs? M7 Event Staff
• Does Claxton Farm supply the officiant? No, but we have good working relations with many officiates that we can suggest and book for you.
• Do I need a microphone for the ceremony? No, the acoustics are unbelievably good and no microphone is needed.
• What items are available in the Bridal Bower? The Bridal Bower has electricity available, a small counter, dress hooks, chairs and mirrors.
• What is the backup plan for rain? Depending on your group size, guests should be comfortable inside the barn. For larger groups, we would discuss renting a tent to provide for extra covered seating and an alternative ceremony site. In most cases, because of the types of showers occurring, we wait out the rain, the staff dries chairs and we go on as planned.
• Who is responsible for set up of tables and chairs? M7 Event Staff – décor is handled by a florist or the client.
• Who is responsible for clean up of tables? M7 Event Staff
• Is there a guestbook table? Yes, we work out the details of your needs and ask the right questions to ensure that any table needs are met.
• Is there a cake table? Yes, we include a 48” round table – if you prefer another style table, this can be included in your rental order.
• Do I need to provide utensils? No, we will provide utensils or rent your desired utensils for you.
• How can I display favors for guests? You can be creative in your favor display; many choose to display their favors on the guestbook table.
• What options are there for ceremony music? The music for your ceremony can be manifested straight from your dreams! We have many great contacts for bands and DJs ranging anywhere from bluegrass to classical jazz to Top 40s - tell us what band or music you envision and we can make the necessary arrangements!
• Who cuts the cake? Is there a fee? M7 Event staff will cut your cake with no additional fee.
• What items can not be used in the décor at Claxton Farm? Any send-off favors besides sparklers or bubbles (such as: rice, confetti, birdseed, lavender, silly string) used will be charged a $500 clean-up fee. No helium balloons are allowed outside the buildings, and no open flames are permitted inside the barn.
• Do I need to assign seating? This is completely your decision, whatever correlates to the atmosphere you wish to create for your wedding day! The relaxed atmosphere found at Claxton Farm often makes seating assignments unnecessary.  If you decide to assign tables for your guests your Special Event Consultant will guide you to the items we will need logistically from you.
• When are decorators, cake bakers, photographers, and the wedding party allowed on site? Two hours before your event time.
• What transportation options are available? The inventory available to us includes: 55 passenger motor coaches, 24 passenger mini coaches, limousines, classic cars, and 12 passenger vans. A possible convenience for you could be to “shuttle” your out-of-town guests to and from the Inn or Hotel.
• Can items be left overnight? No, the premises need to be cleared by the end of your event time slot so our staff can clean and take down the necessary rental items.
• Is there refrigeration available for flowers or cake? Yes, limited refrigerator space is available so please discuss with your Event Consultant.
• Are babysitters available? We can arrange for a babysitting service on site or provide you with contact information to pass on to parents who may choose to arrange these themselves.
• Do you provide referral information? Yes, we have a great list of contacts of photographers, florists, bakers, ministers, stylists, tailors, bands, and DJs!

Bar

• Is security required? Yes, security is required for all private events having a bar- the charge is $125 per event.
• Is a Claxton Farm bartender required? Yes
• Do you check I.D.s? Yes, as required by law.  We do not support underage drinking and reserve the right to check I.D.s as well as refuse service to anyone showing signs of extreme intoxication. Our bartenders and service staff will do everything possible to ensure that your guests have the time of their lives while visiting Claxton Farm. They will also do everything possible to keep your guests safe from harm, especially drinking and driving.
• Are cash bars allowed? No – the license under which we operate does not permit a cash bar.
• Can I provide my own wine? Champagne? Beer kegs or bottles? Mixed drinks? You can, although we have found it to be a lot easier and less stressful for our clients to allow us to provide the beer and wine. There is a $10 corkage fee per bottle of wine and champagne that you bring. A $25 fee for each case of beer, and a $125 fee per keg. If you provide hard liquor yourselves, we will provide experienced bartenders to serve it and mixers to go with it. The charge is $5.00 per person 21 and older and includes standard mixers and garnishes
• Can I limit the amount of alcohol? Specific quantities can be placed on wine or beer usage.  Claxton Farm can also allow for back up alcohol should you wish to increase the amount ordered.  This must be discussed in advance with your event coordinator.
• Can Claxton Farm supply liquor? Yes we can. An open or “host” bar with liquor by the drink can be provided, however, we cannot operate a “cash bar”.
• What beers are available? We have an array of Import/Microbrew beers available.  Of course, locals such as Highland Brewing, Pisgah Brewing, Green Man Brewing, Craggie Brewing, Asheville Brewing, French Broad Brewing, Wedge Brewing and more…are all available to you in kegs.  There are many others including: Amstel Light, Anchor, Belhaven, Brooklyn, Carolina Blonde, Cottonwood, Dos Equis, Fosters, Fuller’s ESB, Heineken, John Courage, Labatt, Newcastle, Old Speckled Hen, Paulaner, Pilsner Urquell, Rogue, Ruddles, and Young’s Double Chocolate. We also have Domestic beers such as: Coors Light, Yuengling, Killian’s, Icehouse, Miller Lite, Rolling Rock, and Southpaw Light.  These beers are always subject to availability and may be available in limited forms (bottles/kegs).
• Can unused beer in kegs be taken off the premise? Because of liquor licensing laws, kegs that we provide cannot be taken off the premise.

Catering and Non Alcoholic Beverages

• Is outside catering allowed? No, M7 Event Solutions is a full service event organization with our own catering company. We can provide many different options to cater to your tastes and wishes.
• Can I arrange to taste the food? Yes you can, please ask your Special Event Consultant for Food Tasting Guidelines if you are interested in a Food Tasting.
• Do you provide non-alcoholic beverages? Yes! The non-alcoholic beverage station is open and flowing the entire event.  Sweet and Unsweet Teas, Regular and Decaffeinated Coffees as well as Coca-Cola Products and Lemonade.
• Are plated meals an option? Yes, although we find that a buffet style works best with the atmosphere at Claxton Farm.  Additional fees and/or service staff may be required with plated meals.
• What happens to leftover food? If there are any leftovers we ask that you please provide containers to carry the food home with you or we can plan to do so for a fee of $30 for packaging.  As a caterer we are unable to donate food to shelters.  If you are unable to take food with you, the Claxton Family does share the food with the community.
• When is the final count due? 2 weeks prior to your event.  After this time, you may increase the numbers but they may not be reduced.
• Are vegetarian meals available? Yes! Our kitchen can accommodate you and your guests’ personal needs.
• When are final menu selections due? Final menu selections are due no later than 3 months prior to your event.  We understand that quantities may change.
• What if extra guests show up? If you are aware that your count is increasing as late as the day of the event, it is imperative that you notify us.  Because there is no kitchen facility on site, we have a specific quantity of food available on site.
• Do I need to include vendors in guest count? If you would like for band members, photographers, etc. to be included with dinner, they should be included in the final count.  Alternative menus are available as well.
• Is children’s pricing available? Yes.  Children aged 2-12 are half price the adult menu price. Children’s menu options are also available upon request.

Staff

• What M7 management is on site on event day? There will be an Event Manager/Event Captain, whose main role is to be the liaison between the property owners, our company, and you and your family. The Captain also ensures that the wedding and reception are executed exactly as we have planned and that you and your guests are served to the fullest extent possible. If you are having your wedding at Claxton Farm- there will also be a bridal attendant present to help make sure all your needs are met and the ceremony runs smoothly.  The bridal attendant is on duty from the set up start time until monumental moments have occurred such as cake cutting; special dances, etc.  After the bridal attendant has completed her duties, the Event Manager will assume that role to the end of the evening.  Service attendants according to your group size will also be onsite, including: parking attendants, grill cooks, buffet attendants, and general maintenance staff.
• What role does staff play during the event? They perform many roles including making sure the site stays clean, dirty dishes are taken away, your food and drinks are set-up and served, and you and your guests are happy and have everything you need.
• What are the duties of the bridal attendant? To make sure everything is in order and will run smoothly, to organize everyone in their roles for the ceremony, and most importantly, to make sure the bride is happy, stress-free, and enjoying one of the most important days of her life!
• What does the staff wear? Our staff members are in uniform: a black Claxton Farm shirt and black pants, and are always clean, neat, and professional. The Event Captain and Bridal Attendant may be dressed in nice, professional attire.
• Is tipping required? Tipping is appreciated but not required.
• Why is the staff paid for two hours before and one hour and a half after the event? These are the typical times required to ready the facility for your guests.  Depending on the specific details of your event, additional time may be required.
• What is the service charge? The service charge is 10% and will be added to your event subtotal. This is a “planning fee” and is paid, in part, to your Claxton Farm Special Event Consultant. Services covered in this fee are on-site client meetings, planning and coordinating all event details- including but not limited to rentals, entertainment, catering, staffing, etc.

Entertainment

• Can I secure my own entertainment? Yes you can, although we would prefer to contract with the entertainment ourselves as we find it relieves stress and we can ensure that all of the details are ironed out and the event will run as smoothly as possible. If you do bring your own band, there is a $150 electrical charge.  If you are contracting with a band, they should supply their own sound system.
• What types of bands are available? We have great contacts and working relationships with many bands and DJs from bluegrass, string quartets, swing, folk and Top 40s.
• Is a sound system provided? We will be happy to rent a sound system for you, this is generally to allow for CD or iPod applications and for microphone usage.  We do not rent a PA system for a band – as this sound system may not be adequate for their needs.
• Do I need to count band members in guest count? If you wish to have a meal for the band, they should be included in the guest count. Alternative menus are available.
• What restrictions are there on entertainment? The entertainment must stop at the time designated in your contract, and the event captain reserves the right to turn down the sound if the band becomes too loud.
• How long does a band have to set-up for? Two hours prior to the event time.
• Is there enough electricity? Yes, general band set ups do not usually require additional power.  If you are contracting with a band it a good idea to discuss power needs prior to event day.  Claxton Farm has an industry standard.
• Is there enough lighting? Yes, the stage area and dance floor have standard lighting.  Some bands choose to provide additional stage lighting and should clear this with the event coordinator prior to event day.