Couples Resource Guide

Welcome to our Couples Resource Guide! Here you’ll find helpful video guides designed to make navigating your client portal simple and stress-free. From organizing your vision and event details to managing guest information, floor plans, and décor selections, these tutorials will walk you step by step through the tools available to plan your perfect day.

Also included are some frequently asked questions that come up in planning sessions that we wanted to share so you have that information and not have to wait until meeting with us.

If you ever have questions or need assistance, our team is always just a message away in the Message Board tool. 

Adding Pictures to Vision Board

Uploading Guest List and Assigning Tables/Seats

Selecting Items From Decor Den

Finding Documents

WHAT NEEDS TO BE UPLOADED INTO PLANNING POD?

  • Pictures of your decor on the Vision Board after planning sessions
  • Photographer Timeline
  • Event Insurance
  • Optional: Vendor Contracts

WHAT FORMS OF PAYMENT DOES THE VENUE CURRENTLY ACCEPT?

  • Check or Cash. **If you are sending a check in the mail please message us when you sent it so we can keep an extra eye out. If you would like to drop it off, message us to set up a good time!

LOCATION, LOCATION, LOCATION

  • Card Box: Patio – almost every guest will enter the reception here. There can be a table against an unused wall or the live edge high top long table. 
  • Memorial – with the card box or guest book. 
  • Guestbook to sign- with the card box
  • Audio Guestbooks – on the table between the guest bathroom doors is a good spot or with the card box.
  • Dessert Displays – by the front doors is a great place.  There is good traffic throughout the night there as well as when people are leaving they can grab a treat for the ride home!
  • Cutting Cake – at the dessert table or the barrel by the entrance to the bar.
  • Neon light up signs – on the walkway or photo booth backdrops are some favorites.  Neon signs are too heavy to be added to our heptagon.
  • Seating chart – patio by the door doors entering into the building.
  • Photo Booths – again an unused wall on the patio. 
  • DJ – most like to be on the wall by the prep kitchen.  Sometimes they go up top on the walkway for space purposes (and a cool vibe).  **Whirlin’ Disc and 716 Sound do a great job up there. Consider them if you have the potential of 18 tables for guests. 
  • Welcome signs – in front of the building to the right

NEON SIGNS

  • Make sure to open it up before your wedding day and test it – especially check that the chain or hooks included can withhold the weight of the sign. 
  • Sign that have a USB as the “plug” seem to give people trouble.  An extension cord needs to be attached to the cords and they have been know to not get enough power through the USB adapter. 

LEGACY STAFF vs. LEGACY COORDINATOR

  • The Legacy staff focuses on the venue’s operations (bathrooms, tables, power, cleanliness) and logistics.  They will monitor all activity at the venue making sure all policies and procedures are followed as well as answer any venue related questions.  In addition the Legacy staff is responsible for hanging Legacy ceremony florals, putting up and manning the reveal curtain, maintaining outdoor games and fire pit.  As every wedding is a team effort, Legacy staff is also a second set of hands for anyone that needs them. 
  • A Legacy Day of Coordinator (or DOC) is hired by the couple to manage all wedding details and vendors, acting as their advocate for a personalized, stress-free day, covering personal decor, timelines, and guest needs beyond the venue’s scope. All set up is completed by the DOC as well as the packing up of your personal decor items. The Legacy DOC will be “by your side” for the entire event.  Legacy DOCs do not travel off site for ceremonies.
  • When a couple hires a Legacy DOC all personal items are dropped off during the week which is one less thing to do on your big day!
  • Think of the venue staff for the building’s functions and the DOC for your event’s personal vision – it’s like a personal assistant for your wedding day! 

If you would like more detailed description and/or add this service to your wedding day just let us know and we will check availability! 

ARRIVAL TIME

  • Every rental agreement has a start time of 11:00am, music and bar closing at 10:00pm, ending time 11:00pm (giving you that last hour to say your goodbyes and collect personal items).
  • Additional AM hours can be purchased for an hourly rate of $200/hour and can be added on at anytime. 

END OF NIGHT CLEANUP

  • First place to start – VIP rooms upstairs. Collect all personal belongings and bring downstairs.
  • Table Decor – while you are upstairs Legacy staff will help with your decor on farm tables by bring it back to one table by the doors for someone in your crew to pack up. 
  • Big things – make sure you have two or three people designated to remove these things. 
  • ALL ITEMS MUST BE REMOVED FROM THE VENUE (including patio, front of building and ceremony site) by 11:00PM.  This also includes rentals, floral pieces. We do not have next day pick up because we mostly likely have an event the next day or are closed. 

CAKE CUTTING/DESSERT TABLES

  • Cutting cake for guests – confirm with your catering company that will cut cake for guests. There may be a cutting fee for this – which should include plates and service.
  • Set up of dessert tables – many bakeries offer set up of desserts.  Most of them use our displays or ones the couple brings. 
  • Legacy staff is not responsible for setting up and/or replenishing dessert tables, however they can assist if they are not elsewhere with venue related duties. 
  • Don’t forget PLATES and NAPKINS (maybe forks/spoons depending on the type of desserts).

SEATING FOR VENDORS

  • Outside on the back patio or covered patio – this is preferred by most vendors to be able to step out and take a break.  **Winter weddings they will need a seat inside at a farm table. 
  • If space is tight – Legacy staff do not need a seat at a farm table for winter weddings.

SLIDESHOWS

  • ONLY Individual pictures on a USB drive – the TV will make the slideshow. We cannot guarantee the order in which the photo relate through. 
  • Images must be in the form of JPEGs or PNGs.
  • Pictures from photographers can be quite large – if the image is too large it will not upload. 

DECOR DEN ITEMS & SET UP

  • Use Decor Den Gallery on the website to see all our amazing decor that is FREE for your to use! 
  • When thinking about WHO in your crew is going to set up decor, pick people who are efficient and able to follow your vision.  Set up is not the time for personal input (we say that seriously but kindly). 
  • If you have a Day of Coordinator, this will be their responsibility. 
  • Friday weddings can purchase ($600) a Thursday Set Up rental which is from 1pm – 4pm (rehearsal of ceremony to follow).  Your crew can come in and get all the details in place and set ready for you the next day! 
  • The decor package will be add to your Planning Pod portal following the final planning session. We are always adding things to the inventory so we want to make sure you have the most up to date package. 
  • Personal decor cannot be stored at the venue before or after your event – We truly don’t have the space to store it! **** If you have hired a Legacy Coordinator, all personal decor can be dropped of on Wednesday or Thursday***

CANDLES

  • Yes we do allow real candles – they must be contained in some type of hurricane that includes a bottom.
  • Only floating candles can be used in the Decor Den hurricane vases (actual floating candles are not part of the decor den – just the vases)
  • Taper and pillar candles that begin to smoke or drip excessively will be removed from the tables.

For those weddings that are using the bar service through the partnership with The Legacy and Frontier Catering (all 2027 and beyond weddings):

  • When signing the rental agreement, you are committing to use Frontier Catering as your BAR service (does not mean you have to use them for food)
  • At your first planning session, a representative from Frontier will be there to discuss bar options.
  • A proposal will be sent to you within 48 hours of the planning session.
  • You will then have a final phone call with Frontier Catering to finalize bar service 1 month prior and will then receive your final invoice.
  • Final payment of the bar is due to Frontier 2 weeks prior to the event in the form of a certified bank check. 

Contact Us

The Legacy on Eighteenmile Creek

6653 Taylor Road
Hamburg, NY 14075

Tours and Visits by Appointment Only Please

716-954-3985

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