Vendor Information
& Requirements
Thank You for Being Part of a WedStay Wedding
We are excited to have you as part of a WedStay wedding weekend. All WedStay properties are privately owned estates that combine overnight accommodations with gathering and event spaces, creating a unique and memorable experience for couples and their guests. To help ensure a smooth event for everyone involved, please review the information below before arriving on-site.
Quick Vendor Checklist
Before arriving at a WedStay property, please ensure you have:
- Reviewed all event and property-specific information provided by WedStay
- Confirmed your exact service date and timeline directly with the couple
- Submitted your Certificate of Insurance (COI)
- Received approval for any specialty equipment or installations
- Reviewed parking, load-in, and load-out procedures
Insurance Requirements
All vendors servicing a WedStay event must provide proof of insurance prior to arriving on-site.
Certificate of Insurance (COI) Requirements
Before you request your certificate, confirm the exact date of your service with the couple. The dates WedStay sends you are the couple's full stay at the property, and your service day sits somewhere inside that window. The COI has to be valid for the day you are actually on site.
Your Certificate of Insurance must:
- Be active and valid on the confirmed date you are on site
- Include a minimum of $1,000,000 General Liability coverage per occurrence
- Include a minimum General Aggregate limit of $2,000,000
- List the event property address in the Description of Operations section
- List both the Property Ownership Entity and WedStay, LLC as Additional Insured parties
Additional Insured Example
Additional Insured: Property Ownership Entity (provided by WedStay); WedStay, LLC.
Event Location: Property Address.
The applicable ownership entity will be provided by WedStay if needed for your insurance carrier.
Submit Your COI
All vendors must submit a valid Certificate of Insurance (COI) prior to arriving on-site. You may submit your COI using either of the following methods:
Option 1 (Fastest)
Upload Through Your Secure Link
When the couple adds you as a vendor for their wedding, WedStay emails you a personal, secure upload link. Open the link, confirm the wedding details shown, and upload your certificate directly. No account or login is needed.
Look for an email from WedStay Weddings with the subject “You're servicing a WedStay wedding.” Can't find it? Ask the couple to resend your invite, or email weddings@thewedstay.com and we'll send you a new link.
Option 2
Email Your COI
Prefer email? Send your certificate to weddings@thewedstay.com.
Subject line format:
[Couple Last Name(s)] | [Event Date] | Vendor COI
Example:
Smith-Johnson | October 10, 2026 | Vendor COI
Please ensure your COI is submitted and approved before the event date.
Working at a WedStay Property
These properties are private homes and estates, not commercial venues. A little extra care keeps every wedding running smoothly.
Respect the Property
All WedStay properties are privately owned homes and estates. Please help us protect these properties by:
- Using designated vendor access areas
- Protecting flooring, walls, landscaping, and furnishings
- Following all setup and breakdown instructions
- Removing all equipment and materials after service
- Leaving all work areas clean and organized
Any damage caused by a vendor, vendor staff, subcontractors, or equipment may be the responsibility of the vendor.
Property Rules
Every property is unique. Please review all property-specific instructions provided by WedStay prior to arrival. Some properties may have:
- Restricted access areas
- Designated vendor parking
- Setup and breakdown windows
- Equipment restrictions
- Noise limitations
- Special operational requirements
Failure to follow property rules may result in removal from the property.
Parking & Load-In
Please use designated vendor parking and loading areas only. Do not block:
- Driveways
- Guest parking
- Emergency access routes
- Roadways
- Neighboring properties
Vendor vehicles may be required to relocate after unloading.
Power, Water & Specialty Equipment
Please notify WedStay in advance if your services require:
- Significant electrical usage
- Water access
- Generators
- Tent installations
- Large rental installations
- Staging
- Production equipment
- Specialty equipment of any kind
Advance approval may be required.
Fire, Heat & Open Flame Restrictions
For the safety of guests, vendors, neighboring properties, and the estate itself: Open flames are prohibited unless specifically approved by WedStay. Examples include, but are not limited to:
- Candles
- Torches
- Fire pits
- Sparklers
- Fireworks
- Pyrotechnics
- Open-flame cooking equipment
- Portable fire features
- Decorative flame installations
Approval requirements may vary based on property conditions, local regulations, weather conditions, and fire risk levels.
Unauthorized use of open flames, fireworks, pyrotechnics, or other prohibited equipment may result in immediate removal from the property and liability for any resulting damages.
Noise & Event Timing
Many WedStay properties are located in residential or rural communities. Unless otherwise specifically outlined by WedStay, quiet hours begin at 10:00 PM. Please respect all:
- Approved setup times
- Event timelines
- Breakdown schedules
- Quiet hour requirements
- Property-specific restrictions
Property-specific instructions provided by WedStay will always supersede general guidelines.
Vendor Conduct Expectations
We ask all vendors and vendor teams to:
- Conduct themselves professionally at all times
- Treat guests, neighbors, and fellow vendors respectfully
- Follow all local laws and regulations
- Maintain a safe work environment
- Promptly address any issues that arise during service
- Follow all instructions provided by WedStay staff
Trash & Cleanup
Vendors are responsible for removing all materials, packaging, equipment, and debris associated with their services unless otherwise arranged.
Please leave all service areas in the same or better condition than they were found.
Frequently Asked Questions
We appreciate your partnership and the important role you play in creating exceptional wedding weekend experiences.
Thank you for helping us care for these beautiful private estates while delivering unforgettable celebrations for our couples and guests.