FAQ
Thank you for taking some time to read through our most frequently asked questions and answers. We are honoured that you are considering hosting your wedding with us. Only hosting Ten Weddings a year allows Bilston Creek Estate & Farm to keep the working farm a priority.
After you have read through our FAQ, and you determine your vision matches ours, please inquire about an on site visit and available wedding dates.
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 a high demand, it’s recommended to secure your date as early as possible, especially for peak summer months (June–August).
2. How many weddings do you book a year?
Bilston Estate hosts 10 weddings a year. Our goal is to create a one of a kind exclusive experience for each wedding.
Venue & Logistics
3. What is the guest capacity?
Bilston Creek Estate & Farm can accommodate up to 150 guests for ceremonies and receptions.
4. Are there options for indoor and outdoor ceremonies and receptions?
Yes! Bilston has several possible ceremony and reception locations including The Heritage Orchard, The Barn, and Lavender Terrace. Some couples choose to erect a Tent for the Reception and/or Ceremony. Please connect with the Wedding Manager about installation and placement requirements before contracting. We are also happy to refer preferred Tenting Companies if needed.
5. Is parking available for guests?
Yes, 60 on-site parking spots are 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 glamping tents offer a closer connection with nature, with added luxuries. Each tent is available with your choice of two twin beds or one king-sized bed, accommodating up to 20 Adults total.
Each tent is appointed with luxuriously comfortable beds and linens, lights and outlets, rack with hangers to hang dresses/suits, fluffy towels, full-length mirror, a hairdryer, flashlight, fan, and Bilston Botanical Mist for your guests to keep.
Arrive on Friday, and savour precious moments with friends and family during the wedding rehearsal and dinner, then wake up amidst nature’s beauty (with walking paths to Sitting Lady Falls, Witty’s Lagoon and Witty’s Beach) allowing your VIP guests to explore, relax, & ease into the excitement of the wedding day.
Enjoy fresh baked lavender scones, granola with fruit, and tea and coffee each morning.
Check in time for the Tents is at 3:00pm the day before the wedding. Check out is at 11:00am the day after the wedding. The property offers two hot water showers available to our overnight Glamping Tent guests, one being our Forest Shower for our more adventurous guests and one indoor shower for the more conventional types. Indoor flush toilets are also available.
8. What months can you stay in the Emperor Tents?
The tents are available May through September.
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 private en suite and shower, making this the perfect place to ease into your wedding weekend, get ready on the wedding day with your bridal party, and 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 included in the weekend buyout the night before the wedding, on the wedding day, and the wedding night.
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 event tents.
We are happy to recommend local Tent Companies who can assist with this addition to the plan.
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). BBQs and/or Ovens must be provided by your caterer and set up outdoors only.
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.
The kitchen and food prep areas must be left tidy and in the same condition it was found.
13. Will the barn 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 Lavender Terrace and a new still on the pavilion/stage looking out over the orchard. We would love to share this experience 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 enjoy. For guests staying onsite there is the long sandy beach of
Witty‘s lagoon below the farm (about a 15 minute walk) and the waterfall that drops into it (about a 3 minute walk). The farm is the original Witty family farm.
We are proud to be the hosting site for Wildwood Saunas in Metchosen. Although this experience is not included in the Bilston Buyout fee, it is an upgraded experience you may wish to add for your overnight guests. Contact them directly to inquire into availability and pricing. Due to fire bans the saunas may not be operating during your wedding weekend. https://wildwoodsaunas.com
There are also audio tours available 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 is proud to offer a substantial inventory that can be used for your wedding. For a complete list please refer to the Wedding Package. While some couples choose to embelish and upgrade the wedding design with decadent florals, tenting, and decor, many couples choose to keep things "light & easy" leaning mostly on the Bilston Inventory provided, simply adding fresh florals and fabulous food and drinks to the weekend's experience.
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17. Can we have both the ceremony and reception on the property?
Yes - both the ceremony and reception are permitted to be hosted on the property. In fact, we encourage it!
18. Can we have a ceremony rehearsal?
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 the Wedding Party and immediate family.
19. Can we have a rehearsal dinner?
Included in the Weekend Wedding Experience is the ability to host a rehearsal dinner on the property for up to 40ppl until 9pm. A licenced caterer will be required to serve all food and beverages. If you want to have alcohol served you will need to aquire a Special Events License for this evening in addition to the Wedding Day itself. You may purchase the alcohol but it must be served by a licensed and insured company. Your wedding planner must be present.
20. Is dancing permitted in the barn?
Yes. Dancing until 10pm is allowed in the barn and out on the patio. The Barn Patio is a popular place for the First Dance & Parent Dances under the string lights. Guests wanting to keep dancing going 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 and Lavender Terrace with its views over the lavender field. The Forest Bar is immediately below the Barn at the north end and opens up at ground level into the forest. It offers a unique "speak easy" vibe.
21. Can we buy any farm products for guest favours?
Yes. Farm products like lavender bundles, essential oils, soaps, honey, 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 food 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 so 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 ensure your wedding planner will be available for the full weekend from Friday to Sunday (as applicable) as they are required to be on site for all setup, rehearsal, rehearsal dinner, the wedding day, and for take down. As long as any rentals have been packed up responsibly and arranged for easy transfer, the wedding planner does not need to be present to oversee pickup.
Bilston’s Wedding Manager will be available to answer any venue related questions you may have.
4-6 weeks before the wedding the Bilston Wedding Manager will touch base with you and your wedding planner to schedule a meeting to go over all the wedding details, rental delivery timing, vendor access timing, wedding day schedule, inventory needs, logistics, etc. A complete list of Names of the guests staying in each of the 10 Tents will also be required.
23. What does the Bilston Wedding Manager do?
The wedding manager is there to support the wedding planner and clients with questions as they relate to the property. They will offer vendor recommendations upon request, review access times, and confirm your wedding weekend timeline. The Bilston Wedding Manager has the assistance of the Bilston Event Manager who oversees Bilston Staff and farm maintenance and activities. 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 unless otherwise confirmed. Setup start time will vary and needs to be confirmed with the Wedding Manager. Guests are not permitted on the property prior to the Wedding Day unless they are staying on the property or are involved with the ceremony rehearsal or attending the rehearsal dinner.
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 latest. Continued take down and/or rental 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. 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 past client introductions. We do ask that Approval be sought out from the Bilston Wedding Manager before contracting any major Vendors not included on our Vendor List. i.e. caterer, DJ, decorator, planner, etc. 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 during the entire wedding weekend. 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 (which is very easy to obtain online). Neither you nor your guests may serve the alcohol or have access to the alcohol as Bilston is a Commercial Farm. All alcohol must be served by a licenced bartender or service provider. You may collect any leftover alcohol when you depart the property.
30. What is a 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 professional 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 30 Days prior to the wedding. Follow this link to apply for your Special Event Permit: https://justice.gov.bc.ca/lcrb/sep
31. Does the buyout include catering, bar, rentals, flowers or decor?
The 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 Wedding Package.
Cost & Contract
32. Are fees reduced for smaller weddings or those taking place in the off-season or during the week?
Bilston Creek Estate & Farm is only able to host a maximum of 10 weddings per year and the wedding buyout 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 fee.
34. Are taxes included on Bilston products and favors?
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 $3,500.00 security deposit due 30 days before the wedding. As long as the food service areas are left in the same condition as they were found, no damage to the property is apparent, or noise violations result, the deposit will be returned within 14 days of the wedding.
36. Do you have to pay the wedding fee all at once?
No you don't. The wedding fee is broken into scheduled payments as follows.
1. The initial $10,000.00 nonrefundable retainer is due at the time of booking to secure your
wedding along with a signed contract.
2. A 2nd nonrefundable payment of $10,000.00 is due 6 Months prior to the wedding.
3. A nonrefundable balance payment of $10,000.00 is due 30 Days prior to the wedding along with a refundable $3500.00 damage deposit.
Note: Failure to pay any scheduled payment amount due under the contract within three days of receiving a reminder from Bilston Creek 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 Creek Estate & Farm is not responsible for providing a backup plan in the event of unfavourable weather conditions. Please plan accordingly for the weather. 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.
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 based on availability. 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 made prior to the date of deemed cancellation. You may obtain your insurance through any authorized provider, however, we do recommend Duuo Insurance for your convenience: https://duuo.ca/event-insurance
Due Care & Things To Know
• Bilston reserves the right to ask guests to keep any shouting or 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 and clean 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 and BBQs used for food preparation 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 right to determine locations of any staged or un-staged entertainment, including staging, speakers, and lighting.
Congratulations