Wedding & Celebration Venues

Wedding & Celebration Venues Frequently Asked Questions

• What are the rental client’s responsibilities?

  1. All outdoor events must be tented, thus, the client must contact Required Vendors for tenting.

  2. Contracting with a caterer from our Required Vendors and securing bar and server staffing.

  3. Procuring supplies such as tables, chairs, place settings, glassware, linens, etc. from Required Vendors if not rented through HBMS

  4. Contracting other vendors, for example florists, photographers, musicians, etc., if not selected from HBMS’s list of Preferred Vendors require a certificate of insurance.

• How much is the deposit, when is it due, and is it refundable? What is the payment plan for the entire bill?

  Available dates are not guaranteed until payment is received. For weddings and receptions, a $2,000 deposit is required at time of booking, and remaining balances are due 30 days later. For ceremonies and small events, payments are due in full at time of booking. Please note that rental payments are non-refundable.

• Do you have required Caterers/Vendors?

  We offer a list of Required and Preferred Vendors to aide renters. All catering, tenting, and rentals must be selected from our list of Required Vendors.

• What about DJs, Florists, Photographers, Planners, etc?

  Our list of Preferred Vendors contains reputable companies that we work with and are familiar with our sites. If a service is needed that is not listed on the Preferred Vendor List then the renter may be allowed to go outside of the Preferred Vendor List with prior approval from the Site Rental Coordinator. Outside vendors must provide a certificate of liability insurance naming Historic Bethlehem Museum & Sites as an additional insure. This certificate must be provided to HBMS at least four weeks prior to your event. Event Planners are highly encouraged.

• Are there any additional fees?

  We offer a variety of items and packages available for an additional charge. Ask your event venues coordinator for more information.

• For large events, what is the timeline for set-up and tear-down?

  Set up for Wedding/Receptions: You are provided with 2-4 hours of set up time (depending on the venue). Wedding parties are encouraged to schedule between the hours of 9am and 5pm. Rental item delivery by vendors, set up, decorating, and wedding rehearsals may take place during this time frame. HBMS Staff does not set up the layout nor break down events. Renters are responsible for breakdown and removing all personal belongings from inside facilities (decorations, food, furniture, etc.). Rehearsal ceremonies are available at 4pm-5pm the day prior to the wedding subject to availability.

  *Renters are responsible for all delivery and pick-ups and must coordinate these in advance with HBMS staff.

  Day of Event: Set up and use of prep spaces (for bridal party and groomsmen only) may begin no earlier than 12pm and all personal belongings must be removed from said spaces at the closure of the event. Wedding and receptions last 5 hours, ending no later than 10pm. All food, catering, and bar service-related items must be removed from the facility at the conclusion of the function. Clean up is 1 hour following the event. All trash must be thrown out. Anything left behind will be disposed of. Within 48 hours of event, any items left behind will become the property of Historic Bethlehem Museums & Sites. Any items left behind that are a cost for HBMS to remove will result in a full loss of the renter’s security deposit.

• What is the timeline for hourly events?

  Hourly events are provided with same day set up and tear down. Hourly events are provided with 1 hour of event set up and 1 hour of tear down time.

• What if my event is outside and it rains?

  HBMS is not liable for any inclement weather. Should the situation arise, you are responsible for determining a backup rain plan (ex: tenting). Please determine your backup plan and confirm with our Event Venues Coordinator 90 days before the event date.

• Can I bring my own alcohol?

  Yes. Alcoholic beverages may be dropped off during the set-up schedule but cannot be moved to the designated bar area until 30 minutes prior to the start of the event. Please note, all alcohol must be served by a RAMP certified employee who is insured.

• Can I hire my own bartender?

  You may hire your own bartender outside of selected catering services. We require a copy of the bartender’s valid certification four weeks before the event. Shots are prohibited on HBMS property, failure to comply will void the security deposit.

• Can I and my guests smoke at the site?

  Smoking is prohibited in and near the buildings. A designated smoking area with sand buckets may be accepted, only with prior approval from the venue.

• What decorations are allowed?

  Placement of flowers or decoration and location of bar and food service must be arranged in advance. This includes items hung on the inside or outside of the structures located on the site. Only thumb tacks will be permitted. Any items “tossed” at the event (i.e. birdseed, flower petals, bubbles) must disintegrate immediately or be safe for wildlife and the environment.

• Are candles, fireworks, or sparkler send-offs allowed?

  Fireworks and candles are prohibited. All sparklers require written approval from HBMS and a fire permit from the city beforehand. Sparklers are only permitted outside at Burnside Plantation & Colonial Industrial Quarter, and must be away from all buildings. HBMS reserves the right to prohibit the use depending on weather or other conditions.

• Are dogs allowed?

  Family-friendly dogs are allowed on the property on-leash. Please bring pick-up bags to clean up after your pet. Dogs are not allowed inside the buildings.

• Are there public restrooms?

  Restrooms are available at all Historic Bethlehem event venues. Burnside Plantation’s restrooms can accommodate groups under 150. For groups larger than 150 including all guests, vendors, site personnel, facility trailers or portables are required at Burnside Plantation. Facility trailers and portables should be purchased through a required vendor.