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​At Chapel Farm Estate, our heartfelt goal is to make your journey to the big day magical, memorable, and stress-free. From the moment you book, you’ll be supported by your dedicated wedding coordinator, ensuring everything is thoughtfully guided.

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As we host over 175 weddings annually across our two venues, you may also hear from other members of our trusted team. All coordinators work closely together under the direction of senior management, so no detail is ever missed.

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On-the-Day Support

Closer to your wedding, you’ll be assigned an on-the-day coordinator, there to guide, manage and support you throughout – ensuring everything runs smoothly while you focus on soaking up the love and joy.

 

Payment Plan Overview

Once your wedding date is confirmed with your non-refundable deposit (covering venue hire), we’ll set up your Minimum Spend payment plan via our secure system, Square.

Minimum Spend covers food and beverages only and does not include venue hire or optional extras.

Payment Schedule:

• 12 months prior – First instalment

• 6 months prior – Second instalment

• 3 months prior – Final Minimum Spend instalment

• 21 days prior – Final invoice for any extras

Automated reminders will be sent before each due date. For full terms, refer to your booking agreement or reach out to our team with questions.

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Invitation Details

Please include the correct venue on your invites:

• For Chapel Farm: “Chapel Farm”

• For The Estate: “The Estate at Chapel Farm”
  Avoid using just “Chapel Farm Estate” to prevent confusion.

If your ceremony begins at 4:00pm, we suggest wording:
“Please arrive by 3:30pm for a 4:00pm sharp ceremony.”

 

Tasting Evenings at Chapel Farm Estate

We host four delicious tasting nights for you to sample menus, enjoy the atmosphere, and begin dreaming up your celebration:

The Main Event – $90pp
Canapés for two, followed by your choice of two plated mains.

The Banquet – $75pp
A buffet-style tasting of our Seasonal Banquet Menu.

Street Food Soirée – $75pp
Savoury street food selections delivered fresh to your table.

The Relaxed Event – $65pp
Sample seasonal canapés and chef’s selection pizzas.

Each tasting includes a welcome drink (beer, wine or soft drink), with a cash bar available on the night.

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Pre-Confirmation Meeting (4–6 Months Out)

At this meeting, we’ll review:

• Your catering & beverage package choices

• All vendor names, contacts & bump-in times

• Guest numbers, including:

  • Adults (18+), Minors (13–17), Children (2–12), and yourselves

• Any additional hire items or requests

Need help getting started? Visit our Trusted Vendors page for recommendations and availability.

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Final Meeting (1 Month Out)

We’ll confirm:

• Final menu selections & dietary needs

• All vendor details (bump-in/out times, special instructions)

• Guest numbers & final seating chart (with dietaries clearly marked)

• Any additional setup instructions

Following this meeting, no further changes can be made.
Your final invoice will be issued.

 

Your Wedding Day

We coordinate vendors on the day, but you are responsible for sharing setup times and access instructions with them in advance.

• Vendor bump-in: From 10:00am (please advise estimated arrival times)

• Vendor pack-down: 9:00am the following morning

• All items must be collected or they will be disposed of after 7 days

Please ensure:

• Name tags and seating chart are in order and delivered to us beforehand

• Your on-the-day coordinator cannot assist with floristry, so please assign someone else if needed

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Accommodation & Bridal Boudoirs

If you're staying onsite or using a Bridal Boudoir, you’ll receive access info directly from our Accommodation team.

• Check-in: 2:00pm | Check-out: 10:00am

• Boudoirs: Access from 9:00am–4:00pm only

  All items must be removed from boudoirs by 4:00pm unless arranged otherwise

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Bond Returns

Any items left onsite will be disposed of after 7 days unless prior arrangements have been made.

Your bond refund (less any outstanding costs) will be processed within 21 days of your wedding.

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Reception Inclusions

Included in your package:

• Marri wood tables (based on guest numbers)

• Wine barrels (for relaxed weddings)

• Silver metal chairs

• White linen napkins

• Crockery, cutlery, and glassware

• Lectern, fairy lights, festoon lighting

• Cake knife

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 Music & DJs

Due to noise restrictions, all live entertainment providers must comply with:

• Noise under 85 decibels

• No bass amplification

All DJs must be chosen from our preferred vendor list. Live bands must be pre-approved in writing. Please contact our team before booking any entertainment to avoid disappointment.

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Photography Release

If you're happy for us to feature your wedding on our social platforms, we’ll provide an optional Photo Release Form. Please check with your photographer regarding their image release policies before signing.

 

Confetti & Candles

• ❌ No confetti, rice, or biodegradable confetti

• ✅ Only natural items (e.g. rose petals, dried flowers) allowed

• ✅ Real candles permitted if no total fire ban is in place

• 🔒 Candles must be enclosed to avoid wax damaging furniture or linen

 

Public Liability

If you are using a preferred vendor, we already have their insurance on file.

Using someone else? Please send us their public liability certificate prior to your wedding.

\Tables & Floor Plans

Your coordinator will help you design a custom seating layout and floor plan, based on:

• Final guest numbers

• Venue size and layout

• Chosen catering package

Layouts are finalised during your pre-confirmation and final meetings.