Welcome to Highland Stables

We’re excited to have you as part of an upcoming wedding or event at Highland Stables!

Our goal is to make event days smooth for the couple, their vendors, and our venue team. Please review the information below before arriving on property.

If you have questions about venue access, setup, logistics, or Highland Stables policies, please contact our team before the wedding day.

Caterers
DJs + Entertainment
Florists + Decorators
Wedding Coordinators + Planners
Rental Companies
Photographers + Videographers
Something Unusual Planned?

Important Information

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Important Information

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Important Information

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Important Information

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Venue Location:

Highland Stables

1301 B Hunts Lane
Bowling Green, Kentucky

42103

Before the Wedding

Please make sure the couple has provided Highland Stables with:

  • Your business name

  • Primary contact name

  • Phone number

  • Email address

  • Approximate arrival time

  • Services you are providing

Vendor Arrival

Please arrive during the access time provided by the couple and their coordinator.

If you need:

  • Early access

  • Large deliveries

  • Trailer access

  • Rental deliveries

  • Special electrical access

  • Additional setup time: please arrange this with Highland Stables in advance.

License + Insurance

To help protect our couples, guests, vendors, and venue, all vendors providing services at Highland Stables must maintain the appropriate licenses, permits, certifications, and insurance required for the services they provide.

Vendor Requirements: All vendors providing services on the Venue’s premises must maintain all business licenses, permits, certifications, and insurance coverage required by applicable federal, state, and local laws.

All vendors are required to provide Highland Stables with a current Certificate of Insurance (COI) evidencing commercial general liability coverage prior to performing any services at the Venue. Highland Stables must be listed as an Additional Insured on the vendor’s policy for the applicable event and event date(s).

The Certificate of Insurance must be submitted and approved by Highland Stables prior to the vendor arriving on the property or performing services.

Additional insurance, licensing, permits, or certifications may be required based on the services being provided, including:

  • Food service

  • DJ/Entertainment service

  • Florists + Decorators

  • Alcohol service

  • Tent installation

  • Other specialty services

If you are unsure whether your business meets these requirements, please contact Highland Stables before the wedding day.

Alcohol + Substance Use Policy

Vendors and their employees, contractors, and assistants are not permitted to consume alcohol or be under the influence of alcohol, illegal drugs, or any substance that impairs their ability to safely and professionally perform their responsibilities while working at Highland Stables.

This includes consuming alcohol provided by the couple, guests, caterer, bartender, or any other source during the event.

All vendors and vendor team members are expected to remain professional, alert, and able to safely perform their responsibilities for the entire time they are working on Highland Stables property.

Any vendor or vendor team member who is consuming alcohol while working, appears impaired, or is otherwise unable to safely perform their responsibilities may be required to immediately stop providing services and/or leave the property.

This policy applies to all vendors, their employees, contractors, assistants, and other individuals working on their behalf.

Venue Guidelines

Please help us protect the venue by:

  • Leaving the space exactly how you found it

  • Keeping exits and walkways clear

  • Using approved methods for attaching décor- specified in the individual categories

  • Removing all vendor-owned items after the event

  • Communicating any special setup needs before wedding day

  • Please refrain from consuming alcohol or being under the influence while working

Do not assume the couple has received approval for unusual installations, equipment, décor, or setup requests. Please confirm with Highland Stables when necessary.

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Caterers

Catering Prep Area

Highland Stables has a catering prep area available for catering teams.

We have an industrial sized refrigerator and deep freezer.

NO ICE MACHINE

Please remember that this is a prep space, so caterers should plan to arrive with the equipment and supplies necessary to execute their service.

Caterers Are Responsible For

  • Food preparation and service

  • Catering equipment

  • Catering staff

  • Bussing associated with food service

  • Removing catering trash and supplies as required

  • Leaving the catering area clean

  • Removing all food and catering-owned items at the end of the event

Please communicate any unusual electrical, cooking, refrigeration, or equipment needs before wedding day.

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DJs + Entertainment

Please Plan For

Bring all necessary:

  • Speakers

  • Microphones

  • Stands

  • Cables

  • Extension cords

  • Power strips

  • DJ tables or equipment stands unless otherwise arranged

Before Wedding Day

Confirm with the couple or coordinator:

  • Ceremony music

  • Cocktail hour music

  • Reception introductions

  • First dances

  • Toasts

  • Special dances

  • Cake cutting

  • Last dance

  • End-of-night announcements

Please coordinate directly with the wedding coordinator regarding the event timeline.

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Wedding Coordinators + Planners

You are one of our most important partners on wedding day.

Please Coordinate With Us Regarding

  • Vendor arrival

  • Ceremony setup

  • Reception setup

  • Décor placement

  • Special installations

  • Timeline changes

  • Ceremony transitions

  • Reception transitions

  • Grand exit

  • Vendor departure

Highland Stables Venue Staff

Our venue team is responsible for the venue and venue-related operations.

The wedding coordinator remains responsible for managing the wedding timeline, wedding party, vendor communication, and event coordination unless otherwise specified in the couple’s package.

Please introduce yourself to the Highland Stables team when you arrive.

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Photographers + Videographers

We love seeing Highland Stables through your lens!

Please Know

Photographers and videographers should coordinate timing primarily with the couple and their wedding coordinator.

Please be respectful of:

  • Ceremony timing

  • Vendor setup areas

  • Staff work areas

  • Other weddings or activities occurring on the property

Before Exploring the Property

If you would like to use an area of the property outside of the main wedding spaces, please check with the Highland Stables team first.

Please do not move venue furniture, décor, or large items outdoors without asking.

Helpful Tip

If you have a specific portrait location or photography plan in mind, communicate that with the coordinator before wedding day so enough time can be included in the timeline.

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Florists + Decorators

Please note: You must provide your own ladder.

Approval Is Required For

Please contact Highland Stables in advance for installations involving:

  • Hanging décor

  • Ceiling installations

  • Large floral installations

  • Heavy structures

  • Specialty backdrops

  • Anything attached to venue walls, doors, beams, or permanent structures

Do not nail, screw, staple, or permanently attach décor to the venue.

Cleanup

Unless other arrangements have been approved, florists and decorators are responsible for removing their:

  • Florals

  • Structures

  • Containers

  • Boxes

  • Packaging

  • Tools

  • Rental décor

at the conclusion of the event.

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Rental Companies

Please Coordinate Deliveries in Advance

If your company is delivering:

  • Tables

  • Chairs

  • Linens

  • Lounge furniture

  • Tents

  • Specialty furniture

  • Staging

  • Bars

  • Large décor

  • Other rental equipment

please confirm delivery and pickup times before arriving.

We Need To Know

Please provide:

  • Rental company name

  • Contact person

  • Phone number

  • Delivery date

  • Delivery window

  • Pickup date

  • Pickup window

  • Items being delivered

Important

Rental companies should not leave equipment in unapproved areas.

Large trucks or trailers may require specific unloading instructions.

Please contact Highland Stables before delivery if you are unfamiliar with the property.

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Something Unusual Planned?

We love creative weddings.

If your couple is planning something outside of a typical wedding setup, please contact us in advance.

Examples include:

  • Large installations

  • Specialty entertainment

  • Animals

  • Food trucks

  • Confetti

  • Sparklers

  • Fire-related elements

  • Generators

  • Large electrical needs

  • Unusual rentals

  • Suspended décor

  • Specialty exits

It is always easier to answer these questions before wedding day.

Thank You !!!!

Our goal is simple:

We want you to be able to do your job well while helping the couple have an incredible wedding day.

Clear communication before the event makes everything easier.

Thank you for working with the Highland Stables team!

If you have questions or additional requests please reach out via email to info@highlandstablesbg.com

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