← Auberlin Estate

The Roadmap

Twelve months,
on a single page.

Eleanor has run this checklist thirty times a year for seven years. Couples don't want surprises in month nine. Below is the rhythm.

Planning Timeline

  1. Phase 01

    12 months out

    Lock the date

    • ·Site visit booked (Tue–Thu, 10am–4pm)
    • ·Tier selected · 25% deposit · contract signed
    • ·Eleanor's team assigned · introductions sent
    • ·Save-the-dates approved (your designer, our list-cap policy)

  2. Phase 02

    9 months out

    Caterer + lodging

    • ·Caterer chosen from four exclusive partners
    • ·Tasting scheduled at the partner's kitchen (we attend)
    • ·Lodging block confirmed (estate cottages OR partner hotel)
    • ·Rehearsal-dinner scope locked

  3. Phase 03

    6 months out

    Vendor stack

    • ·Florist · photographer · music (band or DJ) booked
    • ·If outside vendors: load-in walkthrough scheduled
    • ·Liability insurance proofs collected ($1M each)
    • ·Marriage license research (Dutchess County)

  4. Phase 04

    4 months out

    Design + invites

    • ·Floor plan v1 issued (we draw, you mark up)
    • ·Invitations mailed (your designer + printer)
    • ·Welcome-bag scope · estate-shop credits available
    • ·Special-needs accommodations submitted (30-day ADA notice)

  5. Phase 05

    2 months out

    Confirms + balance

    • ·Final guest count due 60 days out (changes ±5% allowed)
    • ·Balance invoice sent · 60-day pay window
    • ·Music cut-list approved (we file curfew compliance)
    • ·Day-of timeline draft circulated to all vendors

  6. Phase 06

    30 days

    Final pass

    • ·Floor plan v2 (final) signed off
    • ·Caterer menu printed · BEO locked
    • ·Rain plan reviewed (Garden Terrace pivots indoors at 2pm event-day)
    • ·Vendor manifest distributed

  7. Phase 07

    1 week

    Last details

    • ·Welcome bags delivered to estate (we set in cottages)
    • ·Officiant introductions made if not yet
    • ·Rehearsal time confirmed (Friday 5pm typical)
    • ·Personal items dropped off Thursday afternoon

  8. Phase 08

    Event day

    Eleanor's team takes the wheel

    • ·On-site coordinator on property 7am
    • ·Vendor load-in 9am–2pm via north service hall
    • ·Garden Terrace rain-plan call: 2pm, final
    • ·Ceremony · cocktail hour · reception · clear

Vendor Policy & House Rules

What we'll never bend on, and why.

Outside vendors

Welcome with $400 outside-vendor fee. Caterers must be from our exclusive four (no exception — fire / health code reasons). Florists, photographers, music: yours, vetted by us, COI required.

Music & sound

Outdoor music ends 10pm sharp per Rhinebeck township ordinance §4.3. Indoor music continues to midnight. Band or DJ must coordinate with our 4-zone overhead system.

Alcohol

Bar service via the licensed caterer only — ours, never yours. NY SLA requires it. House sommelier consults on pairings. Open bar, cash bar, or hybrid; you choose.

Children & pets

Children welcome (we have a quiet room with cribs). Service animals welcome on all surfaces. Other pets in the ceremony only with 60-day notice + handler on duty.

Smoking

Designated zone behind the carriage house. No smoking in any historic structure or within 25 ft of an entrance.

Photography

Drones permitted with FAA Part 107 pilot only. No flash inside the Greatroom during ceremony (paneling preservation). Otherwise, freely.

Ready to map your twelve months? Schedule a site visit, walk the property, meet Eleanor, and leave with a draft timeline.

Schedule a Site Visit