Choosing a wedding venue is a tough decision and one you shouldn’t make just by looks alone. We’re thrilled you might consider Esperanza Ranch for your special day, but we still encourage scheduling a walkthrough to meet the property and our team. Here are some crucial questions that’ll help you make the best choice, which we frequently hear from couples.
1. How Big are Your Tables? How Many Do you Have?
You have a firm idea of how many guests you’re inviting to your wedding, but now is the time to think about how they’ll interact. The size and number of available tables will help you define that experience.
At Esperanza Ranch, we have 60-inch round tables, eight-foot rectangle tables, 6-foot rectangle tables, and a single 4-foot table. Black or white linens are included for every table ( for inside use only) when you rent with us!
2. How Many Guests can you Accommodate?
We have a total of 250 garden chairs and 250 cross-back chairs. This combination of indoor and outdoor seating for your reception means we can accommodate up to 300 total guests.
3. How Long is your Rental Time?
Booking with us includes a 15-hour rental time. This means you have the ranch from 9am to midnight!
4. What Type of Send-Off Do You Allow?
We support multiple send-offs at our facility, including sparklers, flower petals, and bubbles. If you have a specific send-off in mind for your event or a list of alternatives, bring it to our attention, and we can help choose the best option for our venue.
5. What is the Weather Back-Up Plan?
Contingency plans are essential to plan well ahead of time. Oklahoma weather can turn on a dime, and Esperanza Ranch is prepared. If the weather does not allow your ceremony to be held outdoors, we can move everything inside! Moving the hosted event indoors due to weather is included within your rental price, which we’re happy to do during your event one time.
6. Do You Provide Outdoor Heaters?
For those winter weddings, or when the Oklahoma weather gets chilly any time of year, we have powerful outdoor heaters to keep the guest area nice and warm.
7. Can Alcohol be Served at Your Venue?
At Esperanza Ranch, we can accommodate a bar for your wedding reception; if you’re planning on serving drinks, Oklahoma state law that a bartender is present to serve the alcohol. You must hire the bartender, and they must present their license and insurance to our staff.
8. Can I Bring My Own Security? Is Security Required?
Because we require security for our wedding venue, we include it within your rental fee, for up to 200 guests. Our security personnel must stay on the property until the last person leaves for the night. While we to accommodate over 200 guests for our events, we do require an additional security guard. The added security will cost an extra $250.00, plus charges should they stay longer than the established rental times.
9. Do You Have Sound Equipment & Speakers?
Yes! One of the features of Esperanza Ranch is that the latest pro-audio equipment compliments our rustic barn and scenic vistas. Setting up your music for the dance floor is incredibly easy, as our house provided speakers are excellent for your own background music of choice.
10. Does Your Venue Require a Deposit?
Yes. If you would like to hold your date, a non-refundable deposit of $1,500 is due up-front at the time of your booking.
11. What Are Your Payment Terms?
At the time of your booking, we ask that you provide the initial information required for invoicing. Our team will send you a secure digital invoice to collect payment.
You may decide to pay in total upfront (with a 10% discount), or multiple payments. We’re flexible about the number of payments you prefer to make; however, you must pay the balance in full 90 days from the event date.
Terms will be determined at the time of your booking.
12. Can We Take Engagement Photos On-Site?
Yes! We encourage each of our couples who book with us to visit the property for engagement photographs. If it’s something you’re interested in, please contact us to schedule an appointment for you and your photographer to schedule the shoot!
13. Are We Able to Have the Wedding Rehearsal the Day Before the Event?
The day and time of your wedding rehearsal is something we determine together during your month-out meeting. You’re allowed a one-hour time slot for wedding rehearsals depending on availability.
14. What Are Your Decoration Restriction?
We are a specialty venue. Naturally, our hand-hewn barn and property come with some restrictions on rental decoration for your wedding and ceremony. We do not allow any lit candles on the mantle, and any other candles which are to be lit must be in glass and placed only on the tables.
Additionally, we also do not allow any painting or nailing into the barn.
15. What Is Your Cancellation Policy?
The initial $1,500 deposit is non-refundable. If you request your refund 90 days or more before the scheduled event, we will refund the payment except for that deposit. Should you need to cancel the event less than 90 days from the rental date, any funds paid toward the venue rental will be forfeited.
16. Are There Private Places for the Wedding Parties to Get Ready?
Of course! We have two separate locations so both parties can prepare for the ceremony and reception. Our Lounge is just west of the venue and north of the bathrooms—the Suite north of the venue, across from the pond.
17. What Is Your Vendor Policy? Can We Use Our Own?
While we don’t require any specific vendors, all vendors must be approved for your event. This process will be discussed and initiated during the month-out meeting. We do keep a list of preferred vendors that we’ve had prior success with who are familiar with Esperanza Ranch.
18. Do You Offer On-Site Wedding Coordination?
Someone from the Ranch will be on-site the day of your event to answer any questions and tend to any needs, and a venue representative on property. That said, we do not offer any on-site coordination as part of the rental. If you wish to have a wedding planner or day coordinator present, we’re happy to recommend a list of professionals who have experience with our property.
19. Do You Have Wedding Decorations Available?
We’re happy to provide a house inventory of decor at no additional fee. Previous parties have been gracious to donate existing decorations to be available for future couples. As this inventory is subject to change, please schedule a visit to stop by the property!
20. When Do I Set the Layout for the Wedding Event?
We understand that wedding planning is a process, so we hold a month-out meeting with our couples. We’ll discuss desired layouts during this time, establish a plan, overview the final guest count estimate and any finishing touches.
BONUS QUESTION: Where is Esperanza Ranch located at?
Esperanza Ranch is located at Luther, Oklahoma – just 15 minutes from Edmond, the home of the University of Central Oklahoma.
