FAQ
Thank you for taking some time to read over our most frequently asked questions and answers. Only hosting Ten Weddings a year allows Bilston Estate to keep the working farm a priority, as we are a farm first and wedding venue second.
We are honoured that you are considering hosting your wedding with us.
After you have read through our FAQ if your vision matches ours please inquire about an on site visit and available wedding dates.
We wish you the very best with your wedding.
Availability & Booking
1. How far in advance should we reserve our wedding date?
Due to the limited number of weddings we host per season and high demand, it’s recommended to secure your date as early as possible,
especially for peak summer months (June–August).
2. How many wedding do you book a year?
Bilston Estate hosts 10 weddings a year. Our goal is to create a one of a kind experience for each wedding.
Venue & Logistics
3. What is the guest capacity?
Bilston Estate can accommodate 150 guests for ceremonies and receptions.
4. Are there options for indoor and outdoor ceremonies and receptions?
Yes - you can choose from multiple ceremony and reception locations including the orchard, barn, patio, and forested spaces.
5. Is parking available for guests?
Yes, on-site parking is available for guests. Although we highly recommend transportation services for guests after the wedding to their hotels.
6. Are there other ways to arrive at Bilston Estate?
Many couples like to arrange transportation services from downtown. For a really exciting experience we partner with Eagle Wings whale watching tours for arrival by sea from downtown with some whale watching en route, or just straight water transportation to the property.
7. Are there options for an overnight stay on site?
Included in the Wedding Weekend Experience is a 2-night stay in our Emperor Bell Tents. Accommodating up to 20 people with the opportunity for guests to extend their stay before or after the wedding if they want a longer visit, particularly during the lavender festival or harvest.
Our 10 private canvas bell tents offer a closer connection with nature, with the luxuries of a hotel.
Each tent is available with two twin beds or one king-sized bed. Amenities include comfortable beds and linens, Bilston Botanical Mist for
your guests to take home, lights and outlets, hanging space, towels, and full-length mirrors.
8. What months can you stay in the Emperor Tents?
The tents are available from May through September. Winter months are not available.
9. What is the Atrium and who gets to stay there?
The Atrium is our award-winning restoration of the 1902 Witty family farmhouse.
It features a beautiful atrium with sitting room, master bedroom with en suite and shower, making this the perfect place for you to get ready,
enjoy some bubbles and then escape for the evening when you’ve danced your last dance. The Atrium is reserved for the couple, but if they
choose to stay in one of the tents or off site you may let a close family member stay there.
The Atrium is available for one night with the wedding day experience and
two nights with the wedding weekend experience.
10. Is the farm open to the public during the wedding?
No - the Estate and Farm will be closed to the public for your wedding. The buyout includes exclusive use of the property.
11. Can we bring in a marquee tent?
Yes, under the direction of your wedding planner and the Bilston wedding manager. Bilston does not provide any event tents.
12. Is there a commercial kitchen on site?
Yes, there is an Island Health approved commercial kitchen where caterers can stage the meal in preparation for serving
(not for guest use or cooking).
There is also an outdoor kitchen called “The Orchard Pub” for cocktail service and can be used for serving
small pre-prepared meals (breakfast/snacks). This includes 3 full-sized fridges and a sink. The Orchard Pub is equipped with
full power including 30 amp plug and ample outlet plugs.
13. Will the walls be covered in lavender for my wedding?
Yes. Part of the magic of hosting your wedding at Bilston is getting to experience all aspects of our working farm. Lavender destined
for dried flower bundles, buds, or culinary lavender is put up to dry on the walls of the barn after harvest.
It is taken down once it is dry after about 2 weeks and the next cycle begins.If this is something that you absolutely do not want,
please speak to our wedding manager about the fee for harvest pause and removal.
14. Can we get a lavender distillation demonstration during the wedding?
Depending on the season. Including guests in the experience of the farm is a very fun activity. There are two stills, a copper Portuguese
Alembic on the patio overlooking the lavender field and a new still on the pavilion/stage looking out over the orchard. The smell of Provence
is magical and we would love to share that with you if it is available during your wedding dates.
Please speak with our wedding manager about pricing and availability.
15. Is there anything for the guests to do while on the farm?
There are a number of lawn games available for the guests to use. For guests staying longer there is the long sand beach of
Witty‘s lagoon below the farm and the waterfall that drops into it.
(The farm is the original Witty family farm).
There are also audio tours that describe: the history of the farm which turns
175 in 2026, an audio rendition of the oldest female diary found on the west coast which
belonged to a young girl who accompanied her uncle to the farm around Cape
Horn in 1850-51, and audio tours describing the growing and processing of lavender.
Ceremony & Reception Details
16. What amenities are included (tables, chairs, sound, etc.)?
Bilston does offer inventory that can be used for your wedding. For a complete list please refer to the Weddings Package
17. Can we have both the ceremony and reception on the property?
Yes - both the ceremony and reception are allowed to be hosted on the property.
18. Can we have a ceremony rehearsal / walk through?
Yes. The day before the wedding you may host a ceremony rehearsal at 4:00pm.
Your wedding planner must be present, and it is limited to 20 guests.
19. Can we have a rehearsal dinner?
Included in the Weekend Wedding Experience the property may be used to host a rehearsal dinner for up to 40ppl until 9pm.A caterer will be required to serve all food and beverages. If you want to have alcohol served you will need to have Special Events License for that
evening. You may purchase the alcohol but it must be served by a licensed and insured company. Your wedding planner must be present.
20. Can we stage our dancing in the barn?
Yes. Dancing until 10pm is allowed in the barn and out onto the patios. Guests wanting to keep dancing after 10pm will migrate down into the Forest Bar where they will feel comfortable enjoying louder music. Guests wanting to catch up or cool off can enjoy the barn with its views over the lavender fields. The Forest Bar is immediately below the barn at the north end and opens up at ground level into the forest.
21. Can we buy any farm products for set up or guest favours?
Yes. Farm products like lavender bundles, essential oils, soaps, room sprays and many more items are available either to add to your
guests stay as favours or for purchase individually in the farm store. In addition spritzers made from apple, lavender, maple and fir can
be arranged as part of the caterers offerings. Speak to our wedding manager about pricing.
Planning & Coordination
22. Do we have to hire our own wedding planner?
Yes. Bilston Estate requires each wedding to have their own professional wedding planner.
The Estate and Farm are large and there are a lot of logistics that go into planning a wedding. It is very beneficial to you and your
guests to have someone available to take care of all the details for you so that you may enjoy your day with your family and friends.
We highly recommend hiring a wedding planner in a full planning capacity, however if you choose to hire a day of wedding coordinator,
please ensure they are hired to begin working with you a minimum of 4-6 weeks before the wedding. Wedding planning that starts only 1-2 weeks before the wedding is not accepted. Please also make sure your wedding planner will be available for the full
weekend from Friday to Sunday as they are required to be on site from set up through take down.
Bilston’s Wedding Manager will be available to answer any venue related questions you may have. 4-6 weeks before the wedding your wedding planner and the wedding manager will schedule a meeting to go over all the wedding details, timelines, logistics, etc.
23. What does the Bilston Wedding Manager do?
The wedding manager is there to support the wedding planner and clients with questions about the property. They will make recommendations for preferred vendors, go over the access times, and confirm your wedding timeline.The wedding manager has the assistance of the Bilston event manager who takes care of all the Bilston staff. The wedding manager and Bilston staff will be onsite for your wedding.
The wedding manager is not available to plan your wedding. Any wedding planning questions should be directed to your wedding planner.
24. When and what time do we have access to the property?
Your wedding planner and vendors may start set up the day before the wedding. Rental deliveries are scheduled between Noon-4:00pm. Setup start time will vary and needs to be confirmed with the wedding manager. Guests are not permitted on the property unless they are staying on the property or they are there for the ceremony rehearsal or rehearsal dinner where applicable. Your wedding planner must be on site for the entire set up.
25. When is take down?
Your wedding planner will coordinate with the wedding manager to confirm take down times. You may take down the night of the wedding, but all vendors and staff must be off the property by 2:00am at the latest. Continued take down and/or rentals pick ups may take place
the next morning between 8:00am and 11:00am.
26. Can we bring in outside vendors?
Yes. Your vendors for catering, bar, rentals, flowers, décor, etc. must all be contracted by you or your wedding planner. Once your wedding is confirmed we are happy to share our preferred vendor list with you. We are also happy to work with your own preferred professional vendors as we
have met some of our favourites through client introductions in the past. We do ask that Approval be sought out from the Bilston Wedding Manager before contracting any Vendors not included on our Vendor List. Once confirmed, please send the Bilston Wedding Manager a complete list of your contracted vendors with Contact Name/Email/Phone Number for our files.
27. What time does the evening end?
Last call is at 12:30am, with music ending at 1:00am.
Guests who are not staying on the Property must depart by 1:30am.
28. Can we bring in our own food?
Unfortunately, no. In accordance with Vancouver Island Health Authority all food must be prepared in a food safe environment and by licensed food safe staff. Your contracted professional caterer must manage all food and service requirements.
29. Can we bring in our own alcohol?
Yes. A Special Events Permit is required in order to serve any alcohol. It is left between you and your hired caterer or bar service company who will provide the alcohol that will be served. If you wish to purchase the alcohol yourself, you will be required to obtain the special event permit,
which also requires a Serving it Right Certification. Neither you nor your guests may serve the alcohol or have access to the alcohol as Bilston is a Commercial Farm. You may collect any leftover alcohol when you depart the property.
30. What is an Special Events Permit?
In British Columbia, a Special Event Permit (SEP) is required to serve or sell liquor at a wedding in a public place or unlicensed venue.
Applications should be submitted 4–6 weeks in advance via the online portal, typically $25. Only certified servers/bartenders
holding a Serving it Right certificate may serve the alcohol. The permit holder must be present at the wedding, have a tangible
copy of the SEP on hand, and is liable for service safety and protocol. Please forward a copy of the Special Event Permit to the
Bilston Wedding Manager at least 30 Days prior to the wedding.
31. Does the buyout include catering, bar, rentals, flowers or decor?
The wedding day or wedding weekend experience does not include catering, bar, rentals, flowers, decor or wedding planning. For a detailed list of everything included in the wedding buyout and cost please reference the Weddings Package
Cost & Contract
32. Are fees reduced for smaller weddings or those taking place in
the off-season or during the week?
Bilston Creek Farm is only able to host a maximum of 10 weddings per year and the wedding
fee remains the same regardless of the size or date of your wedding.
33. Are taxes included in the buyout price?
5% Tax is added on top of the buyout price.
34. Are taxes included on the favours and products?
Taxes are added on top of the price. In BC the tax is 12%.
35. Is there a security deposit and is it refundable?
Yes, there is a $3,500 security deposit due 30 days before the wedding.
If there is no damage to the property the damage or noise violations the deposit is returned within 14 days of the wedding.
36. Do you have to pay the wedding fee all at once?
No - the wedding fee is broken into scheduled payments.
(The numbers will change depending on which wedding experience you choose)
1. Initial $10,000.00 nonrefundable retainer is due at the time of booking to secure your
wedding along with a signed contract
2. 2nd nonrefundable payment of $10,000.00 is due 6 Months prior to the wedding
3. Balance is due 30 Days prior to the wedding along with a refundable $3500.00
Note: Failure to pay any scheduled payment amount due under the contract within three days of
receiving a reminder from Bilston Estate & Farm will be deemed to have cancelled the booking
and any previous payments will be forfeited.
all prices are in CAD dollars
37. Are there refundable deposits or cancellation policies?
All cancellations must be received in writing. Cancellation of the Event will result in the forfeiture of any and all payments made up to the date of cancellation. Bilston Estate is not responsible for providing a backup plan in the event of unfavourable weather conditions. Compensation
will not be provided if weather conditions cause cancellations, changes, or delays to any planned activities. With that said, Bilston will try to help make any required adjustments to your plans as smooth as possible. Since there are no guarantees this will happen, plan accordingly for the weather.
38. What if we need to change the wedding date?
The wedding date may be changed up to one time within the same or next calendar year. The Client must inform the Bilston Wedding Manager in writing of this request. All previous payments made will remain non-refundable but are transferable to a future
date within the same or next calendar year, subject to availability. Due dates for remaining payments will be re-set based on the rescheduled date.
There will be no additional cost if the wedding is rescheduled to a date within the same calendar year. If the wedding is rescheduled to the following calendar year it may be subject to the current buyout fee.
39. Do I need insurance for my wedding?
Yes - you will need to provide and maintain commercial general liability and property insurance at your own expense for the wedding.
The insurance shall name “Bilston Creek Farm Ltd.” as an additional insured, provide a cross liability clause, and be in the amount
of $5 million per any one occurrence. If alcohol is served at the Event, Host Liquor Liability must be included in the commercial
general liability insurance. A copy of the insurance policy must be submitted to Bilston Creek Farm no later than 60 days prior to the wedding.
Failure to do so will be deemed a cancellation of the wedding and forfeiture of payments madeprior to the date of deemed cancellation.
Due Care & Things You Should Know
Due Care & Things to Know
•Bilston reserves the right to ask guests to keep any shouting or other loud noise down in respect of our neighbours and bylaws. If the client, guests, or vendors don’t comply with noise policies, they may be asked to leave the premises. Any bylaw infraction fines imposed on Bilston or its owners in connection with the wedding will be charged to the client.
•All Vendors entering or working on the property must agree to be respectful of the property and follow the directive of the Bilston Wedding Manager and Event Manager during all deliveries, setups, service times, take downs, and pickups. Any Vendors who
are found to be disrespectful of or causing damage to the property will not be welcome back.
•Setup by Bilston staff is limited to farm inventory items only. Bilston chairs that require transfer between the ceremony and reception area must be managed by the wedding planner and their team.
•The wedding planner and vendors are solely responsible for the set-up of any personal/rented inventory and/or décor.
•In the event of unexpected inclement weather, the wedding planner and their team are responsible for transferring tables; chairs as
needed to the new location.
•No guests will preform “work” on the property for insurance purposes.
•The use of smoke bombs, fireworks, sparklers, and live fire/open flames of any kind, including decorative candles are not permitted on the
property. Lavender is highly flammable.
•Chafing dish warmers must be attended to by the caterers and disposed of with care.
•Confetti, rice, glitter, and fake flower petals are not permitted.
•Releasing of balloons, lanterns, or butterflies are not permitted.
•Reception tents/structures - event tents or other structure use and desired placement must be pre-approved by the Bilston Wedding Manager
prior to order confirmation and setup.
•Lighting - any additional lighting added to the venue must be pre-approved by the Wedding Manager prior to order confirmation and setup.
•Live bands or heavily amplified entertainment is not permitted. Bilston reserves the rightto determine locations of any staged or un-staged entertainment, including staging, speakers, and lighting.
Congratulations