The Flower Barn at Shawnee Stems common questions

What type of events can I have at the venue?

The Flower Barn is able to accommodate a wide variety of events from Wedding ceremonies and receptions on the weekends to business meetings and luncheons during the week.  Family reunions or fundraisers are welcome also!

Are there 2 buildings?

We have our main reception barn and then we have our ceremony pavilion. Each can be used for as you see fit for your event. Ceremony pavilion can also be used as a beautiful cocktail hour location for ceremonies held off site.

How many people does the venue hold?

Our standard package accommodates up to 250 attendees. The barn is able to hold more people, 350-400, for larger events depending on seating type and dance floor etc 

Note: extra rental of tables and chairs if attendance is over 250. 

If the event is a wedding ceremony and reception over 250 attendees, an event coordinator is required.

How many people does the ceremony pavilion hold?

The pavilion holds approx 200-250 people seated depending on if side doors are open or shut. 

Approx 220 seated inside plus the bride, groom, and bridal party/groomsmen standing with the side doors shut.

What are my rain plan options?

Rain? No problem. Our pavilion is a beautiful option as a built in rain plan. The side doors on the pavilion  can remain closed to keep weather out. Your worst case scenario is you are getting married inside a beautiful, timeless timber frame barn! 

Can I hold my rehearsal dinner there?
The rental is yours Friday til Sunday. If you wish to hold your rehearsal dinner here you are welcome to! We will not rearrange your tables if you wish for a different layout for a rehearsal dinner or next day breakfast though. Events must be over and cleared out by 1 am each night for wedding events

Can I get married in the wildflowers?

Yes you absolutely can! You can utilize any area of the property for your wedding as you see fit with prior approval. Ceremony location decision will need to be made a week in advance so we can plan to have the area prepped and ready for seating and your guests.

Please note a moving and set up fee is charged for setting up chairs or tables in any location other than the barn and pavilion.

When do your flowers bloom?

We have seasonal wildflower fields that bloom readily starting April through September-ish, weather depending. We also have rows of U-pick flowers available as well.

Shawnee Stems has about 1,000 peonies that bloom at the very end of April-beginning of May.

We have specialty daffodils March and April.

Sunflower fields are usually July and August. With some smaller u-pick rows available end of June through September.

Zinnias are usually end of June through August.

It all depends on the weather and what type of year we are having.

How long is the rental for?

Our standard weekend package for weddings and reception is Friday at 7am til Sunday at 2pm but can be flexible.

During the week for luncheons or business meetings, call to discuss pricing and details. Start and end times can be semi flexible as we only do one event per weekend. For example we can adjust to a rental time to include Saturday Sunday Monday for religious or if a date is special to you. It is still the same rental cost 

How late can my event go?

Friday and Saturday nights, the event must be over and all attendees gone by 1am

During other week days the event must be over by 11pm.

How do I reserve a date?

2027/28 bookings require a $1500 non refundable retainer and contract signing. This goes towards your rental fee.

What if I want to pay in full?

We offer a 5% discount if the rental cost is paid with in 30 days of contract signing.

Is event insurance required?
Yes, event insurance is required. The requirements are at least $1,000,000 in liability and host liquor liability if providing alcohol. We offer 2 companies with links to make in convenient and easy. All days of the rental must be included in your event insurance. The price ranges from $100 to $270. 

The cabin located on the same property and coverage needs to include that as well.

Any golf carts/side by sides need to be covered (homeowners or save harmless agreement needs signed,) as well as, animals or special activities. 

Golf carts require a moto vehicle policy through your homeowners or special policy or an insurance policy providing coverage from the company you are renting it from, if you are renting.

Do you require cancellation insurance?
No, but it is highly recommended

Are there any other costs?

Other cost required by The Flower Barn is event insurance and a $500 refundable damage deposit due 30 days ahead of your event. This is in addition to the rental fee. If no damages, it will be returned to you within 14 days from the end of your event. Any larger damages, then your event insurance can be used.

You, the renter, than chooses your vendors to service the event.  We do not provide staff or include vendors. We do have an open vendor policy. This way you can choose who is a good fit for you and your plans. We do provide a vendor list to help you find vendors to service your event.

Do you offer any add-ons?

Yes, you can add extra rental nights at the cabin or extra days to your event rental time. We offer a u-pick option for your wedding decor or has a bridal shower event with your bridesmaids or family ahead of your event. 

2027- Tablecloth package can be added on for $350

Is there heating and air conditioning?

Yes, the barn is heated and cooled with actual heating and air equipment. If the roll up doors and panoramic doors are open, please do not run heat/AC full blast to conserve energy and keep condensation from forming on the duct work when it's hot and muggy outside. Obviously it depends on weather if doors can be open or not!

Do you provide tables and chairs?

Yes, seating up to 250 for both the reception and ceremony are provided. We have a total of 500 chairs, 250 folding and 250 chiavari.

Note: Over 250 attendees, extra rentals are required.

Do you set up the tables and chairs?

Yes, we will set up your reception tables and chairs and ceremony chairs for you. We will also take them down at the conclusion of your event.

Do you have tables for food, cake, gifts, etc?

Yes, we will provide 6- (8ft) rectangle tables, 5-(6ft) rectangle tables, 2-(4ft) round and 3 (4ft) rectangle tables and (5) cocktail tables.

We have 34-5ft rounds for reception seating

Our 

What about tablecloths?

For $350 we will provide white only for our 5ft rounds and all other tables. 

We also have black option ONLY for rectangle, cocktail, and 4ft rounds 

Or, $10 per tablecloth if using  10 or less. 

Will you be there during my event?
If you do not have a coordinator or planner Sally will be available to make sure the person appointed in charge knows where everything is. We are available to set up your tables and chairs and answer questions, how to open doors, where things are etc. Sally might pop in to make sure everything is going smoothly and check in but I will not be there for the total duration of your event. She will be available by phone or txt should an issue arise. We live on property, away from the venue, so we are still nearby should you need anything!

Do you have attendants to take out the trash or for clean up of spills?

At this time, we do not. We will provide trash receptacles and trash bags. There is a dumpster located in the parking lot for waste to go in. If you need attendants we will provide for an hourly fee of $35 per attendant per hour.

Do I need to clean the venue after my event?

What you bring in you must bring out at the conclusion of your rental time, unless other arrangements have been made. Any excessive messes or trash will need to be cleaned up and disposed of. Caterers prep kitchen will need to be removed of any food or organic contents at the conclusion of the rental. We will do the deep cleaning and tear down of our tables and chairs.

Do you provide toilet paper or clean up supplies?

Yes, we will make sure your event is stocked with toilet paper, paper towels, trash bags, clean up supplies for spills, etc.

Is there a parking lot?

Yes, a parking lot located right in front of the building that will hold approx. 150cars. Depending on how your group parks.

Extra parking during the dry time of year can overflow in the grass on the uphill side of the parking lot.

Are there parking lot lights?

The barn will have outdoor lighting and a floodlight pointing to the parking lot. 

Are there bathrooms?

Yes, a men's and a women's restroom is located inside the barn. Both restrooms are ADA compliment. A baby changing station is in the women's restroom.

Is there a space for the bride to get ready?

Yes! We have a bridal get ready room in the downstairs portion of our barn. Complete with a powder room, vanity station for the bride and bridesmaids, mini fridge, seating, and outside access.

Where can the groom get ready?

A 2-nights stay in our rental cabin is included with the weekend rental. The cabin can be used as a grooms get ready area. It is separate and private and still located on property.

Is the cabin included in the rental?

Our standard weekend rental includes our cabin, located on property for both Friday and Saturday night. The cabin sleeps up to 8 people. It is private and secluded, 2 bedroom 1 bath. The bathroom has a double vanity and rain shower. Wifi, smart TVs, fully stocked kitchen, outdoor fire pit, and outdoor seating. Extra nights can be added for $250 per night.

Can I rent the venue for extra days for my weekend event?

Yes, an extra days rental time is $1000. This includes an extra night at the cabin. Please make sure your event insurance covers the extra day(s).

Can I bring my dog? Horse and cart? What about a shot donkey?

Yes, yes, and yes. Provided you fill out the animal authorization form and get the O.K. from the owner. All vaccinations will be required and a handler for the animal during the entirety of the event is required. Event insurance must cover specialty vendors.

What about fireworks?

Yes! We allow day and nighttime fireworks. As long as a licensed pyrotechnics company or fire department sets them off for you, preferably not past 9:30-10pm. Location for set off must be approved by the owner.

What is NOT allowed at The Flower Barn?

No Vulger, nude, racist decorations. 

No glitter bombs or decorations with excessive glitter.

No chocolate fountains.

No open flames

No nails or permanent decorations 

No swimming in the ponds.

No illegal drugs or activities 

Can we have alcohol?

Yes! You are welcome to provide your own beer and wine as long as you are not charging money for it. 

If you are having hard alcohol, liquor, spirits, mixed drinks you will need a licensed bartender with their Bassett and insurance to mix, pour, and serve those drinks. A class F is required for cash bar service as required by Illinois law.

You can also hire a bartender to serve your beer and wine if you so desire.

Can we use the bar?

Yes! You are welcome to use the bar in the venue as you see fit. Your bartender vendor is welcome to use it as well.

We have an ice machine in the kitchen, ice storage, mini fridge, and sink at the bar.

Do you have vendor restrictions?

No, we have no vendor restrictions at this time. All vendors must sign the waiver of liability/save harmless agreement that we provide for you.

Can we leave a car overnight if we need to?

Absolutely, there is no need for anyone to drink and drive. Or, if the need arises to leave a vehicle you can let the owner know. If the car is left for a couple days it will be subject to towing.

Can we use a shuttle service?

Yes, if you want to coordinate and use a shuttle service that is up to you.

What is available for us or our caterer to use in the kitchen?

The kitchen will have an ice machine, a double commercial refrigerator, a food warmer, triple sink for dish washing, hand sink and counter space. We will have some basic serving utensils and an extra cake slicing set if needed. The kitchen also has its own door for outdoor access to bring food in and out as well a door into the reception area.

Can I use whatever photographer/caterer/florist/DJ I want?

Absolutely! You are free to choose your vendors! If you need recommendations, I can provide some for you! All of my Flower Barn couples receive a vendor list. Any and all vendors including officiant, hair and makeup, DJ, bartender, caterer, rental drop off, will need to sign a save harmless agreement to be on property.

Can we have a bounce house, beer wagon, balloon lady, petting zoo?

Just run any special activities or specialty vendors past the owner. There isn't much we will say no to. As long as your event insurance covers it. Again, any vendors will be required to sign a save harmless agreement. 

What if I need to cancel my event?

2027/28 If the event is cancelled 9 months or more ahead of event,we will return to you what you have paid towards the event MINUS your $1500 retainer.

If cancelled 9 months or less from event then no refund will be given on any amount paid towards the rental.

The date is still yours to have an event so long as you have paid your rental amount in full 30 days prior to your event and paid your damage deposit. Events such as a family reunion, a "Dodged a Bullet" party, whatever you want. 

If the owner or venue has to cancel for any reason such as a tornado or fire, then 100% of your money will be returned.

2027- The cancellation cutoff is 9 months and the retainer is $1500 non refundable.

Any other questions? Please feel free to reach out!