FAQs
Everything you need to know when planning your day with Heritage Venues – from booking through to bar tabs.
Frequently asked questions
Your questions, answered
We’ve pulled together the questions we’re asked most often – covering viewings, booking, the venue itself, food and drink, and what to expect on the day. If you can’t find what you’re looking for here, we’re always on hand to help.
Viewings & booking
Getting started
- What is needed to secure my booking?
A £500 payment towards the venue hire fee, together with your signed booking form and both sets of Terms & Conditions.
- What’s the full payment schedule?
The remaining venue hire is paid in phases, with catering costs following a separate schedule closer to your date.
On booking: £500 deposit. Three months later: 50% of venue hire, minus the deposit. Thirteen months before: the remaining 50% of venue hire. Six months before: the minimum catering spend (£5,000 or £6,600 inc VAT). One month before: the unpaid balance of the total cost.
Phased venue hire payments don’t apply to bookings made within 12 months of the event date, in which case full venue hire is due to secure your date. Full terms are set out in the LML and HVL Terms & Conditions.
- What happens after I’ve booked?
One of our dedicated team will introduce themselves and share planning resources including a table planand dietary requirement spreadsheet, supplier chart and planning timeline.
You’ll be invited to a complimentary tasting evening within 12 months of your date, and a member of our Wedding Planning Team will be in touch at six months to arrange your planning meeting, held 8–10 weeks before your wedding.
- Do you hold Showcase events?
Yes – keep an eye out for Showcase events throughout the year, when you’re invited back to view thevenue with loved ones and meet a selection of our recommended suppliers.
These are advertised on our website and social media, with tickets booked via Ticket Tailor.
- Can I cancel, and what’s your policy?
Yes – you can cancel at any time. If you cancel within 14 days of booking (and your wedding is more than 3 months away), you’ll receive a full refund.
Outside that window, how much of your venue hire fee is refundable depends on when you cancel, on a sliding scale that gets more favourable the further out you are from your wedding date.
Full details, including exact figures and how cancellation costs are calculated, are set out in the LML and HVL Terms & Conditions, which we’re happy to send over before you book – otherwise they’ll be included when you confirm, with plenty of time to review before signing.
- Can we visit at any time?
Client privacy means viewings aren’t possible every hour of the day, so please call 01628 90 60 40 or email info@heritagevenues.com to arrange your visit. Weekdays 9am–5pm, and Saturday mornings while a wedding is being set up, tend to work best – the same applies if you’d like to bring suppliers, friends or family along.
- What happens at a viewing?
Our experienced Viewing Team will show you around the whole venue, tailoring the visit to your wedding date and vision for the day.
Please allow 45 minutes – after which you’re welcome to look around unaccompanied and start shaping your ideas.
- What if I’m planning my wedding from abroad?
We offer Zoom tours for couples who can’t visit in person, including full virtual planning meetings.
It’s worth thinking about who might attend your menu tasting evening in your place – just remember they’ll owe you one!
- Can I hold a date?
Once you’ve viewed the venue and decided to book, we’ll hold your date for up to three days so you can review the Terms & Conditions and arrange payment – giving you time to check availability with your local church or registrar too.
On-site ceremony
Your ceremony
- What do we use for seating for an outdoor ceremony?
You’re welcome to hire your own seating, or we can supply brown wooden folding chairs for an additional charge – full details are in our Event Management & Catering price list.
- What happens if it rains?
If an outdoor ceremony needs to move indoors, we’ll set up in the Small Barn.
Please make the call as far in advance as possible so our team – and any outdoor suppliers such as florists or musicians – can adjust in good time.
- Can we come in to dress the venue ourselves?
Yes, though any decoration involving high ladder work – lighting, bunting from the rafters and so on – needs a supplier with their own ladders.
See our Supplier Information sheet for what we’ll need in advance if they’re not already on our approved list
- Can we come in the day before to set up?
We can’t guarantee it, as the venue is often booked, so please plan for same-day set-up as standard.
If the day before is confirmed free seven days out, we’re happy for you to use it – this is best discussed with your Wedding Planning contact. Alternatively, we’re happy to provide extra staff to set up personal touches for each table – including table numbers, name places and favours – for an additional charge.
See our Event Management & Catering price list for full details.
- When must we vacate?
Last orders are at 11.30pm on a standard licence, with all guests gone by midnight (30 minutes later with a bar extension).
We’d really appreciate help keeping things calm and quiet as guests leave, out of consideration for the venue’s neighbours – it’s worth asking someone in the party (often the newlyweds’ parents) to help encourage guests to leave.
In extreme cases of undue delay, we may need to charge extra staff time accordingly.
- When must belongings be collected the next day?
Everything – including cars – must be collected between 8am and 10am the following morning (Bank Holidays may vary by arrangement), as another event is often booked in straight after.
Please ask suppliers of lighting rigs or other set-ups that will take time to clear to liaise with us well in advance, so we can agree set-up and take-down times – often overnight or very early morning – around our cleaning schedule and the following day’s set-up
- Where is licensed for a ceremony on-site?
Three licensed indoor spaces – the Small Barn, Great Barn and Engine House – plus outdoor options including the Cloister Garden, Manor House Walled Garden and Manor House Courtyard.
Your guest numbers and time of year will help determine the best fit.
- Who books the Registrar?
This is something to arrange directly, and as early as possible – the Royal Borough of Windsor & Maidenhead have a dedicated ceremony booking page online.
Lillibrooke Manor is a registered and approved venue.
If you’d prefer a Celebrant, you’ll find contact details on Heritage Venues’ approved suppliers list – you book directly with them.
- Where and when do we meet the Registrar?
Whoever is getting ready in the Cottage Room meets the Registrar there first, 20 minutes before the ceremony.
The other partner, getting ready in the Tack Barn, meets the Registrar there afterwards, 10 minutes before the ceremony.
- What is the civil ceremony fee?
Once your Registrar or Celebrant is booked, let us know and we’ll add the civil ceremony fee to your quote.
This covers setting up the ceremony area with chairs, tables, linen, use of the speaker system and cleaning afterwards.
About the venue
Lillibrooke Manor
- What’s included in the venue hire fee?
Hire of Lillibrooke Manor for your day, from 8am to a standard end time of midnight – this excludes accommodation areas, which are booked separately, including the Manor House, The Loft and The Old Piggery.
Your exclusive hire period begins a minimum of 60 minutes before your ceremony. Before that, the morning may still involve venue show rounds, Manor House guest check-out, or collections from the previous day’s wedding.
The fee also covers projector screens, basic lighting, heating and furniture – including wooden round and trestle tables, and Cross-Back and Chiavari banqueting chairs – plus cloakroom facilities.
The grounds and gardens are maintained around event days to look their best, and lighting throughout the venue includes permanent exterior festoon lighting, fairy lights and down lighters in the Small Barn, fairylight curtains in the Engine House, and candle chandeliers with colour-changeable ‘wash’ lighting to the roof apex in the Great Barn.
- What isn’t included in the venue hire fee?
Lillibrooke Manor doesn’t provide services directly – venue viewing, wedding planning, event management, catering and the kitchen team are all delivered by Heritage Venues, covered by our published cost-per-head pricing (note that the civil ceremony fee, where applicable, is charged by Heritage Venues on your catering invoice).
If you’d like additional outdoor garden furniture for grassed areas – tables, chairs and parasols – this can now be hired directly from Heritage Venues – just ask your Wedding Planning contact for pricing.
- What photographic locations are available?
Lillibrooke’s 15 acres of grounds and listed buildings offer plenty of beautiful backdrops.
Heritage Venues’ approved photographers know every corner – if you’re using your own, they’re welcome to visit beforehand by appointment to get familiar with the space.
Capacities & facilities
Numbers & practicalities
- What about toilets and baby changing?
There’s one toilet in the Small Barn and seven in the Great Barn (including a disabled toilet with baby changing), plus two unisex toilets by the Manor House Gardens, both with disabled access and one with baby changing.
- Facilities for children and babies?
There are two disabled toilets with fold-down changing tables and nappy bins.
High chairs are also available – just note their position on your table plan – and, with the couple’s permission, the Tack Barn can be used as a quiet space for feeding, while the Engine House is a great spot for children’s activities.
- Facilities for guests with disabilities?
Ramps are available around the venue, along with a disabled toilet in the Great Barn and parking close to the entrance.
No blue badge is required – just let your event manager know in advance so the team can help.
- What AV equipment is available?
A Bose audio system in the Small Barn with Bluetooth connection for ceremony and background music, and a full Bose system in the Great Barn with speakers, handheld mics, a 6m projector screen and laptop.
Portable microphones and speakers are also available for outdoor ceremonies, for vows and readings.
Our strong preference is to use a memory stick on our own laptop for photos or videos – Apple Mac equipment can be trickier to connect, so please book a trial run in advance if you need to use it.
A sound limiter of 92dB applies, and AV is provided free of charge for speeches and background music.
- When can the band or DJ set up?
Either before the meal or just after – bear in mind that bands will also need time for a sound check.
- Is outside music allowed?
Ceremony and background music can be played outside until 6.30pm, including live musicians – who’ll need their own portable AV and to work within Lillibrooke’s music licence limits.
- Is smoking permitted?
There’s a strict no-smoking policy inside any barn or building.
Designated outdoor smoking areas are marked with upturned flower pots and sand containers, which double as ashtrays.
- Can we bring dogs?
We’re pet friendly – dogs are welcome to walk the grounds (with water provided), and can join you in the Small Barn for your ceremony.
They’re generally not permitted inside the Great Barn where food is served, with the exception of guide dogs.
- How many guests can we seat for the ceremony?
Seating capacity for an on-site ceremony is 170 in the Great Barn, 130 in the Small Barn, up to 170 in the Cloister Courtyard, 60 in the Engine House, and 130 in the Manor House Garden.
If the Small Barn is used as a wet-weather option, its maximum capacity is 130 seated.
For larger outdoor ceremonies, a marquee in the courtyard works well as a wet-weather back-up.
- How many guests can be seated for a sit-down meal?
At round tables, the Great Barn seats up to 170, the Small Barn up to 80, and the Engine House up to 50.
The Great Barn can alternatively seat up to 144 at long banquet-style tables.
- Can we invite more guests for the evening?
Of course – it’s very common to have different day and evening numbers.
Let us know a rough figure in advance so we can plan quotes and staffing.
Confirmed numbers are due a minimum of one month before your wedding, and the Great Barn’s evening capacity is 250 standing.
- How many car parking spaces are there?
The main car park holds 30 cars, with further spaces by the Great Barn and coach parking where needed.
Overflow parking is available in the paddock, with several hundred cars accommodated on site during busy
summer months.Cars can stay overnight but must be collected between 8am and 10am the following day.
- Is there heating?
Yes – both barns, plus the Engine House, Tack Barn and Cottage Room, are fully heated.
On-site accommodation
Staying over
- Is there accommodation on-site?
Yes – the Manor House was fully refurbished in 2021 and offers six luxurious en-suite double suites, booked in one name via Hestian Stays, with standard access from 3.30pm and check-out at 10.30am.
It’s booked in its entirety for wedding couples – individual rooms can’t be booked separately.
- Can we book The Loft or The Old Piggery on their own?
These additional suites are only available as part of an overall Manor House booking – they can’t be booked on their own, and they’re separate from venue hire.
If you book the Manor House, The Loft comes complimentary as part of that booking (just flag via Hestian Stays that it’ll be in use so it can be prepared for you), while The Old Piggery carries an extra charge on top.
- Do we get exclusive use of the Manor House?
Yes, once booked as your overnight accommodation, with access from 3.30pm.
- Is there a space to get ready?
Yes – there are two preparation rooms on site, The Tack Barn and The Cottage Room, both beautifully designed for your every wedding morning need.
Available from 8am, each has a kitchenette, en-suite, large mirrors and comfy seating, in a picturesque, Instagram-worthy setting.
If you’re arriving early, an arrival hamper can also be arranged for an additional cost.
Suppliers & decorations
Dressing your day
- Chinese lanterns?
Unfortunately not, as they’re not safe for the environment.
- Candles inside the barns?
Naked flames aren’t permitted, but tea lights or candles in covered containers – approved during your planning – are fine, as are digital candles, which look just as good.
- Fire pits?
Small fire pits are allowed outside, at least 3m from the Great Barn – we understand these are sometimes needed as part of a religious ceremony.
They can’t be used inside the buildings for fire safety reasons, and a protective base is required to avoid scorch marks on the grass.
It’s best to discuss your plans with us well in advance, as we may need to withdraw approval in very dry or windy conditions.
- Can we use drone photography?
Lillibrooke sits in a no-fly zone due to nearby White Waltham aerodrome, so any drone use needs a qualified pilot with written approval from the aerodrome (a small application fee applies).
Amateur drones aren’t permitted, and flights are always weather-dependent.
- Do you allow confetti?
We love a confetti toss – natural, biodegradable confetti only, to keep the grounds looking their best.
Ask about our partnership with Shropshire Petals for a discount on your order.
- Glitter, confetti cannons, smoke or haze machines?
These aren’t permitted – glitter is very difficult to fully clear between events, confetti cannons and haze machines can trigger the fire alarm system, and none are compatible with keeping the venue ready for the next celebration.
- Bouncy castles or inflatables?
Yes – the gardens are a great spot, subject to a Risk Assessment & Method Statement (RAMS) from the provider.
- Do we have to use your recommended suppliers?
Not at all – though our recommended list has been chosen for proven professionalism, reliability and pre approved insurance and H&S documentation.
If you’d like to bring your own suppliers, they’ll need to submit documentation in advance – see our Supplier Information sheet.
- What if we’re planning something out of the ordinary?
We love individual touches, so if you’re considering something unusual – animals as ring bearers, a fun fair, arrival by helicopter – please talk to us before confirming a booking with a supplier, so we can check what’s possible.
- Fireworks and sparklers?
Fireworks aren’t permitted.
Sparklers are allowed under controlled conditions for immediate family and the bridal party only, handed to our team on the morning for the event manager to distribute at the right moment.
- Smoke flares?
Yes, with a few safety guidelines – not in high winds, and only in open, non-flammable areas.
Non-toxic, biodegradable options are recommended, and use may be reviewed depending on conditions on the day.
Food
Your wedding breakfast
- Are catering prices fixed at the time of booking?
Prices are reviewed annually each November and are subject to market rates, but are guaranteed to be held at the current published rate from six months before your wedding date.
- Do you offer a menu tasting?
Yes – a complimentary group tasting evening is included as part of your booking, usually with around 35 couples, giving you a feel for the Great Barn from a guest’s perspective and a chance to sample our drinks packages too.
Private tastings aren’t available, and if you’ve booked at short notice (within a year) or moved your date, a tasting event may not be available in time – though we’ll always try our best to arrange one.
- Can we design our own menu?
Our menus are carefully curated by our Head Chef with a wide range of dietary needs in mind, so highly bespoke menus aren’t generally available – though small adjustments can often be accommodated.
- How many dishes do we choose for our guests?
One meat and one vegetarian option is the most efficient way to cater for larger numbers.
Guests’ dietary requirements and allergies should be confirmed on the table plan template we provide, no later than one month in advance.
Offering guests a choice of two mains (or a choice between meat and vegetarian, outside of dietary needs) carries an extra charge to cover the additional staff and preparation time, and can affect service speed – so it’s not something we’d generally recommend, but do ask us for pricing if you’d like it.
- Do you have food options for children?
Yes – a children’s menu is available, or a half portion of the adult menu at half price. As with adult guests, please advise us of any dietary requirements or allergies in advance.
- What time is evening food served?
Usually no later than 9.30pm, depending on your itinerary and bar timings, so guests have the chance to eat without feeling rushed.
- Can we bring in external food or drink suppliers?
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- What’s the cut-off for changes to be made?
Guest numbers and menu choices are needed one month before your wedding, with only minor changes possible within 14 days.
Please note that no refund can be given for reduced guest numbers within the final month.
- Can we just hire the venue and bring our own caterer?
Heritage Venues is Lillibrooke Manor’s exclusive catering and event management partner, so dry hire isn’t generally available – our own kitchens and chefs cover your food and drink from start to finish.
The only exception is a specific cultural catering requirement we’re unable to provide ourselves, which we’d be happy to discuss.
- How does wedding catering work?
Catering is run as banqueting rather than a restaurant-style menu, so you’ll choose one meat/fish starter and main, plus a vegetarian starter and main, for your guests in advance.
- What else is included in the price per head?
White table linen, crockery, cutlery and glassware, use of the projector, screen, mics and audio system, a fully stocked bar, cake table and knife, and full staffing – alongside the ongoing support of our Wedding Planning Team throughout.
- Do we pay separately for staff?
No – your catering price includes a dedicated Event Manager, waiting and bar staff, the full catering team and technical support, alongside our Wedding Planning Team from your first enquiry through to the day.
Drinks
At the bar
- Does the bar take cash and card?
We operate a card-only bar, accepting all major cards including Amex – it’s worth letting your guests know this in advance.
- What about guests who aren’t drinking?
A great range of soft drinks, including non-alcoholic prosecco, beer and lager, standard soft drinks and squashes, plus a selection of mocktails made to order.
- Can we supply our own alcohol?
All drinks for the reception and wedding breakfast must be supplied by Heritage Venues – though if there’s something specific we don’t stock, please speak to the planning team to discuss options.
- Can we bring our own wine or champagne and pay corkage?
We don’t offer corkage – all drinks for the reception and wedding breakfast are supplied by Heritage Venues.
If there’s a specific bottle you’d like that we don’t stock, let the planning team know and we’ll do our best to source it for the bar.
- Can we provide alcoholic favours?
Alcoholic favours aren’t permitted, to help ensure responsible drinking and avoid accidental access by children on the tables.
We’re happy to discuss a specialist toast drink as an alternative, alongside or instead of prosecco or champagne.
- What drinks are included in the minimum spend?
Yes – drinks for your reception and wedding breakfast count towards your minimum spend, alongside your food costs.
Our drinks packages can be tailored to your day, with the option to mix and match between packages or request something completely different.
There’s no separate minimum spend on the bar itself.
- Can we order additional bottles of wine or request specific drinks?
Yes – we stock a good range of wines and are always happy to source specialist requests where we can.
For very specific drinks, we may ask you to provide it to be sold at a discounted rate on the bar.
- Can we stock the bar ourselves?
This isn’t possible, as the bar operates under Lillibrooke’s licence and we’re obliged to control what’s provided and its source.
If there’s something specific you’d like that we don’t stock, let us know and we’ll do our best to source it in the quantity you specify – you’ll need to pay for any unused stock, which will be kept aside for your collection.
- Can we pre-pay a bar tab for our guests?
Yes, and certain drinks such as shots or spirits can be excluded if required.
Any increase on the night is settled by card at the end of the evening.
Practical information
Lost property, insurance & suppliers
- What happens to my belongings after my event?
Anything left behind is placed in the Engine House ready for collection the following morning – by you, friends, family or suppliers (cake or perishables go in the fridge in the service area).
All belongings are left at your own risk, so we’d recommend taking precious or high-value items with you on the night; we’re not responsible for anything lost during or after your event.
If you discover something’s missing, let us know right away to give the best chance of recovery before the next event – though it’s worth checking withyour own party first, since most ‘missing’ items turn out to have been collected by someone else.
Anything left on site is discarded one month after the event date.
- Do we need wedding insurance?
We strongly recommend including this within your budget, purchased when you book your venue.
We’d suggest a reputable, comprehensive policy that includes both Public and Personal Liability.
- Does Heritage Venues Ltd have its own insurance?
Yes – we’re a fully compliant business with all necessary insurances in place, and hold the highest food hygiene rating (5 stars).
- What do our suppliers need to know?
Suppliers should provide Heritage Venues with a copy of their Public Liability certificate, PAT test certificates for any powered electrical equipment, and a Risk Assessment & Method Statement (RAMS) – including an event-specific method statement covering things like working from height, electrical equipment, flammable liquids or inflatables, where relevant.
For higher-risk activities we may ask for a site visit beforehand to agree how they’ll operate on the day, and we reserve the right to refuse access if the right documentation hasn’t been received and approved in advance.
We aim to be a supportive, fair partner throughout, and won’t unreasonably withhold approvals or make unreasonable demands.
Please have documentation ready a minimum of one month before your wedding – if you’re ever unsure what applies, call us on 01628 906040 or email info@heritagevenues.com.
Full guidance is available in our Supplier Information download below
Useful Information for Suppliers
Everything a supplier needs to know – insurance, RAMS, setup times and sound limiter guidance.
Still have a question?
We’re always happy to help – get in touch and a member of the team will come back to you.