Frequently Asked Questions
I would like to come in a view the venue, do I need an appointment to do so?
Yes, it is always required that you have an appointment with us ahead of time. If you have already booked with us and want to come in to view a wedding setup, we will still be the ones to reach out to you and set a time for you to come in. Please give us a call at 585-454-9917 and we will get you in as soon as possible, or fill out our submission form here!
How many people can The Arbor Loft & Arbor at the Port accommodate?
Both spaces can comfortably seat 250 including areas for dance floor and food stations. If you’re planning a cocktail style event, the space can accommodate upwards of 350 guests!
Do you host ceremonies in the space?
Yes! We love to host ceremonies and they are complimentary when you book your reception with us! For an additional charge, our team will even take charge of your ceremony timeline and processions. In addition, there is no additional cost for rehearsals in the space, as long as it fits into normal business hours.
Here are the styles in which you can have your ceremony set up.
*Photos below are from ceremonies at Arbor Loft
Your ceremony rehearsal will be planned a month in advance according to our current event schedule.
*we will personally be in touch with all couples to discuss availability for rehearsals.
Can I host just my ceremony in the space?
No, we require that ceremony and reception be held in the space at the same time.
Is there a cake cutting fee?
No, there is no cake cutting fee. However, all desserts must be provided by a licensed bakery.
When do I have access to the space on our wedding?
You are able to get into the space as early as 12:00 pm the day of for decorating if you have rented out the space for the entire day. However, it is possible to have access to the space earlier than 12:00 pm with approval from your event planner.
When do I have access to the space for my corporate/fundraising event?
That timeline is discussed with the event planner hosting your event. If you are already renting the space on a per hour basis, the time you come in to set up will have to be accounted for in your overall rental space fee.
What is included when I rent the space?
We have the following on site and at your disposal for your event:
60 inch round tables (seats 8-10 each), silverware, glassware, china, dessert table, gift table, and appetizer table. We do not provide chairs or linens but we do organize renting them from our preferred vendors, McCarthy Tents & Events and Morgan Linens to ease the planning process for our guests.
Extra rentals for an added fee include: AV services, bistro lighting, podium.
What assistance is included for setup?
Our team will set up table, chairs, linens, glassware, china and flatware according to the floor plan already created with you during the planning stages of your event.
Decor setup that is included in your rental fee include:
Directing florists as to where to place centerpieces; placing centerpieces on tables
Setting up pre-alphabetized name cards
Simple setup of memory table/dessert table/guest book table (anything that has to be assembled, hung or decorated will not be managed by our team)
**you are allowed to hang items from the ceiling with permission from your event coordinator. Drilling, taping, or using command strips on our walls is prohibited**
Any other decor assistance we recommend looking into our various wedding packages which are available to ensure personal vision is not thrown off. Having a personal coordinator involved in all steps helps to make certain of that.
Where do my guests park during the event?
At the Arbor Loft:
We have ample parking at various locations around The Arbor Loft and in the Hart's Grocers lot. PLEASE contact your event coordinator about parking guidelines. Since the Inner Loop is still under major construction, we highly recommend parties over 75 guests to incorporate valet services. We can take care of handling the communication and timeline with our exclusive valet company, Lakeview Valet.
At Arbor at the Port:
There is amble parking at the Port of Rochester! All lots are owned by Monroe County and the City of Rochester and are under 24 hour surveillance.
When can my vendors get in the space day of?
Your vendors are advised to arrive a few hours prior to the start of your event. You will be in charge of communicating to them after speaking with us on arrival times so we can ensure one of our staff members will be on location to unlock.
*Vendors are responsible for bringing any outside items out with them. If anything is left behind it is the vendor’s responsibility or your own to return items to the proper place.
Do you accept outside caterers besides your preferred listed options?
Yes, we do as long as they are a licensed caterer.. We ask to have a meeting with them beforehand about our set administration fees as well as bringing them in for a walk through of the space prior to your event. An hourly staffing rate includes set up, break down, clean up, security, staffing and organizing your event in its entirety. We do not provide hot boxes, serving utensils and/or chaffing dishes. The caterer is responsible for providing that miscellaneous equipment.
Can I bring in my own alcohol?
No, the only exception to bringing in your own alcohol is if you are a non profit organization who is having it donated. There is a $250.00 corkage fee in that case. There are $2,000.00 minimums at the bar on all weekend events.
Can I drop off items the day before my event?
You can drop off items and keep them in our locked storage room for a $75 fee. Please contact your event coordinator for more details regarding where you may store your things.
When do you need final guest counts for our wedding?
We need a total count for guests two weeks before your wedding date.
When do you need final payment for our wedding?
We need your final payment in hand two weeks before your wedding date.
When can I pick up items from my event?
We prefer to have all things picked up directly after your event; however, you're more than welcome to grab your things from the Arbor Loft during business hours, Tuesday-Saturday between 10 a.m.-5 p.m.
What forms of payment do you accept?
We can accept cash or check.