Frequently Asked Questions-FAQ

We covered so much in the initial tour. We know it can be hard to remember everything we talked about. To avoid any confusion, we decided to create a blog covering some of the most commonly asked questions about the venue and our policies. Have a question? Call your wedding planner or see if we've answered it here. If you don't see the answer, review your contract. Still no answer? Send us a quick email. We will find the answer for you. We want the planning process to be as painless as possible.

What are your hours?

Knowing our business hours makes contacting us a breeze. Effective 5-1-25, Our hours are Monday-Wednesday from 10am til 4pm. We're closed Thurs-Sunday for events. If you have a question, go ahead and send a message and we will email you back when we return to the office.

If you need to visit the venue, RSVP to one of the open houses. Weddings and other events are scheduled through the week and wouldn't want you to walk in during someone's elopement, shower or rehearsal.

When are the open houses?

Log into your online planner to view a list of dates and times.

How many guests does the venue hold? Inside, the venue is limited to about 200-225 for a reception.

Isn't there a fire code?

YES! The setup you see when you tour the venue is the "Fire Code" approved table layout. The wedding planner you hire, should be knowledgeable with state and local ordinances. Tables will be set up in a fire code approved layout when you arrive on wedding day.

What type of tables do you have (shape, size)? Currently, we offer 15-60” round tables and and 4- 6’ rectangle tables at no additional charge. The height is a standard 29 inches.

How many chairs are there?

There are about 200 chairs. You're welcome to bring chairs or we can refer you to an event rental company who rents various styles of chairs. Some of them will even deliver!

What happens if a toilet backs up?

As a DIY venue, you'll be responsible for providing all of the necessary services. These are items that we discuss at the open houses and in your wedding planners final walk throughs. You can create a checklist of items to be aware of and then attend an open house where we can also answer any questions you may have.

Can we bring roaster ovens to keep our food warm?

Remember, roaster ovens are not allowed as they will trip the breakers and you'll lose power in the building. In the past, power outages have tripped the HVAC system requiring a professional to reset the system. You'll be without HVAC or other amenities if this happens during your event. Most HVAC companies are not open after hours or on weekends. Many of our couples choose to hire professional caterers who will deliver the food hot and ready for your guests.

Will someone be available on the day of my event?

No, as a DIY venue we simply rent the space. You'll be responsible for hiring the required professionals to manage your event. Open houses are set up every month for you to come in and make necessary arrangements. When you've hired professionals and made the necessary arrangements, there is no need to contact the venue on the day of your event. They will handle everything for you.

Will someone be there on wedding day to unlock the doors?

No, we will send the bride a door code or we will have made arrangements to automatically unlock the door at the beginning of her reserved time. The code activates at the time her reservation starts. If she arrives early, the code will not work until the specified time. The facility is armed with a security system similar to what she may have at home but, slightly more sophisticated. Tampering with the lock or otherwise trying to gain access to any part of the facility will trigger the alarm/siren.

Who do I contact in case of an emergency?

In the event of an emergency, your wedding planner or event manager should dial 911. Do not call the venue or email the venue. Since we are not there, we will send you the phone number in case you need to reach security. There are some things the venue will be unable to help you with after hours. For example if you sneak in roaster ovens, you will trip the breakers and lose power in the buildings. It's likely that some amenities will not be available such as HVAC (heat and air). After losing power in the building, a service man will need to be scheduled to come and reset hvac equipment meaning you may not have heat or air conditioning during your event as they are not available after hours. Many venues do not allow roaster ovens for this reason.

Can the venue accommodate a DJ and live bands? Are there any restrictions? We welcome DJ’s and live bands! The only restriction is to follow fire egress codes, meaning they should not block the North door or main traffic flow for proper fire and emergency egress. A reputable wedding planner is familiar with fire codes and guest safety. Guest safety should be her first concern.

Can the DJ hook into the venue system?

Our small house "tailgate" system is not compatible with DJ's equipment. A DJ's system is far superior to anything that a venue offers. In no way does it replace a DJ. We offer a simple system perfect for background or ambient music. Attempting to operate the system beyond it's capabilities will blow the system, and you'll be without music for the duration of the event.

Do you have microphones for speeches? No, we do not offer microphones. There are so many types and sizes that we ask you to purchase what you'll need or your DJ would be happy to let you use his. Our equipment has an outlet for multiple mics.

Can I hook an iPod or laptop up to your sound system? Absolutely! Customize your event by providing your music favorites. Attend the open house to test your equipment and to avoid, "operator error" on wedding day. Bring your wifi hotspot, microphones and anything else you'll need so that you can test everything before wedding day.

Do you have WIFI?

Due to latency, lag, buffering and other hiccups that are associated with wifi, we recommend a reputable DJ who will have an extensive music library and a private hotspot of his own. You're welcome to use your phone hotspot or purchase a prepaid package through your carrier for your dedicated hotspot. For liability reasons, very few venues offer wifi anymore.

Who does the restroom checks?

As a DIY venue, you'll be responsible for providing all of the necessary services. These are items that we discuss at the open houses and in your wedding planners final walk throughs. You can create a checklist of items to be aware of and then attend an open house where we can also answer any questions you may have. Most couples designate someone to do restroom checks and to keep trash emptied or you can make these arrangements through your planner or event manager or even a hired hostess.

​Is there a required/preferred vendor list to stick to? Can we use other vendors? We are very flexible here at Daffodil Hill Venue. You are welcome to bring in clean-up crews, photographers, DJ's and caterers of your choice.

Can we bring in food prepared from home?

Sure, you're welcome to serve family favorites! Statistics show that guests favor professional catering verses food brought from a home for these types of events but, really, the choice is up to you. If you choose to bring food prepared from a home, you'll be required to follow the caterer's guidelines.

Are tables, linens, chairs, plates, silverware, and glassware provided, or will we have to rent them or get them through our caterer? We offer tables and chairs. Table linens are available to rent from one of your vendors. We don’t provide serving ware or table linens. Serving ware and tablecloths are available through your caterer or an event rental company.

Is ice furnished with the venue?

For sanitation reasons, it's best to ask your caterer or bartender to furnish "bagged" ice.

In the past, we have found people will take the cup they are drinking from and use it to scoop ice to refill their cup. Or they will use their hands to grab ice and even the scoop will be used by unclean hands and then thrown into the ice bin. So for sanitation reasons, we do not provide ice. There is a chest freezer in the lounge if needed. You can request your caterer or bartender to provide the ice. They will have the experience to know what their exact needs will be.

When can we get access to the space to decorate/set up? Check your agreement for the start time. You may have added "early arrival" when you booked the venue. If you need early access, let us know. For a minimal charge, we can schedule a staff member who will be on call for you.

How much are extra hours?

Early arrival is 100.00 per hour. The venue collects the fee but, it actually is paid to the guys and gals who will be on duty/on call during the day of your event. We need one male and one female to be on call through out the time the venue is reserved from start til finish. A female is required in case there is an issue in the dressing rooms or women's restrooms and likewise for the men's dressing rooms and restrooms. We also have a maintenance man and security on call during the rental period.

Can we use candles? No but, you can use flameless candles that operate on a small battery that lasts for hours and never need relit. We have a box of flameless candles in the decor room. Bring batteries! We ask our couples to take batteries home with them at the end of the night and for you to bring fresh batteries with you on wedding day. Attend an open house to see what type you'll need.

Can we use real rose petals?

Yes! We ask that you use real rose petals. Fake rose petals blow outside onto the landscaping requiring someone to pick them up. The company we use to clean after the event charges 150.00 to pick up fake rose petals and that fee will be passed on to you

Can we use sparklers?

Again, Most venues do not allow any type of open flame including sparklers. Your insurance does not allow them and our insurance does not allow them either. If sparklers are used, someone will be dispatched to the venue and will stay throughout the evening for liability reasons resulting in additional costs to you.

I'm not sure if I'll need a rehearsal but, just in case do you offer one?

Sure! Since we will be set for another couples wedding inside the ballroom, you'll have access to the outdoor ceremony areas and to the pavilion/barn! There is restroom access on the west side of the venue. Rehearsals are scheduled Monday through Thursday upon availability. Pricing can be found on your quote when you booked the venue or you can contact the venue.

Do I need a rehearsal?

We are finding more and more brides are eliminating the rehearsal tradition. Trying to schedule everyone to meet at a certain time and day is stressful along with the added expense of the rehearsal dinner. Brides today are becoming more creative and incorporating a rehearsal into the morning of their event. We love the brunch idea. Mimosas or juice, coffee and pastries are served before everyone starts decorating. It's like a party before the party.

Can I rent the venue for my rehearsal dinner?

Couples who rehearse at the venue will then meet elsewhere for dinner. If you're interested, we have a rehearsal dinner package. Contact us for pricing.

Do you allow alcohol?

You are welcome to bring alcohol. We do not serve or sell alcohol.

Is decor really free?

Yes, it's free to use in the ballroom. Inventory varies and changes frequently. Some items are donations and are actually DIY craft items. They are not meant to be used at hundreds of events. Some items get damaged or dirty and are no longer usable. Also, sometimes items accidentally get taken home and although they eventually get returned, they may not get returned in time for your event. Keep all of this in mind!

What is the incurred expenses fee for?

When you booked the venue, you paid the venue a fee to repay the venue for any damages, repairs, incurred expenses, etc. Common deductions include glitter, sequins, confetti, balloons, fake flower petals/leaves, "send off" debris such as bird seed and flower buds that were swept off into the landscaping and gravel and other items that require special handling or equipment to remove or retrieve.

Sometimes the fee you paid the venue is not enough to cover the damages and incurred expenses. We can send you an invoice for the overages after the event and you can pay online or make payments. We will help you along the way to reduce damages and incurred expenses such as checklists and cheat sheets. Your wedding planner will be the greatest help of all. If there is anything you're unsure of, please ask. We are here to help!

Why is there an incurred expense fee if I am purchasing event insurance? Doesn't the venue have insurance?

Sure the venue has insurance but, it only covers the venue's negligence. Your event insurance will cover your negligence and the incurred expense fee will cover your guests negligence and anything that insurance doesn't cover such as excessive cleanup, time overages, last minute rentals, etc. We will invoice you for anything that the incurred expense fee does not cover such as glitter. JJ's cleaning company charges 650.00 to clean glitter. Other fees can be found here>>> Your wedding planner will be able to help you understand your insurance responsibilities.

When is my event insurance due?

Event liability insurance is due no later than 60 days after you book the venue. The sooner you purchase the policy, the better protected you'll be in case you need to cancel. Most couples make a note of the due date in their calendar or smart phone and then set an alert. This is a great idea!

Something has come up and I need to cancel. What do I need to do?

We can help you with that. If you did not purchase the venue's refundable option when you reserved your venue, then you can call your insurance provider where you bought your event liability policy. When you enrolled, they gave you the option to add their cancellation policy. Most couples purchase this add on because it's so cheap. Let them know you are needing to cancel and they will let you know what information they will need from us to process the cancellation.

Do you allow pets?

Pets are allowed in the outdoor ceremony areas only which include the pavilion/chapel/barn. For health department reasons, animals are not allowed in the facility where food will be served. If the security cameras detect an animal at the event, then a staff member will be dispatched onsite for the remainder of the event for security purposes and the incurred expense deducted from the incurred expense fee. Pets can be unpredictable and can create unforeseen challenges such as guest complaints.

Where do I purchase my event insurance? Contact www.ewedinsurance.com to purchase your liability insurance. Insurance must be purchased in the contract signors name. Also, the venue must be listed as additional insured as follows:

Daffodil Hill Venue LLC

5734 S Main St

Joplin, MO 64804

They also offer cancellation insurance which we highly recommend

in the event you need to cancel or reschedule.

Your policy must be purchased in the contract signor's name and include liquor liability regardless if you will be serving or allowing alcohol at your event.

Limits:

Each Occurrence 1,000,000

Damage to rented premises 300,000

Personal and adv injury 1,000,000

General aggregate 2,000,000

Products 1,000,000

With Waiver Of Subrogation

Also, listing the venue as additional insured as follows

Daffodil Hill Venue

5734 S Main St

Joplin, MO 64804

Insurance must be purchased in the contract signor's name

You may purchase insurance from any agent however the venue has specific limits.

If a policy is purchased from another company, it's possible that it will be incorrect and not fill the venue's requirements. It could result in you having to purchase another policy with you unable to get a refund on the original policy that you purchased.

How can I make a payment and when is my payment due? The payment link can be found on your invoice along with a convenient payment schedule. You can also mail a money order or cashiers check per your agreement or simply drop it off at the open house. Many couples put the due dates in their phone calendar and set an alarm to notify them. Great idea!

What if I miss a payment?

The system automatically cancels for non-payment. Set the due dates into a calendar and set an alert. Allow enough time for mailing and processing usually 10 days. If the reservation is cancelled for non-payment, there is a 50.00 reinstatement fee that the bookkeeping company charges to get you onboarded back into the system.

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Am I required to hire a wedding planner?Most of our events hire a wedding planner. Weddings are mega events with thousands of dollars spent on food, decor, wedding professionals and other wedding related services. Your guests will have certain expectations when attending a wedding. It's great if a neighbor or family member wants to help but, in no way do they have the experience of a professional wedding planner. We have experienced disastrous events when a friend or family member "wants to be" a wedding planner.

Do I need a wedding planner?

The venue simply rents the space but, here are some statistics we see

99 percent of weddings with a reputable planner (not a friend or family member) go as planned.

99 percent of weddings who do not have a planner do not go as planned.

99 percent of our weddings here at the venue have planners so it's really up to you.

Wedding planners can actually save you money when you hire one in the beginning stages of planning.

We have several that we recommend who are licensed, and have a ton of wedding experience.

A couple of the biggest regrets we hear from brides are

1. They wished they hired a reputable, certified planner and

2. They wished they had professionally catered.

A wedding planner reduces the number of dissatisfied guests and of course saves you a ton of money.