Common Questions

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Location

How far from Bentonville?- 13 miles from downtown, 10 miles from the Walmart Neighborhood Market on Regional Airport Blvd.


Is there a dirt road?- The wonderful city of Highfill recently paved our road so no gravel at all.


Where is the nearest hotel?- The hotel outside the XNA entrance is close. It is called the Wingate.  


Lodging

How many people can stay overnight on site? -  16+; We have 1 guest rooms with 1 king bed, 1 with a queen,  then 3 other guest rooms with 2 queen size beds in each which makes room for 16 guests. Add some air mattresses and sleep several more. Any number over 26 requires approval and additional arrangements.


What time is check out? - We know it is early but 10am is our guest suite checkout time. We are flexible if we don't have more guests coming in.


Is breakfast offered?- We can arrange to have breakfast catered but it is not included in the base rate. We always have plenty of coffee. 


Are linens provided?- Yes, we have all the linens & towels you will need.


What is provided in the rooms?- Most of the basics will be in the room for you. Shampoo, conditioner, body wash, lotion, hand soap, hairdryer, iron, linens, & towels. If you have special requests, just let us know. 


Is there a kitchen?- Yes, we have a fully stocked kitchen with 2 ovens, electric hot plates, fridge,  standup freezer, microwave, pots, pans and serving ware.

Rental Spaces

How many hours do you offer for set-up?- Our rental times are the full 22 hours from 12am the day of your event until 10am the next morning. Plan your setup, event and tear down during these hours. 


When is the earliest we can set up?- Officially, 12pm. If we do not have an event the previous day, we are happy to provide earlier access.


Can we ship to or drop things off at the venue beforehand?- We do not have a ton of storage so please contact us directly to check.


Do you have a list of preferred suppliers/vendors?- Yes. Review it in the downloads section.


Do you have an exclusive vendor list?- We do not. You have the flexibility to pick.


What staffing is included in the venue rental?- We do not include staff in the rental rates. Please work with a 3rd party for staffing needs.


What furniture is included in the venue rental?
- All of our guest suites are fully furnished similar to hotel rooms. We have living room furniture available for rent plus we have patio seating for 32. .


Are there any decoration restrictions or limitations?- We ask that no decorations attach to the walls with anything permanent like nails, screws, glue, etc. We also do not allow anything to hang from our chandeliers. No decorations over 10lbs should be hung from the upstairs banisters. Please make sure all tape and decor is properly removed. Any damage to the venue will be applied to the security deposit or billed in addition.  


What kinds of internet capabilities does your venue have available for guests?- Since we are in the "country", we have limited internet which is not the greatest. Bring a hot spot if you will need great internet. We have good cell reception though.


Is guest parking available? If so, is it free?- Plenty of free parking on asphalt and overflow parking in the grass.


Is security included in the rental fee?- It is not. Please see our vendor list for ideas.


What additional insurance, if any, does your venue require for private events?- We require event insurance for any event with alcohol at our venue. Please see our vendor list for insurance providers and estimated cost.


Events

Do you just do weddings and receptions?- Of course not! Our property is perfect for all kinds of events. Corporate retreats, banquets, sorority functions, graduation parties, family reunions, holiday parties, birthday party rentals, charity events, girls weekends, you name it, we can host it.


Do you offer non-profit rates?- Yes, we offer non-profit organizations a 50% discount when we have availability.


Can I use the in-house audio for my event? - Yes, thanks to AV Design Consultants, we are fully Sonos enabled. Connect to the bluetooth system and sing along.

Cost

How much does it cost to lock in a date?- We require 25% of the rental fee to lock in your date. This is refundable up to 60 days prior to your event. No refunds are made within 60 days of the event.


What is the payment schedule? - 25% of the fee is required at booking. The remaining 75% is required to be paid in full 30 days prior to the event. If you book within 30 days of your event, 50% is due at booking with the other 50% due 15 days prior to the event.


Do you accept credit cards?- We do but we will charge a service fee of 2.75%. We gladly accept cash and good checks.


How do you collect security deposits?- We keep your credit card on file for incidentals.


What is the fee to have the horses involved?- We charge a $75 wrangler fee to get them brushed and photo or party ready. It is $50 for each additional  hour to have the horse and wrangler involved in your photo shoot or party. 


Are there hidden costs like a service charge, gratuity, cleaning fees, or overtime charges?- no hidden fees. We try to be transparent so you can budget for everything. We have 3 basic fees: rental fee, deposit and cleaning fee. We do charge an overtime fee of $250 per hour but this is rare since we have overnight rates.


What is your policy regarding last minute changes or cancellations due to weather or other unexpected events?- It rained on our wedding day so we understand! If your event is outdoors, please have a rain contingency plan in place. Our tent suppliers can help you be ready. We have a large parking lot where tents can be setup to stay out of the mud. For winter weather, we will do our best to help reschedule your event if the roads are too bad. 30 days prior to the event, we do not offer refunds but we will work with you to reschedule if necessary.


Do you include any freebies or services with the venue rental fee? Glad you asked. We do offer portrait sessions with any event date. See our list of venue details for the full offering.

Other Topics

Can we bring our own alcohol? - Yes, we allow beer and wine on site but require a bartender be onsite to serve hard liquor. We also require event insurance for any event with alcohol due to liability concerns. Our insurance contact and our favorite bartender are both listed in our vendor list. We also strongly recommend Uber for guests who plan to drink.


Can we go fishing?- Yes, but catch and release only. Bring your own poles and worms!


Do I have to use a caterer?- No but we recommend it. The key is making sure everything is cleaned up properly so you get your deposit refunded.


Do you have a BBQ grill?- Yes. 5 burner gas grill.


Do you offer horseback riding?- For liability reasons, we do not. They are just for show, photos and petting.


Do you have a liquor license?- We do not.


Does your venue offer in-house catering?- We do not.


Can we have a food truck on the premises, or if possible, inside the facility?- Yes, we can help facilitate electrical and water needs.


Do you have a coordinator onsite the day of the event?- We do not offer coordination services but our vendor partners can help here too.