Policies & Procedures

A signed contract and 10% deposit are required to book a date with FVR. A contract and invoice will be sent to you via email. They will also be in your portal, including your invoice, if you wish to pay any future payments in advance. You may pay via "bank transfer" by signing into your online banking through Stripe, or by credit card. If you would like to pay via "bank transfer", but do not see your bank as an option via Stripe, please inquire for alternative arrangements.

You will notice a 3% administrative fee on all invoices, which we are happy to waive if you choose to pay via bank transfer rather than credit or debit card.

Payments will be due as following:

10%: at time of booking

10%: 1 month after booking

40%: 8 months before event date

40%: 3 months before event date

guests over 150 + optional additions: 30 days before event date

$1000 fully refundable security deposit: 7 days before event

Other payments, including additional guests over 150 ($5 each for Estate Package & $8 each for Classic Package) will be due 30 days before the event, as well. Any last minute additions, changes, or damages to the property will be deducted from the security deposit and/ or invoiced to you after the event. Rental items and additional packages can viewed in your portal and added on through the additional packages and services form at any time.

To help you with planning, we have included a suggested vendor list. You are welcome to bring in other vendors, but any potential caterers, DJs/ bands, bartenders, or security guards that you want to hire off of our vendor guide must be approved by The Flying V Ranch before hiring them. To start this process, please contact hello@flyingvranch.com and have your vendor do the same. Proper licensing and insurance are always required for these vendors for approval. See below for additional information.

We are a small, family run boutique event venue and the owners, Page & Sherry, take a lot of pride in this facility and are extremely hands on owners. We are now blessed to have a very busy venue and because of that, many of our staff members who we have hand selected and trained might be the faces you see and speak with more often than ours. We work very closely with all of our staff members on a daily basis. Customer service and "Southern Hospitality" is what we have founded our company on and is what we strive for all of our couples to experience. If you ever feel the need to speak to an owner directly we would be more than happy to speak with you. Please email Page at page@flyingvranch.com.

The Flying V Ranch does not include bar services in our packages, but as event host, you may bring alcohol to the venue to be served to your guests.

Any alcoholic beverages must be served through Texas Alcoholic Beverage Commission certified bartenders, who you hire through a third party vendor. Bartenders must be approved by Flying V Ranch before the event. All bartenders on our vendor guide are approved. To approve a non-listed bartender, please fill out the form on your portal. Bartenders must have proper licensing, longstanding insurance, and must be associated with a reputable bartending or staffing company to be approved to serve at FVR.

Guests may not bring their own alcohol (BYOB) or serve themselves. Due to strict laws concerning the serving of alcohol, it is the bartender’s responsibility to ensure that no alcoholic beverages are served to guests less than 21 years of age. All event hosts and bartenders must indemnify The Flying V Ranch from liability and responsibility associated with providing alcohol or they will not be permitted to serve at the event.

The bar must close 30 minutes prior to the event end time. We suggest hiring the bartender for an hour before ceremony time to set up the bar and 45 minutes after last call to pack up the remainder of bar and clean up the bar space.

A uniformed security officer must also be present during the service times of alcohol. The website where you can book our recommended security officer here.

You may hire your own security guard, but they must be approved before the event by The Flying V Ranch and they may not be at the wedding as a guest in any capacity and must stand uniformed near the bar at all times. FVR cannot approve both a non listed security guard and non listed bartender for the same wedding. One of the two must be from our approved vendor guide and the other must be separately approved.

The security officer must be hired and paid to stay until the last guest/ client/ vendor vacates the premises (this is typically 1 hour after the event).

Included in the rental of our venue is a bar space, highly filtered water, and an ice machine, and two large coolers. This can be closed off from the venue if you do not wish to serve alcohol.

The bar must close at least 30 minutes before the event exit/ end takes place.

In this case, a "fake" exit still determines the exit time of the majority of guests and will apply to this policy, unless otherwise accepted.

"Last Call" will not be announced.

The Flying V Ranch has a very strict no shots policy. Liquor must have a form of mixer in it when served and cannot be served straight.

This alcohol policy applies to all portions of the event, including the ceremony. So, the trend of replacing flower girls with “shot girls” or anything of that nature is usually outside this policy and not allowed at FVR.

Like most other venues, Flying V Ranch requires all of our couples to procure day of event insurance for their event date. We have an exclusive insurance provider, Nuptial, that we require by contract because the policies that they provide are more robust than other options on the market. More insurance coverage is most definitely in the interest of our couples just as much as it is in our interest as your venue. Quotes vary based on guest count and some other factors of an event, but coverage for most typical events ranges between $230-$260.

The Flying V Ranch loves working with outside vendors. We have provided you with a vendor guide that lists many vendors who we know and respect. You are not required to choose all of your vendors from this guide.

However, if you do wish to choose a caterer or DJ/ Band that is not on our vendor guide, we do require that they pass an approval process, which includes they are licensed and insured professionals. These specific vendors are crucial to the success of the event and work very closely with The Flying V Ranch. There are no additional fees associated with this process.

If you would like to start the approval process with a non-listed caterer or DJ/ Band, please fill out the relevant form in your portal after obtaining proof of insurance and any relevant licenses.

Any other category of vendor is up to your discretion and can operate at The Flying V Ranch without approval.

All caterers must be professionals- most professional caterers and restaurants will be able to meet food safety code laws. Specifically, The State of Texas requires them to have at least a Temporary Retail Food Establishment Permit- more info on that here. Part of that permitting process is that food is prepared in a permitted or licensed establishment- food prepared in a private home is not allowed- we are not that kind of facility, so they will need to have a plan for that. At least one on-duty employee has to be a certified food manager, and the rest of the servers have to have their food handler's certifications. They also need to have an insurance policy for their food service of at least a million dollars (this is something you can get on a temporary basis). We also require that professional bussers are present through the end of the event to bus the tables, so you could have them do it, or that is something that you can arrange through us or third-party service staff.

requires all vendors to be licensed (where required by law) and insured, but it is the client's sole responsibility to ensure those vendors maintain the following:

- General Liability insurance at $1,000,000 per occurrence / $2,000,000 general aggregate naming Sherilyn Warner Enterprises, Inc. dba Flying V Ranch and Margaret Page Warner Exempt Trust as additional insureds

- Worker's Compensation with employers liability, if required by the state of Texas

All DJ, foodservice (excluding cake), and bar service vendors (NO EXCEPTIONS) must be pre-approved and present certificates of insurance compliant with the above requirements, no later than 30 days prior to the event.

All caterers must be professionals- most professional caterers and restaurants will be able to meet food safety code laws. Specifically, The State of Texas requires them to have at least a Temporary Retail Food Establishment Permit- more info on that here. Part of that permitting process is that food is prepared in a permitted or licensed establishment- food prepared in a private home is not allowed- we are not that kind of facility, so they will need to have a plan for that. At least one on-duty employee has to be a certified food manager, and the rest of the servers have to have their food handler's certifications. They also need to have an insurance policy for their food service of at least a million dollars (this is something you can get on a temporary basis). We also require that professional bussers are present through the end of the event to bus the tables, so you could have them do it, or that is something that you can arrange through us or a third-party service staff.

Servers for food are required - the caterer is required to set up, serve and clean up the food service space, including trash. There are staffing companies who are licensed and insured to carry out this process with third-party food (in the case your caterer does not provide these services). Please see our vendor guide for pre-approved options for this.

Caterers are not required to physically serve cocktail hour food, but a licensed, professional, approved caterer is still required to set up any desired food display, as well as break down and clean up the area.

requires all vendors to be licensed (where required by law) and insured, but it is the client's sole responsibility to ensure those vendors maintain the following:

- General Liability insurance at $1,000,000 per occurrence / $2,000,000 general aggregate naming Sherilyn Warner Enterprises, Inc. dba Flying V Ranch and Margaret Page Warner Exempt Trust as additional insureds

- Worker's Compensation with employers liability, if required by the state of Texas

All foodservice (excluding cake), and bar service vendors (NO EXCEPTIONS) must be pre-approved and present certificates of insurance compliant with the above requirements, no later than 30 days prior to the event.

The Flying V Ranch does not maintain responsibility for bussing tables or serving food for our Estate, Classic, or China Package. We encourage you to hire a caterer who provides this option. If they do not, you can arrange bussing in an additional package through The FVR. The number of bussers needed, and therefore the cost, is a variable amount due to many variable conditions and will be able to be provided to you in a custom estimate.

To maintain a level of sanity and atmosphere during your event, we require that there must be some form of professional servers and bussers at your event for the entire event. If your caterer does not stay on site for the entirety of the event but does include bussing immediately after dinner, you can arrange bussing through FVR or a third-party staffing company for bussers to take care of glassware, trash, and dessert plates/ flatware for the end of the event. Staffing for your event in this capacity needs to be a part of your decision when booking your catering, as well as a part of your initial budgeting, please plan accordingly.

Because The Flying V Ranch and it's staff do not have anything to do with the supply and service of alcohol, they are not able to load coolers or set up the bar for your event in any way.

Please work with your bartender or alcohol supplier to determine how far in advance of the event start time any alcohol needs to be organized, loaded in the coolers, and iced down, and make sure that a vendor or client representative other than FVR Staff is arranged to perform this at your desired time.

Use of a 450 lb ice machine, which stores up to 210 lbs of ice at one time. Meaning, it can produce about two 210-capacity loads over 24 hour period of time. Please plan accordingly for your ice needs. If you believe that your ice needs exceed this amount, there are third-party companies that can supply any amount of ice for events.

FVR highly recommends serving beer via bottles or cans instead of kegs for the following reasons:

-Kegs are a lot more work for the family hauling it in and out before and after the wedding.

-We notice that it typically has a lot of foam from hauling it in a few hours before it is served.

- Leftovers go bad quickly vs. bottles or cans that can be saved longer.

(Total Wine will also take back some beer and wine that hasn't been opened yet, so that is a nice plus.)

If you do still go with a keg, be sure to:

-have a plan who will transport and physically haul it in and out

-rent enough taps for each keg and a clean trash can for them to be held in​

-bring a lot of bags of ice to cover the kegs all day/night (our ice machine makes 450 lbs of ice, but kegs need so much ice, our ice machine can't cover these and the ice demands of an event).

The Flying V Ranch features a state-of-the-art sound system that is wired to the barn, cocktail garden, and ceremony site. This is something that can be used by pre-approved DJs or bands or DJs or bands on our vendor guide.

If a non-listed DJ is approved by the Flying V Ranch, they still may be required to bring their own sound equipment in lieu of plugging into our system.

Please note that our covered pavilion does not feature speakers, so in case you would like music played specifically in this area (for a ceremony under the pavilion, for example), you will need to arrange for a speaker to be provided by your DJ or musicians/ band.

DJs/ Bands must be chosen from the vendor guide, or otherwise approved by The Flying V Ranch 30 days before the event. The individual operating the music for your event must be an insured professional with proper equipment.

Clients are not permitted to use the FVR sound system directly. FVR does not maintain responsibility for the music of an event and is not able to plug in a client-supplied playlist or music for use during an event. A professional with professional equipment is required to achieve proper transitions and the MCing of an event, which is logistically necessary for a successful event.

The music must be contained to hearing distance of the property.

Microphones (2 lapel microphones, 2 handheld microphones, and one boom to accommodate a handheld microphone) are also available for use during the ceremony, speeches, etc.

The input for the sound system is an XLR input- all DJs and bands on the list of vendors can easily accommodate this.

The DJ corner is powered by two 20-amp circuits with a third partial circuit available nearby. Sometimes, bands may request more power, which unfortunately we cannot supply. We have hosted many large-scale bands on our current power conditions, but, if one of your vendors requires more, an alternative source of power will need to be supplied by them.

For the Estate Package, our staff will set up your tables and chairs for you before your event. If no additional options are selected, the only staff member that will be present for your event is one venue manager who is only there to oversee venue-related activity.

For the Classic Package, your day of coordinator will coordinate with you and all of the vendors to make sure your ceremony plan and event timeline is carried out. In addition to your coordinator, you will have at least one other event staff member to assist. Additional staff carries orchestrates everything else that is included in your package and any other packages you add. They will also take care of lighting any candles, ushering guests, cutting cake, making sure the restrooms are clean, taking out the trash during the event, etc.

FVR coordinators do not typically include any kind of decorating, etc. they are most focused on the logistics of your event and making sure they run smoothly for you.

If you would like for a more hands off approach to decorating, please see FVR’s decorating service option in our catalog.

The Flying V Ranch Staff will not be able to do anything associated with serving or setting out food for your event. Any other vendors’ jobs, such as playing music, emceeing the event, etc. are not within our staff’s capacity and need to be handled by professionals.

Because venue staff will be working hard to provide your event for you for about 7 hours through a mealtime, any events hosted during a meal (usually dinner) will be required by contract to provide a hot meal for all Flying V Ranch staff at their event. This number will vary based on package type and any service or rental additions added for your event. A final number of staff present at the event can be supplied to you after a list of all additional packages and services has been supplied.

Although not mandated by The Flying V Ranch, it is traditional to include all vendors present in the meal count, including but not limited to coordinators, officiants, photographers, videographers, DJs, bands, bartenders, security guards, and additional event staff.

All details of your event are communicated to the Flying V Ranch at your 60-day and 30-day meetings. This is where we will go over all of the details of your event that we are concerned with, in order for us to help make your event run smoother, within our capacity.

For the Estate Package, this will take place via a video call, in which you will have a scheduled session with an FVR staff member, who will go over your pre-filled meeting form (which will be emailed to you and is also available in your portal) with you and answer any questions you have for us. When you are ready, please schedule your meeting online at the link provided on the client resources page.

For the Classic Package, you will have a meeting form (available in your portal) that you will need to fill out prior to your meeting at the venue or via Zoom. Please try to fill this form out as best as possible before, but your meeting lead will go over all of this information with you during the meeting, as well. This meeting can be held during limited times in person at the venue, but we also offer more times via a video call (which does not reduce the effectiveness of the meeting in any way).

We ask that all items discussed during this meeting are final. However, you can, within reason, make changes to these items if approved by FVR staff up until 10 days before the event. Any changes you desire to be made after 10 days out are not guaranteed and will be decided on possibility on a case-by-case basis. Any last-minute changes that may be able to be accommodated by the venue may incur additional charges, to be communicated beforehand and deducted from the security deposit.

You do not have to drive to Decatur in order to look around the venue for planning purposes!

We offer a virtual tour of our facility, which is a great way to visualize what you want to do with the space for your event.

FVR Virtual Tour

If you would like to view the space in person after booking, we offer monthly open houses to all of our booked couples. This is a great time to look at house collection items, show important vendors or people the venue, and look at floor plans and linens. We will have FVR present to answer any questions you have.

Rehearsals are included in the Classic Package & All Inclusive Package for a one-hour time block at the venue. Because we have availability to book weddings all days of the week, we can only book rehearsal times 3 months before the event. At the 3-month mark, you can book your rehearsal time, upon availability, online through the rehearsal link in your portal.

If we do not have availability to book your rehearsal on your desired day/ time, there are a few options available to you:

1. a rehearsal can be booked on another day prior to the wedding- many choose to book a rehearsal two nights before the event, or even the Sunday night on the weekend previous to the wedding, upon availability.

2. you can hold your rehearsal on the morning of the event. If the bride and groom do not wish to see each other, the boys and girls can be rehearsed separately, or the bride can FaceTime into the rehearsal without being seen.

3. Your coordinator (or another FVR staff/ coordinator, upon availability) can go to a local area rehearsal dinner location to rehearse you in an off-site rehearsal. Offsite rehearsal locations must be approved by FVR and are usually limited to a restaurant or other commercial space.

Because some of our coordinators live and work during the week far away from the Decatur area, we cannot guarantee that your day of coordinator will be available at the time you choose to hold your rehearsal. If this is the case, another FVR coordinator will be present at your rehearsal to rehearse your event. Because of our system with very conclusive 30-day event notes, there will be no difference in the motions that are rehearsed for your wedding party during the rehearsal. All of our coordinators are very proficient in coordinating events, so rehearsals are more about going through the motions with the wedding party than anything else. Anything that is added or changed during the rehearsal will be well documented and communicated to your coordinator, who will always check in with you and go over any necessary points early in the day on the wedding day.

We highly recommend reaching out to hello@flyingvranch.com to confirm the times that your assigned coordinator is available before setting your rehearsal time. This can be done up to three months in advance of your event.

Although not included in the Estate Package, you can choose to add on a one-hour rehearsal time block at the venue. Because coordination cannot be included in the Estate Package, the rehearsal add-on is for the rehearsal space only and does not include coordination. Please see additional packages and services pricing in your portal for pricing information.

A portrait session is included in our Classic Package and can be added to the Estate Package at an hourly rate (see Catalog for pricing). Please visit your portal (Classic Package) or inquire (Estate Package) for a link to view availability and book this session. FVR will arrange for the ranch gate to be open for you and the door to the bridal cottage will be unlocked for you to access that space to change and use the restroom. FVR staff will not be on-site during this time, so the inside of the venue will not be accessible. You are welcome to take your portraits in the outdoor spaces in the immediate vicinity of the venue. Further areas of the ranch are not permitted and are considered trespassing. Please enter tall grass at your own risk and be aware of wildlife. Please leave the ranch and the bridal cottage how you found them, making sure to turn off lights, air conditioners, etc. (the light switch in the bridal cottage is on the cabinet to the left of the side door).

Flying V Ranch offers the optional addition of a rehearsal dinner in our outdoor biergarten space. Please see the additions catalog for more information. This package can only be booked 3 months from your event date. Other local rehearsal dinner locations are available in your vendor guide.

Our estate and classic packages do not include dishes or glassware. Dinner, cake plates, flatware, and drinking glasses are included in our optional additional china packages.

Please refer to our additions catalog to see package descriptions and pricing for more information. We also have options available such as wine glasses, champagne glasses, or lowball glasses. Any china, flatware, or glassware rental from the Flying V Ranch does include dishwashing but does not include bussing. Please see above for bussing options.

The default set up for all china and glassware is for it to be displayed at the area of serving (typically the buffet line and/ or beverage station). The pieces can be made available to the client or caterer for a DIY or third party set up of these items, or clients may choose to add these services to be done by FVR. Please see separate china and glassware set up service options in the additions catalog.

Any other glassware may be brought in by the client or through caterers or third-party rental companies (please refer to Vendor Guide).

Please also consider cocktail hour plates, flatware, glassware, napkins, etc. as this can sometimes be overlooked.

Our back-of-the-house space features a prep kitchen which includes a standard-sized refrigerator and freezer, microwave, ice machine, a bar space, two sinks with filtered water, and prep counters.

​Caterers are welcome to prep in this space, but it is unfortunately small. We are happy to discuss creative solutions we have found to host a plated dinner, but we do not ultimately recommend this style of catering option (also because guests become more impatient for this style of meal, as well).

​You are welcome to use the sinks, refrigerator/ freezer, microwave, and ice maker as needed. Please keep in mind that our staff and other vendors will be operating out of this space, as well.

​In addition to the standard-size refrigerator in the kitchen, there is also a mini refrigerator in the bridal cottage and in the groom's lounge. These are great for storing various small items, but we do not recommend relying on our refrigerators for all event floral or other large items.

Unfortunately, the venue is limited in kitchen and storage space. Because these areas will be used by our staff and catering staff before, during, and after the event, we ask that you plan preparation activities and storage without the use of the ‘‘back of the house’’ space. Many of our clients utilize cars for boxes that are left over from personal décor or objects. Any boxes that are not needed after the set up of the event can be disposed of in our dumpsters, across the driveway from the venue. The Flying V Ranch does not maintain responsibility for throwing away client-supplied or third-party boxes or waste items larger than supplied trash cans before or after the event.

We have tried to outfit the venue well for an event so the space does not require much additional for our clients!

The following list is all of the furniture that is permanent and included in all of our packages in the space.

Most of these items are antique and cannot be moved from their current positions. If you would like to see about arranging the moving of any of these items, please inquire about the possibility and additional labor fees to do so. Non-venue staff is not permitted to move venue furniture.

-ceremony site with white pews and doors

-large typeface cabinet (to the right of main front doors when looking from inside out)

-cream buffet with mirror (to the left of main front doors when looking from inside out)

-distressed white table (to the right of kitchen doors- typically used for cake)

-pair of doors (behind the distressed white table)

-antique white etagere display (on the wall next to the bar, for decoration/ display of venue collection)

-clothed table for the DJ (in the northeast corner of the venue on the upper level next to DJ plug-ins)

-wedding party farmhouse table (can seat up to about 19-20 comfortably or go down to sweetheart table size)- meant to be used without a tablecloth

-antique mirror over the fireplace mantle

-bride and groom upholstered chairs (at farmhouse table- to be removed for more than 20 guests at that table)

-2 wood stained farmhouse serving tables- tall for service height- for food service- can be moved to the pavilion or inside, which will be discussed/ arranged at your 30-day meeting

-1 farmhouse table on the back porch to cocktail garden- mostly used for food service during cocktail hour

-decorative shutters behind the farmhouse table on the back porch

-3 industrial silo tables- cocktail height- in the cocktail garden- 1 will be used by FVR if the beverage station option is selected

-5 farmhouse tables with metal Tolix chairs in the cocktail garden

-1 welcome table- default is to set under the pavilion for guests to be greeted- typically used for the guest book and for gifts

60" round guest tables and white resin Chiavari chairs are included in all of our packages.

The number of guest tables and chairs supplied will vary based on guest count.

Extra tables and chairs beyond guest dinner seating requirements can be rented and set up for an additional cost.

Traditionally, 8-10 Chiavari chairs fit comfortably at our round guest tables.

The Flying V Ranch also offers the rental of rectangular 6' or 8' tables in addition to or instead of the supplied round guest tables. Because they can also be obtained by a third-party rental company, the number of these tables that can be arranged or rented is unlimited and can be supplied for guest seating with our included Chiavari chairs. Pricing for this is available in the additions catalog.

The linens for a rectangular table are available for an additional or upgrade cost from the classic package including round cloths and are available in the same color options.

For floor plan options for long guest tables, please contact hello@flyingvranch.com

We can also set up tables and chairs in outdoor spaces most times, as well.

Because we have to hire our set-up crew to come to the venue a second time (and early in the morning on a weekend), there is a surcharge associated with this. See the Catalog in your portal for pricing regarding the day of set up for tables and chairs.

DIY setup for tables and chairs is not an option for FVR owned/ provided furniture.

FVR includes a long white "head table". This table can comfortably seat up to 19-20 guests including the bride and groom sitting in the two provided upholstered chairs. The table can be extended down to seat less guests, or even go as small as a sweetheart table for just the couple. This table is a finished furniture piece and is not meant to have a tablecloth. Because it is wider than a standard banquet table, FVR does not have the ability to provide a tablecloth that would fit this table. This table is permanent to the space and in most cases cannot be moved out of the space.

A guest is considered any guest that will sit in a chair to eat dinner.

The entire wedding party, including couple, is included as individuals in the guest count, as well as any children.

The only exception to this would be infants who will not be sitting in a chair.

Unfortunately, FVR does not own any high chairs or booster seats due to a limited storage capacity. These items can be brought by couples or families, or rented through third party rental companies.

A custom floor plan will be created with you during your 30-day meeting based on expected guest count at that time.

After being decided upon, your floor plan will be uploaded to your portal for your reference.

Final guest count and especially any changes to this floor plan must be submitted to The Flying V Ranch no later than 10 days before the event. *Because FVR supplied linens are ordered and delivered by a third-party company, any last-minute table/ cloth additions less than ten days before the event may not be able to be accommodated or may result in a rush charge.

If the number of chairs per guest table for your event will not be the same for every table (which can vary due to seating assignments), you will need to label your supplied floor plan with the number of chairs required for that particular table on the floor plan.

Our reception space can seat 280 guests maximum inside, with a dance floor.

However, guest capacity does vary on various optional factors such as space requirements for a band, desired location of food service, etc.

Please keep this in mind (and inquire about floor plan options, if necessary) while planning your event so all guests can be accommodated.

*Linens are available based on package type and/or as an upgrade option. Please refer to your invoice and/or contract to verify if linens have been added on or are included in your package.

Our house collection of available décor, centerpieces, lounge furniture, cake stands, signage & serveware is included in all wedding packages. Please see the catalog for current options. Because of the nature of these products, The Flying V cannot guarantee the availability of any particular product or quantity in advance of your wedding date because of the possibility of breakage during a prior event and the nature of the uniqueness of many of our items. In the case, this happens and you have already selected this item, The Flying V will do its best to notify you as soon as possible.

All items you would like to be utilized for your event must be selected from the catalog no less than 10 days in advance of your event. These items will then be collected and set out for you or an outside coordinator, etc. to set up however you would like. Please do not select every item from our list out of fear that you will need something that you did not select- most of the items can be pulled on event day, if necessary, but The Flying V Ranch does not have the capacity to set out an excessive amount of items that will then need to be put back up before the event if not used.

Candles are not included in house collection décor but may require them. FVR is able to keep items complimentary with client-supplied candles. To prevent wax damage to the item and possible linen damage, FVR recommends using LED candles. High-end, flickering, real wax candles are available to rent via FVR (see additions catalog). If you decide to bring your own real flame candles, to ensure there is no damage to the lanterns or tablecloths, please use the highest quality DRIPLESS candles. If they are placed outside in extreme heat, please know the candles will melt and pool inside later causing permanent damage which could be deducted from your security deposit. An alternative option is to bring your own real wax candles and ask FVR and other vendors not to light them.

Any tablecloths that are deemed ruined by our tablecloth provider and the costs associated with them will be forwarded to the client out of the security deposit. Because of this, FVR does not recommend lighting candles placed on clothed surfaces. Please notify FVR of your desires for this during your 30-day meeting. FVR cannot guarantee that taper candles will be lit or unlit to your desires unless we are notified of them.

Set up and tear down of House Collection items is usually arranged by the couple separately from The Flying V Staff on the event date and should be returned to the provided cart/ location in the condition it was given to you in, including the presence of candle wax, etc. Any items that are returned in a damaged, unclean, or lesser condition will result in a deduction from the security deposit.

If you wish for FVR to provide candles, set up, or tear down for these items, we are happy to do so. You can see relevant pricing for each item in the "House Collection Services" form in your portal.

In the case that items are not returned correctly, the correlating pricing for this will be deducted from the security deposit.

The House Collection includes a photo booth, which includes a self-serviced touch screen, LED light, and props. Guests will be given the option to text or email themselves their photos. FVR's photo booth can only be set up inside and we will work with you on the placement of this on your floor plan during your 30-day meeting. Larger guest counts may not leave room for FVR's photo booth to be set up inside. In case you still want a photo booth, FVR recommends hiring a third-party vendor who can provide an outdoor photo booth option.

You are also welcome to bring in any decorations through third-party vendors or on your own. All outside decor must be cleared from the venue by midnight. This includes floral installations or arrangements (unless pre-approved to leave), balloons/ decor on venue property or roads leading to venue property, and even any decor that you no longer want. Failure to remove any items that you bring into the space will result in a charge, to be invoiced after the event.

Any decorations considered out of normal determinations must be approved by The Flying V Ranch. Services such as draping and event lighting must be provided by professionals, and no nails, screws, or permanent adhesives may be used to anchor decorations. The venue walls, ceilings, spaces, rental items, furniture, and property in general cannot be harmed in any way including nail or screw holes, non-temporary adhesive, scratches or dents, etc. Temporary command hooks, which can seamlessly be removed at the end of the night, are highly recommended to hang any items on walls, etc. You are responsible for alerting your other vendors, family, and friends, who might be setting up items that conflict with this policy.

Because the venue is located in open nature, we do not allow non-biodegradable items like fake flower petals, glitter, or confetti. Any kind of scattered seed is also prohibited to maintain the integrity of our landscaping. Although some confetti is considered biodegradable, it is not allowed on the ranch because of the time it takes to degrade and the nature of our business. A small amount of real flower petals for the aisle are permitted outside only, and a small amount of faux or white flower petals are permitted inside only for use.

The Flying V Ranch cannot provide a ladder or any other equipment to any clients or vendors for setup. If a ladder or any other equipment is required for any amount of setup, the responsible party must supply their own ladder or other equipment and accepts responsibility and all risk of using said implement(s). The Flying V Ranch does not assume any responsibility for the quality of, or fitness for any purpose of any implement brought onto the property by any third party.

Please do not park or drive any cars on pavers during the load-in or load-out process.

This includes the square pavers at our main entrance, the square paver pathway leading to the ceremony site, and the paver patio at the ceremony site. These are not rated for vehicles to drive on them. Please communicate this to anyone who will have a vehicle close to the venue for load in/ load out including your vendors, family, and friends.

Any pavers broken during an event will result in a deduction from the security deposit.

Vehicles are not permitted in the grassy area surrounding the ceremony site or beyond the parking lot.

We work very hard to provide beautiful grass especially surrounding our ceremony site.

This site also features trees, which absolutely cannot be driven near.

Items that need to be loaded into the ceremony site should be arranged so they can be carried from a vehicle in the parking lot. For any special conditions or exceptions for this, please contact The Flying V Ranch for special permission to drive in certain grassy areas.

Food trucks or vendor trucks are not permitted to drive on grassy areas of The Flying V Ranch.

There are plenty of paved spaces that work great for these situations that do not kill our maintained grassy spaces.

We have compiled a great selection of rental items that are completely optional for our clients to add to their venue packages. You can arrange for the rental of any of these items through the House Collection & Optional Additions Catalog on your Client Resources Page. Any additional rentals or services should be discussed and finalized at your 30 day meeting. Adding anything not discussed during this meeting should be discussed as soon as possible and is available on a case by case basis. Please do not add on additional rentals or services from your catalog unless they have been discussed.

In the case that an item like this is available for you to add on at the last minute on your event date, the rental price for this item will be deducted from the security deposit if not already paid before the event. Additionally, if there are any damages to any rental items due to a client, event guest, or vendor contracted by the client, an invoice for replacement of the item will be sent to the client after the event date. Client agrees to the responsibility of replacement in the event of damages upon rental of the item.

Based upon availability at your 30-day meeting, you might be able to arrange additional hours the day before or after your event for set up and clean up at the rate of $150 per hour. Otherwise, the estate package includes up to 6 hours of prep time for set up (with an additional day of prep hours available for $150 each), and the classic package includes all-day access for personal prep starting at 7:00 a.m. on the morning of your wedding. All personal items that you might choose to decorate with or any brought in by a third party must be cleaned up and out of the venue by midnight unless pre-purchased next-day clean up is available at your 30-day meeting.

Even if items are considered trash to you after the event is over, you must still remove these items from the venue after the event. This includes floral arrangements, ceremony site decorations, signage, command strips on walls or surfaces, and balloons placed around the venue or on roads leading to the venue/ ranch. Failure to do so will result in a reduction in the security deposit.

​Please do not throw away oversized or extremely heavy items in the provided trash cans for trash during the event. If you need to dispose of anything that does not fit in the trash can, please see your venue manager for the location of our dumpsters.

If you pay for additional pre or post-venue access and choose to leave any personal or third-party items at the venue, the Flying V Ranch does not maintain liability or responsibility for those items and you're leaving them assumes knowledge and acceptance of the risk and liability you are taking leaving any items un-supervised in the facility. The venue is not climate-controlled overnight and may not be a suitable environment for flowers or anything else that requires temperature control.

General cleaning fees are included in our base packages, as a professional cleaning crew cleans before and after all events, however, they will not be on-site during an event day.

On the day of your event, we will have the reception barn set up with your desired amount of tables and chairs and include linen tablecloths and napkins (for classic package events or if the linen package is added to the estate package). Most of the time, the venue will be set up for you before the day of the event. However, if there is an event the day before yours, our staff might be finishing set up the morning of your event.

The four antique buffets, fireplace mantle with antique mirror, a cake table, ceremony site church pews, cocktail garden furniture, and the custom draping in the barn are permanent items and are included in all of the packages. These items may not be moved if not discussed at least ten days prior to the day of the event.

Any additional items you have added to your package, such as a coffee bar, beverage station, etc. will be set up by the FVR on event day, before the event, as well.

You, along with any other third-party vendors you hire, will be responsible for any other setup and tear down that is not included in your package, including that of the House Collection items. Anything that is not torn down appropriately will be deducted from the security deposit.

FVR is easily visible on Google Maps and has signage directing guests toward the ranch, so we do not recommend adding balloons or additional signage in the area. If you do choose to set any additional items like this up, you must maintain responsibility for coordinating the removal of additional balloons or signs posted before the end of the night. Failure to do so will result in a deduction from the security deposit for FVR staff to do so.

All wedding packages include up to 5 hours of actual event time from ceremony start time to grand exit time.

Our Estate Package includes a total of 12 hours of prep and event time, with up to 5 of those hours being event time and one of those hours for clean up.

Our Classic Package includes the venue, bride’s house, and groom’s room access from 7:00am to midnight. This includes time for vendor clean up, meaning standard events will end by 11:00 pm.

Additional hours are sometimes available for purchase.

For additional hours that occur before 11:00 PM, pricing is:

$250 per hour for the Estate Package and $500 per hour for the Classic Package, based on availability.

For an additional event hour 11:00 PM- 12:00 AM, pricing is:

$500 per hour for the Estate Package and $1000 per hour for the Classic Package, based on availability.

For an additional event hour 12:00 AM- 1:00 AM, pricing is:

$1000 per hour for the Estate Package and $1500 per hour for the Classic Package, based on availability.

Additional services are typically quoted at the rate of a 5-hour event, so please inquire about custom pricing for any service-related pricing for an event longer than 5 hours.

Events times must start no earlier than 11:30 AM and end no later than 11:30 PM. All persons involved with an event are required to clear the venue by midnight to avoid overtime charges.

We do not have more than one wedding or event at a time. The Flying V Ranch offers exclusive use of our facilities.

Most wedding ceremonies feature the ranch’s natural beauty and take place outdoors at our ceremony site just beyond the barn. Our covered pavilion is another outdoor option that is more covered from the elements and can be set up with up to 200 chairs for the ceremony in the event of rain. Such a setup must be arranged at least 72 hours in advance of the event to avoid additional set-up charges. If the pavilion is set up, but it is not raining during your ceremony, we are happy to direct guests to forego the pavilion set up and instead direct them to the ceremony site if you desire. This achieves a complimentary backup option in the case of rain but does not lock you into using the option if not necessary, although the chairs will remain under the pavilion during your event. In the case you would like the chairs removed at the last minute, if our set-up crew is available, this will incur an additional fee.

The barn itself can also be set up to seat up to 280 guests during cold/ hot weather or rain and can be flipped for an extra fee of $150 while guests enjoy a cocktail hour at our covered pavilion. An indoor ceremony is the only ceremony option that is fully closed off from the outdoor elements.

In the event of a decision to move the ceremony to the pavilion, white chairs will be used to seat guests under the pavilion. Our classic church pews are included in the rental of the venue but might not be able to be moved to a different location for the ceremony. If this is an option, this must be discussed and approved a month before your wedding and will incur an additional moving/ labor fee.

Another option in the event of rain is the rental of a tent, which can cover our outdoor ceremony site in the meadow.

​The backup options available vary on the time that the decision is made

72 hours in advance of the event start time

-Indoor set up with chairs & room flip by FVR during the event ($150)

-Pavilion set up with chairs ($0)

48-71 hours in advance of the event start time -Indoor set up with chairs & room flip by FVR during the event ($150 *based on availability*)

-Pavilion set up with chairs ($150)

24-47 hours in advance of the event start time -Pavilion set up with chairs ($150 *based on availability*)

Less than 24 hours in advance of the event start time -Indoor ceremony with guests sitting at tables in pre-discussed floor plan

Conditions for bringing a dog onto the property are the following:

-The dog must be leashed at all times with a designated handler

-You and your pet handler are responsible for removing waste from the grounds, cleaning up all accidents, and making sure the pet behaves in an orderly manner

-Damage to the grounds or property by your pet will result in a charge to be invoiced after the event.

-The dog must be vaccinated against rabies

-The dog must stay outdoors in the immediate vicinity of the venue with the exception of the groom's lounge

-The dog must be kenneled when alone

-You may kennel your dog in the groom's lounge on the cement flooring, away from rugs, during the reception

-Flying V Ranch is not responsible for any harm or damage caused by a dog while on the premises

-Client agrees to indemnify the Flying V Ranch for and maintain responsibility for any harm or damage caused by a dog while on the premises

-By bringing an animal onto the Flying V Ranch property you are agreeing to be bound by these conditions

The Flying V Ranch is home to many animals including cows, donkeys, horses, dogs, and cats

With the exception of some cats that live near the venue and help us maintain the area, all animals are kept on the other side of the fence(s) from the venue area. They are great to take pictures of if they happen to be near the venue, but please do not enter pastures with Flying V Ranch animals for your own safety and the safety of our animals. NO ONE IS GRANTED AUTHORITY TO ENTER THE PRIVATE PASTURES. If anyone enters into these spaces, they will be considered as trespassing private space.

Pasture animals are rotated throughout the ranch and are not always in the same location. In case you really want to see some kind of animals, like donkeys or horses, during your wedding day, please communicate this to The Flying V Ranch during your 30-day meeting. FVR cannot guarantee that animals will be within eyesight on your wedding day. But, if we know this is important to you, we will try our best to facilitate this within reason.

Estate and Classic packages include 150 people and a maximum of 280 guests can be seated in our reception spaces indoors, with a dance floor. Guest counts over 150 will be charged per person depending on the contracted package.

Rates for additional guests over 150 are listed in the catalog on your resources page and include guests 150-280.

Our all inclusive packages start at 100 guests. Additional guests have a set price for our base package, but could vary depending on any upgrades the couple chooses throughout the planning process.

​

We can sometimes accommodate more guests than 280 with the inclusion of outdoor seating.

This ​is on a case by case basis and guests over 280 will receive a custom quote from FVR to include additional parking lot maintenance, rented tables and chairs, etc.

Guest counts include the bride, groom bridal party, and children.

Regarding children, anyone who is old enough to need a seat counts as a guest. This means an infant who does not need a designated chair would not count towards your overall guest count, but a child much older than that who will need their own chair does count towards the overall guest count.

Within these parameters, we will prepare the ceremony or reception site according to the number of guests in your contract/wedding plan, discussed at the 30-day design meeting.

Increases in the guest count must be provided to The Flying V Ranch ten days prior to the event. Any guest counts should be invoiced and paid for before the event, but any guests counts that are not reported correctly will be invoiced after the event or deducted from the security deposit.

Sparklers are allowed for use by able guests over the age of 12 outside the facility if the burn ban allows and must be used on the pea gravel area only. The Flying V Ranch staff will help disperse sparklers to guests, however, we will not be able to light them and will not provide them. We recommend buying medium-length sparklers for your guests.

FVR does not provide sparklers for events. Clients must purchase their own sparklers. Clients agree to maintain liability for any sparklers they purchase or supply for their guests.

If you do provide sparklers for your event, you must keep sparklers contained in the back of the venue, away from guests during the event. You must also designate at least two sober guests or vendors to assist other guests in lighting their sparklers. Unfortunately because of accidents in the past, our staff will not be able to assist with this.

Guests become liable for their sparklers upon accepting them.

In the case of a burn ban by the fire marshal, sparklers will not be allowed, even if discussed before the event. Sky Lanterns are not permitted due to a fire marshal mandate.

Any type of fireworks or special effects (including fog/ dancing on a cloud effects) other than sparklers must be approved via FVR. Vendors must have an appropriate amount of insurance and must have proper licensing and permitting in place.

Many DJs now offer "cold sparks" for interior spaces. Although they are marketed as safe, they must still be approved by FVR and that will require proper licensing, permitting, and insurance. Unfortunately, many DJs actually do not follow the legal requirements for cold sparks- the fireworks vendor on our website does follow all of these legal requirements and is approved to provide cold sparks and fireworks at The Flying V Ranch.

120" round polyester table cloths and polyester napkins are included in the Classic Package for all place settings and round guest tables (seating 8-10 guests). A linen package can be added to our Estate Package and includes all delivery, set up, tear down, and round tablecloths and napkins, set up before your arrival on the wedding day and torn down after your event. Choices of color are available to view as samples on your portal and in person in the sample binder at the Flying V Ranch. Please keep in mind that color might vary on a computer screen due to monitor brightness and quality. Other fabric options are available as upgrade options including shantung, lamour, velvet, and sequins. Many options can also be rented as table runners or other items, as well. Please inquire for pricing.

Damaged table linens resulting from candle wax, ink, or other stains will result in a charge of at least $40 per linen to be invoiced after the event (pricing is variable and dependent on our third party linen provider). As smoking is prohibited in the venue and pavilion or other dining areas, cigarette burns to table cloths will result in a charge equal to the full cost of the linen.

The Flying V Ranch has ample, free self-parking for your guests in our one-acre private parking meadow. Access to the parking lot directly adjacent to the barn is marked for easy identification by your guests. If desired, optional valet parking can be arranged through a third party vendor.

All children must be accompanied by and under the direct supervision of parents or other guardians at all times while attending an event at The Flying V Ranch. Although The Flying V Ranch is not responsible for the care of children attending your event, you can hire third-party babysitters for onsite services. You may consider special seating or programs for children attending your ceremony and reception. Children count as a guest. Only infants under 2 years old who are held by a parent do not count as a guest.

Our bridal cottage has been restored from the original homestead of The Flying V Ranch. There is also a spacious groom’s lounge for groomsmen to enjoy. All-day access to these spaces is included in the Classic Package. Estate Package clients will have access to these spaces during their 12 hours of access and have the option of adding additional hours to these spaces for $150 an hour. The bridal party may enter these spaces (depending on included package prep time) as soon as possible, but no earlier than 7:00 am unless otherwise approved.

Both lounges include a mini-refrigerator, as well as a Keurig coffee maker, coffee pods, etc.,

The groom's lounge features a large TV with YouTube TV, which features many major sporting channels. You can view a complete list of channels here.

Please use supplied receptacles and trash bags to throw away all trash during and after the event.

Please be courteous in the condition that the bridal cottage and groom's lounge are left in for your event staff after the event. All food and trash should be thrown away and furniture should be left in it's original position.

The venue is outfitted with the highest quality satellite wifi available in our area.

Any clients or vendors needing to access our wifi can obtain a password from an FVR staff member on site.

If you need to obtain this password prior to the event, please contact hello@flyingvranch.com.

The smart in the groom's lounge is already connected to the wifi for streaming capabilities.

Although it has never presented typical issues for us in the past, vendors and clients should be aware that, especially with a satellite-supplied wifi signal in the country, wireless networking technologies can be unreliable without control of The Flying V Ranch. Due to the nature of a wedding or large event, clients and vendors should never have an important aspect of the event reliant upon something that we cannot control like telecommunications. Therefore, The Flying V Ranch recommends parties download all necessary music, etc. required for the event so they are not reliant upon wireless networking technologies. We also recommend that any live-streaming companies utilize a hot spot.

Cake-cutting service is included in the Classic Package of The Flying V Ranch. It may be added to the Estate Package for $100.

Most likely, there will be something that changes between the time that you first see the venue during a tour and your event! FVR is constantly striving to upgrade our venue and will always continue to do so through the years. Please rest assured, we always have our couples and their interests in heart with any changes or upgrades we make. Our owner, Page, has a background in interior design, so we like to say you’re in good hands with this!

Additionally, our ranch and outdoor spaces will change quite a bit through the seasons! We host weddings year round, so we maintain our landscaping to be beautiful year round, but the landscaping, grass, pastures, trees, etc. you see in April will not look like that you see in December. For example, as a working cattle ranch, FVR cuts hay for our animals from the pasture land that surrounds the ceremony site (not actually from the immediate venue area). So, for some of the year, large sculptural round bales of hay will be visible from the venue. Other parts of the year the pasture grass will be long, some parts of the year the grass will be short. A lot of what mother nature provides is out of our control, but please feel free to discuss with us more about what you might be able to expect for various times of the year!

Smoking is prohibited in the facility and within 10 feet of all entrances, exits, windows, and grassy areas. A smoking area is designated in the outer portion of the cocktail garden and cigarette butts should only be disposed of in supplied smoker's poles.

Smoking or the disposal of butts is not prohibited in any indoor areas of The Flying V Ranch. Any violation of this policy by the client, guests, or third parties will result in a fine that is accepted by the client in this agreement and to be charged after the event, which will be dependent on the amount of damage caused.

There is a small body of water behind the ceremony site that is stocked with fish. However, you and your guests are not permitted to access this space WITHOUT prior authorization. If you would like to access this area for photos or fishing before the wedding, please contact hello@flyingvranch.com. Anyone planning on accessing this space with the authorization of FVR must sign a liability waiver. With permission, the wedding party is welcome to fish in this pond with their own fishing equipment, or they may rent equipment from FVR (see catalog for pricing). Even if you bring your own equipment, you still must receive prior authorization to access this space and all individuals must sign liability waivers.

After Booking: If you cancel the event at any time after the deposit is paid, the 20% down payment is retained.

Within eight months: If you cancel within eight months of your reserved date, your payments (60%) are forfeited.

Within three months: If the contracted date is canceled within 3 months of the event, the entire payment of your package is forfeited.

Date transfers within the same calendar year of your originally contracted date might be available on a case-by-case basis and might incur additional fees. Date transfers not within the same calendar year of your originally contracted date will require a cancellation of the original contract and a new contract for the new date.

The Flying V Ranch maintains corporate liability insurance, however you are jointly and severally liable for all injuries and/or damages to belongings, guests, family, the wedding party and vendors, their representatives, agents, and employees attending the event for which you are contracting the use and services of The Flying V Ranch -- both during attendance at the event and, in the case of alcohol consumption, subsequent to their departure from the event -- and you hold The Flying V Ranch harmless from any and all liability associated with damages and/or injuries associated with the event. We recommend the purchase of event liability insurance.

Your security deposit will be returned to you (barring no damages) within two weeks of your event date- the majority of this delay is due to our third-party linen company and their processing of the linens for damages.

The deposit is typically returned to the Bride's name via Zelle directly to the email address provided to FVR for communication from the Bride.

You will get an email from Zelle/ Frost Bank asking you to enroll in Zelle (if you haven't already) to receive the deposit. Zelle is an online payment system owned by the major US banks and is very safe. This is the quickest way to return the funds to you, but please let us know if you prefer we mail you a check instead.

We welcome you to leave a review of your experience with The Flying V Ranch on Google or The Knot. We so appreciate 5 star reviews, which help our small business grow.

If you have any comments or suggestions for management, we absolutely want to hear from you- the most effective way to reach us is by emailing our owner, Page, at page@flyingvranch.com.

We are always happy to answer any additional questions about your event that you may have during our normal business hours of Monday- Friday 9:00 am- 5:00 pm.

Please keep in mind that our staff is often very busy, and because of the nature of our business, may not be immediately available to answer all emails and calls. Because we get many questions during the day from our 100+ current clients, please allow 48 business hours to return all emails and calls.

We do not hold regular office hours on Fridays- Sundays, as we typically have events on these days.

If you have family members, friends, or other vendors who will be heavily involved with the venue or who have questions for us, please first provide them with a link our policies and procedures so as to avoid redundancy.

Any additional meetings or visits to the venue must be pre-arranged, as we do not hold regular operating hours at the venue.

Email is our preferred method of contact, so we can have a record and reference for any communications.

Please email our admin at hello@flyingvranch.com