Information for Suppliers

Booked by a couple to supply your professional wedding services at Cott Farm? We look forward to working with you!

It is very important that each couple chooses exactly who they want for each part of their wedding day, so we don’t have a preferred supplier system… But this obviously brings its own challenges as a venue! In addition to compliance with all statutory legislation as a company, we have legal obligations as a licensed wedding and events venue. In particular our:

  • Premises License, which authorises and regulates the following activities at the venue between specified time: live music, recorded music and sale of alcohol.
  • Planning Permission, which authorises the venue to host weddings and events with conditions.
  • Civil Ceremonies License, which approves us to host legal marriage and civil partnership ceremonies.
  • Food Business Registration, which allows us to prepare and serve food and drink, and Food Hygiene Rating, which ensures consumers can trust the food and drink they are served.

We’ve outlined the important information for suppliers below to help the day run smoothly. These policies ensure we all meet both our legal obligations and our shared goal of creating the most magical day for the couple and their guests.

Getting here & access

Our address: The Barn at Cott Farm, Broad Lane, East Chinnock, Somerset BA22 9ES

What3words: sugars.loaf.baths.

Access times for a wedding weekend at Cott Farm are:

  • Set up: Friday 10am – 5pm
  • Saturday 1pm – 1am (the wedding day)
  • Collections: Sunday 10am – 1pm

There is no access to the site outside of these times. We cannot accept deliveries or collections, or sign off on your contracted services on a client’s behalf. Please liaise with them directly to ensure they’ll be there for your deliveries, set up and collections.

In advance

Insurance and health & safety

All external suppliers must hold:

  • Valid insurance for providing your services (for example Public Liability) and
  • All required relevant licenses and professional certifications for your services and equipment (for example PAT, drone licensing, food hygiene certification).

Food & drink agreement with the couple

If your client is expected (or contractually required) to provide you with food and/or drink whilst you provide your contracted services to them at Cott Farm, please arrange this with the client(s) in advance so that they can include you in their plans. They will (hopefully!) ask you for your dietary requirements and pass this on to our team, but please contact us in advance if you have special dietary requirements and are concerned about what arrangements have been made for you. Our talented kitchen team will be serving a carefully curated menu, therefore all daytime and evening food must be pre-ordered.

Florists, decorators & stylists

  • Set up for wedding weekends is on Friday between 10am and 5pm.
  • We have a covered/shaded outdoor area you’re welcome to use for creating arrangements. The Barn is very well insulated for conditioned flower arrangements overnight, even when the weather is warm outside.
  • There is limited time available before guests arrive on the wedding day if you’d like to pop back with pre-made arrangements. Please remember we cannot sign off your services on behalf of clients.

Wedding cake bakers

  • You/your business must be registered with your local authority as a Food Business if you have been commissioned to supply a wedding cake at the venue.
  • It is your responsibility to ensure the wedding cake is hygienically and safely prepared, stored, delivered, set up and decorated, including accounting for guest allergies and compliance with rules on food-safe decorations (for example FSA’s 2024 prohibited flowers).
  • Please provide written allergen information upon delivery.
  • Cake deliveries and set up should take place as late as possible before the wedding ceremony start time.
  • If you are delivering the cake in single use boxes, we do appreciate being left a box to pack up any leftovers for the couple!

Supplier set up during a wedding

  • For safety reasons, vehicle movement on site is restricted once guests have arrived.
  • Please park in the parking field and report to the wedding/events coordinator when you arrive so they can direct you on current running times and where to set up.
  • If you have large/heavy equipment to deliver to inside the barn, feel free to park alongside the bottom of The Barn to unload (see below map).
  • Please leave the gate marked KEEP CLEAR… clear.
  • Come through that gate and proceed up the ramp to the kitchen door to report your arrival.
  • You can bring your equipment in to the barn through the fire exit (note this is approached by steps, but it is much closer and easier than bringing your kit through guests!).
  • All vehicles must be parked in the designated car park once unloaded.

Garden games and outdoor equipment providers

  • If the client is having an outdoor wedding ceremony, outdoor equipment providers will usually need to wait for the wedding ceremony to finish before you will be able to set up outside.

Evening entertainment providers

  • The Barn is one large space which transforms from daytime to evening. Depending on the nature of the event and guest numbers, entertainment providers will usually need to wait for guests to finish eating or speeches to finish before you will be able to set up.
  • Electrical equipment must have a valid Portable Appliance Testing (PAT).
  • The Barn is equipped with 13A power sockets on two circuits. Any significant power draw must be confirmed in advance.
  • Any extension leads must be fully uncoiled.
  • Dry ice, smoke machines or atmospheric effects are not permitted.
  • We recommend performers arrive dressed for their performance. There are no private rooms or changing spaces for you to use, but you are of course welcome to change in the toilets.
  • The usual spot for bands or DJs is in the top right corner of the barn. This is approximately 8m x 2.5m but as the barn floor is flat (no stage), more or less space can usually be accommodated on the day.
  • Please ensure the fire exits are not obstructed and any equipment and cables do not create a trip hazard.
  • We do not currently have a sound limiter fitted. Please help us to keep it this way! We monitor decibel levels throughout the day and night as part of our noise management plan and will respectfully require you to adjust the volume if you exceed our responsible decibel levels. Electronic drums are preferred for bands.
  • All entertainment must strictly finish no later than 12 midnight on Saturdays (11pm Monday – Friday and 10pm on Sundays). This cannot be extended. All people and equipment must be vacated a maximum of one hour after finish time (ie 1am on a Saturday). We ask that breakdown is conducted quietly and respectfully.

Working together on the day

We pride ourselves on a relaxed yet organised working environment for you and our team.

Our team manages co-ordination of timings on the day, and will work with you and the other wedding professionals to ensure we all complete our shared goal to deliver an exceptional experience for the couple and their guests.

We look forward to making this happen with you!

Becca & Ollie