Planners Manual
The French Farmhouse Venue & Chapel · Collinsville, Texas
Wedding Planner Manual
We are so excited for you to coordinate at our venue!
As a family-owned business, you are a direct reflection of us, and we look forward to having you serve our couples, their family and friends!
This manual is full of helpful guidelines and information for The French Farmhouse. Please don’t hesitate to reach out to us at any point in the planning process with any questions you may have.
We are here to help in any way we can!
Happy Planning,
The Scribner’s & The French Farmhouse Team
Two Weeks Before the Wedding
Please submit the following to [email protected] at least two weeks before the wedding date:
- Final timeline
- Floor plan selection
- Final vendor list
If you would like to schedule a final planning meeting at the venue, please email Kelsey at [email protected].
Thank you for being part of our couples’ wedding day. This manual is your complete reference guide for everything you need to know about working at The French Farmhouse Venue. Please read it in full and reach out to Kelsey or Maddie with any questions prior to the wedding day.
Helpful Information
Bridal Suite
The bride and her bridesmaids will have access to the bridal suite the morning of the wedding at 9 AM. We recommend the girls clean up and get all their belongings together before pictures start so it will be an easy grab-and-go at the end of the night.
We also suggest making sure the girls have food and water — whether provided by a family member or caterers — since it is a long day.
The Gainesville Chick-fil-A delivers to the Farmhouse!
Sunday Brides — Remember Chick-fil-A is closed on Sundays.
Mini Bridal Suite
We have a mini bridal suite at the chapel that we recommend the bride arrive at least 30 minutes before the ceremony. This gets her tucked away, hidden from guests and the groom, stress-free, and right outside the ceremony doors when it’s time to walk.
Greenery Wall
- The Greenery Wall is 8’ x 8’.
- We recommend using clear or green zip ties to attach florals or décor to the wall.
Security Officer
The security officer is $300 for 6 hours of coverage, paid directly to the officer on the wedding day. They accept cash or Venmo.
- Coverage typically runs from ceremony start time to approximately 30 minutes after send-off.
- Any additional time beyond 6 hours is $50/hour.
- We recommend collecting this payment before the ceremony so it’s not a mid-party or end-of-night burden.
- Payment can be given directly from the planner to the officer, or handed to venue staff to pass along.
Ride Shares
Uber, Lyft, and similar ride share services are not a reliable option for guests due to the venue being in a non-high traffic area. We recommend planners communicate this to couples ahead of time so alternative transportation arrangements can be made for guests who may need a ride home.
Vendor Equipment
All vendors are welcome to store their equipment and belongings in our storage closet. We like to keep the venue office as clear as possible to allow space for vendors to eat dinner at night.
Ceremony
- We recommend the bride make her way to the mini bridal suite in the chapel at least 30 minutes before the ceremony to be tucked away and hidden — no stress, and she’ll be right outside the ceremony doors.
- Directional signs will guide all guests to the Chapel upon arrival.
- Real flower petals are allowed, but please no dark-colored real petals. Silk petals are recommended as they are easy to clean up and do not shed when sweeping.
- Make sure the officiant knows to send guests out the back door for cocktail hour. This is the perfect time to ring the bell — once all guests are outside, they will be able to hear it.
- After pictures are complete, the chapel can be cleaned up and venue staff will lock up.
Send-Off Items
- Please get all send-off items approved by Kelsey prior to the wedding day.
- No loose-leaf items are allowed.
- If the couple is having sparklers, the venue will provide the sand buckets.
End of the Night Clean-Up
Have a game plan! We recommend knowing who is taking what before the end of the night to make the process quick and easy.
- The venue handles all tables, chairs, and deep cleaning after everything is out.
- As the planner, you are responsible for making sure everyone has all of their belongings.
- There is typically leftover food, cake, and florals at the end of the night — especially if the florist does not return to clean up. Please help coordinate who is taking these items.
- When bagging up items, please make sure bags are not overfilled — we ask that you help ensure bags don’t get too heavy and bust. (Nasty!)
Rehearsal
Please reach out to Kelsey if you are interested in doing a rehearsal the night before to see if it’s available. You would have access to the Chapel for one hour to run a rehearsal of the ceremony.
Please remember this is not a time for wedding set up — rehearsal only!
Venue Rules & Policies
- All vendors must be approved by the venue prior to the wedding date.
- No open flames (candles must be in enclosed holders or battery-operated).
- Confetti, glitter, loose flower petals, and rice are not permitted inside the venue.
- Sparklers are permitted outside only and must be disposed of in the provided buckets.
- Smoking is not permitted inside any building on the property.
- All décor must be free-standing or use approved hanging methods — no nails, staples, or tape on walls.
- Animals must be pre-approved by the venue and must be leashed at all times.
- The venue is not responsible for items left on the property after the event.
- All vendors are expected to conduct themselves professionally at all times.
- Alcohol service must end 30 minutes before the event end time.
- The venue closes and all vendors must be off the property by the contracted end time.
Timeline & Day-Of Schedule Guidelines
The coordinator is responsible for maintaining the timeline and keeping all vendors on schedule. Below are the standard time blocks for a typical wedding day at The French Farmhouse Venue.
Please share your finalized timeline with Kelsey at [email protected] at least two weeks before the wedding.
Vendor Load-In & Load-Out Procedures
Load-In
- All vendors must enter through the designated vendor entrance (not the main guest entrance).
- Large delivery vehicles should use the back drive. Please coordinate with Kelsey in advance for oversized loads.
- Vendors are responsible for their own equipment and setup. Venue staff will not assist with vendor load-in.
- All items must be brought in through approved pathways — do not walk through the bridal suite or groom’s room during getting-ready time.
- Floral and décor vendors should confirm setup access time with the coordinator at least one week prior.
Load-Out
- All vendors must be fully loaded out by the contracted end time.
- Vendors are responsible for removing all of their own equipment, packaging, and trash.
- Do not leave items on the property to be picked up the following day without written approval from Kelsey.
- The venue will not be responsible for any items left behind.
- Rental companies must coordinate pickup times with the coordinator in advance.
Parking & Logistics
The French Farmhouse Venue is located at 1415 CR 215, Collinsville, Texas 76233.
- Guest parking is in the main gravel lot to the right of the venue entrance.
- Vendor parking is designated separately — do not park in the guest lot during the event.
- Food trucks and catering vehicles should park in the designated vendor area near the back of the property.
- Please do not block the main entrance drive at any time.
- Coordinate with the coordinator for any oversized vehicles or equipment trailers.
A parking map is available on the Catering Guidelines page.
Coordinator Requirements
All weddings at The French Farmhouse Venue are required to have a professional coordinator. The following requirements apply to all coordinators working at our venue.
- Coordinator must be a professional, paid coordinator — a family member or friend does not qualify.
- Coordinator must be present from vendor load-in through the end of the event.
- Coordinator is responsible for managing the timeline and communicating with all vendors throughout the day.
- Coordinator must have a finalized timeline distributed to all vendors at least one week prior to the wedding.
- Coordinator must conduct a venue walkthrough with Kelsey or Maddie prior to the wedding day.
- Coordinator is responsible for ensuring all vendors are aware of and comply with venue rules.
- Coordinator must have a point of contact phone number available to venue staff at all times on the wedding day.
- Coordinator is responsible for the couple’s personal items and ensuring they are collected at the end of the night.
- Coordinator must ensure all guests are off the property by the contracted end time.
- Coordinator must confirm the final guest count with the venue at least 30 days before the wedding.
- Any changes to the timeline or vendor list must be communicated to the venue in writing.
Catering & Kitchen Guidelines
The French Farmhouse Venue has a full catering kitchen available for use by approved caterers. Please review the full Catering Guidelines page for complete details. Key points are summarized below.
- All caterers must be pre-approved by the venue.
- The kitchen is available for warming and plating only — no raw cooking on-site.
- Caterers are responsible for all setup, service, and cleanup of the kitchen and service areas.
- All food must be transported in approved food-safe containers.
- Caterers must provide their own serving equipment, chafing dishes, and utensils.
- All trash and food waste must be removed by the caterer at the end of the event.
- The kitchen must be left in the same condition it was found.
- Food trucks must be pre-approved and parked in the designated vendor area.
For full kitchen equipment details and the buffet patio layout, visit the Catering Guidelines page.
Floor Plan Reference
Six floor plan configurations are available for the reception hall. Couples select their preferred layout during the planning process. As the coordinator, please confirm the chosen floor plan with Kelsey at least 30 days before the wedding.
Floor Plan Access: Full floor plan images are available on the Floor Plans page. Use the interactive Canva template below to customize your layout.
Passcode required: 0920
Open Custom Floor Plan Template →The Farmhouse Dimensions and Tablecloth Dimensions reference charts are available in the Welcome Packet and on the floor plans page.
Dimensions Reference
Use these charts when planning table layouts, linen orders, and floor plan configurations. Share with your rental and linen vendors in advance.
Farmhouse Dimensions
Tablecloth Dimensions
DJ & Music Guidelines
- All DJs and bands must be pre-approved by the venue.
- Sound equipment must be set up and sound-checked before guests arrive.
- Music volume must be kept at a level that allows normal conversation in the venue.
- Outdoor amplified music must end by the time specified in the couple’s contract.
- DJs are responsible for providing their own equipment, including speakers, lighting, and cables.
- Bands must confirm stage dimensions and power requirements with the venue at least two weeks prior.
Band
- We recommend the band going on the brown door side of the venue with a maximum of 175 guests in the main reception area.
- Bands typically require a 16 x 24 stage and at least an 18 x 18 dance floor depending on guest count.
- If your guest count is over 175, we recommend having guest tables on the patio.
- Most bands require six separate 20-amp circuits of power. Please confirm power requirements with the band and venue in advance.
- Plan ahead for a break room for the band. Depending on the bride’s hair & makeup schedule and timeline, this is typically best in the bridal suite or groom’s room.
- Catering will need to arrange food for the band to eat during their break. Coordinate this with the caterer ahead of time.
Florals & Décor Guidelines
- All floral and décor vendors must be pre-approved by the venue.
- No nails, staples, screws, or permanent adhesives may be used on any surface.
- Command strips and approved floral wire are permitted for lightweight items.
- Loose flower petals, glitter, confetti, and similar materials are not permitted inside the venue.
- All floral arrangements and décor items must be removed by the contracted end time.
- Candles must be in enclosed holders or battery-operated — no open flames.
Contact Information
Please save these contacts in your phone before the wedding day. On the day of, always communicate directly with the venue contact on-site.
[email protected]
View FAQs →
This document is for coordinator and vendor use only. Please do not distribute to guests.