Frequently Asked Questions
Facilities Usage
Q: How long will I have the facilities for my wedding?
A: Your six hours of Exclusive Use begins at the time of your Ceremony. Ceremony start times range from 4:30 to 6 p.m. based on season, date and sunset timing.
Q: May my guests arrive early?
A: Your guests are welcome to arrive one hour before the ceremony start time. Generally, guests arrive
30 minutes before the ceremony and are welcomed with a beverage.
Q: How much time is allowed for set-up and clean-up?
A: Standard day-of set-up time for your event will be 6 hours prior to the guest arrival time. If your
décor requires a set-up team prior to this time frame, additional staffing fees of $25 per person per hour will be required. All items must be removed / picked-up by 10:00 a.m. on the day after your event, unless other arrangements are agreed upon prior to the event. A fee will be applied if this is not adhered to.
Q: What is the timing for a ceremony rehearsal?
A: A ceremony rehearsal may be scheduled for the day prior to your wedding. All rehearsals must be completed by 4:00 p.m.
Q: Do you allow decorations?
A: Yes! We welcome decorations, such as flowers, candles and lighting. We do not allow anything to be applied to the walls or building that will cause damage such as nailing into the walls or floating flame. If you choose to use candles, we require them to be in containers or on a stand to prevent damage to our surfaces and linens. We do not permit confetti on our property.
Q: What type of music is permitted?
A: The Theater is designed for everything from DJs to full dance bands. Extended amplified music is restricted to the inside spaces; however, you may use our speaker systems for voice and appropriate musical accompaniments during your wedding ceremony in the park, if required.
Q: When do I have access to the Dressing Rooms and Green Room?
A: You and your party have full access to the Dressing Rooms and Green Room beginning at 11:00 a.m. on the day of your event. We can accommodate earlier access starting as early as 9:00 a.m. for a fee of $200 for each additional hour.
Events Services
Q: What is included in the Bespoke Wedding Services Package?
A: The Bespoke Package includes exclusive use of the Bearsville Theater for six six hours with access to
the Dressing Rooms and Green Room as well as Bearsville Park, including:
• Ceremony Chairs
• Dinner Chairs
• 60” Round Dinner Tables
•Five 2-Tier Chandeliers
Q: Is a Coordinator included in the Bespoke Wedding Package?
A: Since we are the venue and the caterer, we focus exclusively on executing those portions of your wedding. Therefore, we require you to hire a Professional Planner for either full or partial coordination. The planner must be selected from our Creative Partner List or pre-approved.
Q: Can you recommend any local vendors?
A: There’s a tremendous amount of local talent and many vendors we love to work with. Please visit the Vendors tab for the full list.
Q: Does Bearsville Theater provide a stage for the band, as well as additional lighting and A/V equipment?
A: We have three stages — the main auditorium, the lounge stage, and the outdoor stage. We also have comprehensive levels of lighting, AV equipment and a musical backline. Please contact our Bearsville Wedding Coordinator to discuss.
Q: What is the time frame for booking Bearsville venues and services?
A: We do not hold dates on a tentative basis. You will have ten 10 business days from the date the
contract is issued to sign and return the agreement, along with your initial payment.
Q: What is the security deposit?
A: A $1,000 damage security deposit is required and must accompany your signed contract. This is to cover potential damage by your guests and will be refunded ten (10) business days following the event if no damages are incurred. If damages have occurred, you will be notified, and we will bill you for any repairs over and above the deposit.
Q: What if my final guest count changes?
A: We allow a 15% attrition rate. When signing your contract, you are committing to a guaranteed
minimum expenditure for food & beverage based on your estimated guest count regardless of your actual
attendance. The attrition stipulation will be outlined in your contract.
Catering: Food & Beverage
Q: Is there a food & beverage minimum?
A: Yes. There are minimum Food & Beverage costs and these can be discussed suiting your individual needs.
Q: May we bring in an outside caterer?
A: Bearsville Theater Catering must provide all your food and beverage items, with the exception of your wedding cake.
Q: Does Bearsville Theater Catering provide a wedding cake?
A: We do not provide a wedding cake or storage for early deliveries, but we have a great list of local wedding cake bakers! There is no additional plating charge for Bearsville Theater to serve your wedding cake.
Q: Can we bring in our own alcohol?
A: Due to liability and service standards, we do not allow you to provide your own alcohol.