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Catering Agreement This Catering Agreement (hereinafter “Agreement”) is entered into this _____ day of ________, 201__ by and between The Board of Regents of the University System of Georgia by and on behalf of the University of Georgia State Botanical Garden, a unit of Public Service and Outreach (also referred to as “SBG” herein) and ______________________ (hereinafter “Caterer”). SBG has entered into a separate agreement with Renter for an event at which Caterer wishes to utilize SBG property and equipment for the purpose of catering the event. In consideration for use of SBG premises, Caterer hereby agrees as follows: 1. Cleaning and Use of the Facilities. Caterer agrees to follow SBG setup and cleaning guidelines(attached) as well as any specific requirements reasonably requested by SBG at the time of the event to ensure that the Facilities are left in the same or better condition as prior to use. The Garden staff retains the authority to eject or cause to be ejected from its premises any person or persons it deems necessary for lewd or indecent actions, fighting, intoxication, loud or abusive language, or other conduct that is offensive, disruptive or otherwise objectionable. 2. Catering Fees. a. Security Deposit. Caterer agrees to submit a $300 security deposit for each catered event. If there are no damages, fines, or other incurred costs by SBG, the security deposit will be refunded once settlement of catering surcharge has been completed. A standing deposit may be left on file with SBG. b. Catering Surcharge. Caterer agrees to, within thirty (30) days after the rental event, provide a catering surcharge payment to The State Botanical Garden of Georgia along with a copy of the renter’s invoice. Surcharge is based on the food/beverage cost of the event, and the rate is 15% for the Day Chapel and Terrace Room, which each have full-catering kitchens, and 10% for the Visitor’s Center, Callaway Building, and Gardenside Room which offer limited catering features. The surcharge was instituted in January, 2008, in lieu of an across-the-board rental fee increase, and was imposed to off-set rental related expenses, building maintenance, and equipment depreciation incurred in hosting catered events. c. Payments should be mailed or hand-delivered to: Shené Stroud, SBG Business Manager 2450 South Milledge Avenue Athens, GA 30605 3. Policies. Caterer agrees to abide by University of Georgia regulations and policies as well as all applicable laws relating to the use of SBG facilities, including, but not limited to: a. UGA’s Non-Discrimination and Anti-Harassment Policy (https://eoo.uga.edu/); b. Any alcoholic beverages must be served in strict compliance with University of Georgia Alcohol Beverage Policy and applicable Georgia laws; c. The University of Georgia is a tobacco-free campus. Tobacco use is prohibited in all areas, including outdoor areas, of the State Botanical Garden (http://uga.edu/tobacco-free/); and d. Weapons are prohibited on the University of Georgia campus pursuant to Georgia law (O.C.G.A. 16-11127.1.). 4. Personal Property. The State Botanical Garden of Georgia, the University of Georgia, and The Garden Club of Georgia are not responsible for any loss, theft, or damage of personal property. All personal property used or stored at the SBG shall be at the sole risk and responsibility of its owner.


2 5. Indemnity. Caterer shall indemnify and hold harmless the State Botanical Garden of Georgia, the University of Georgia, the Board of Regents of the University System of Georgia and its employees and agents (hereinafter the “Indemnitees”) from and against any and all liability or loss due to death or personal injury to any person, or from damage to the property of either the Indemnitees or any other person or corporation arising from or out of the Caterer’s temporary occupancy and/or use of the facility. 6. Required Documentation. Caterers must provide SBG with the following: e. Hard copies of their business license, proof of insurance and health permit. We require this to ensure that all caterers doing business at SBG are licensed with adequate insurance and that they provide safe food preparation standards for guests. In addition, f. Five letters of recommendation and updated contact information including phone number and email or website. 7. Contact Information. Caterer must keep SBG updated on Caterer’s contact information and website links. The following individual(s) will serve as the on-site representative(s) and contact person for the Caterer on the day of the event: Name(s): ______________________________________________ Number:

______________________________________________

8. No Assignment. This Agreement may not be assigned, transferred, or sublet in whole or in part. Violations of University policies or any requirements under this Agreement may result in forfeiture of the security deposit and other penalties. The Caterer is responsible for ensuring that any person or company they sub-contract with as part of their event including caterers, florists, photographers, musicians, rental equipment companies, event planners, and others, follow all University policies and requirements under this Agreement. Agreed to by: The Board of Regents of the University System of Georgia by and on behalf of The University of Georgia State Botanical Garden of Georgia

<CATERER’S NAME HERE>

(Name – Authorized Official)

Date

Title

Date

***Sign and return this Agreement to the Rental Office with the required documentation: SBG Rental Office Phone: (706) 542-6467 Fax: (706) 542-3826 Email: sbgrent@uga.edu


ALCOHOL BEVERAGE POLICY The following guidelines have been adopted to govern events where alcoholic beverages are served or provided on University of Georgia property. These guidelines apply to all events at The State Botanical Garden of Georgia regardless of whether the event is sponsored by a University unit, external entity, or private individual. Strict observance to these guidelines is required. 1. Check Identification. Alcoholic beverages must not be provided or served to persons below the legal drinking age. Therefore, the sponsoring University unit or University official, agent, or employee must check for proper identification before serving any alcoholic beverage and must reject any questionable forms of identification. 2. Refuse to Serve Intoxicated Guests. If a participant or guest appears intoxicated, the sponsoring University unit or University official, agent, or employee must not serve any additional alcohol to that person. Furthermore, a reasonable effort should be made to arrange a safe trip home. 3. Provide Non-Alcoholic Beverages. The sponsoring University unit or University official, agents, or employee should provide plenty of non-alcoholic beverages so as to avoid the problem of â&#x20AC;&#x153;forcingâ&#x20AC;? guests to drink alcoholic beverages because there is nothing else to drink. There needs to be parity between the quantity and variety of nonalcoholic beverages. 4. Serve Food. When alcohol is served or provided at a lunch, dinner, or reception, there needs to be plenty of food available. 5. Do Not Permit Self-Service of Alcoholic Beverages. The sponsoring University unit or University official, agent, or employee should use staff members or hired bartenders to serve alcoholic beverages in order to limit the size and number of drinks being served and to spot those who may be intoxicated. Where the function involves a sit-down meal at which alcohol is served, waiters and waitresses should be instructed to ask before automatically refilling wine or liquor glasses. 6. Restrict Alcoholic Beverages to a Controlled Area. The sponsoring University unit or University official, agent, or employee must take adequate steps to ensure that alcoholic beverages are not allowed outside the predetermined boundaries for the event. All alcoholic beverages should be consumed or disposed of by all guests or participants before they leave the premises. 7. Limit or Eliminate References to Alcoholic Beverages in Advertisements. Advertisements or invitations to University events where alcoholic beverages are being served should emphasize the nature of the event, and not the alcoholic beverages. Keep references to the type and quantity of alcoholic beverages to be served out of promotional materials. 8. Addendum to the UGA policy for the Day Chapel at The State Botanical Garden of Georgia: Only champagne, champagne punch, white wine, and non-alcoholic beverages may be served or consumed in the reception hall and on the garden terrace. No beer bottles, cans, kegs or open-bars are permitted. Absolutely no food or drink is permitted on the sanctuary level. All other University guidelines and restrictions apply. 9. Addendum to the UGA policy for the Callaway Building: No red wine or grape juice may be served in this facility. No food or drink is permitted in the auditorium. All other University guidelines and restrictions apply. 10. Addendum to the UGA policy for The Garden Club of Georgia, Inc: No red wine or grape juice can be served in this facility. Kegs are NOT permitted. Absolutely no food or beverages on the front entrance level. All other University guidelines and restrictions apply.


CHECKLIST FOR DAY CHAPEL Caterers/Clean-up person(s): (Please check yes or no by each item. After completing the form please return it to the Event Staff person on duty. The Event Staff person will initial each section if everything is satisfactory. Remember failure to clean-up will result in the forfeiture of the security deposit.)

SANCTUARY/ENTRANCE FOYER: Yes

No

___

___

___

___

___ ___ ___ ___

___ ___ ___ ___

All decorations including floral arrangements, bows, candles, etc., have been removed from premises. Rental equipment such as kneeling bench, candelabras, floral stands, sound equipment, etc., have been removed from premises. Rugs in entrance foyer, isle runner, and altar have been vacuumed. Wood floors areas between pews and altar have been vacuumed/swept. Trash, including event programs, from pews and other areas have been removed. Closets have been checked for any items left by guests, florist, photographer, etc. EVENT STAFF INITIALS:

Additional comments? ___

Be sure all foyer furniture, phone, SBG guest book, etc., are in place. RECEPTION HALL/DRESSING ROOMS/PASSAGEWAYS: Yes

No

___

___

___

___

___ ___ ___ ___

___ ___ ___ ___

All SBG tables and chairs have been stacked neatly on carts and returned to designated areas in the storage room. Trash receptacles have been emptied and trash bags have been replaced (including restrooms). Trash has been removed from premises and placed in dumpsters. Carpet in reception hall, hallways, and dressing areas have been vacuumed. Garment bags, hangers, etc., have been removed from dressing rooms. Counter tops in dressing areas have been cleaned and chairs have been returned to their proper place. EVENT STAFF INITIALS:

Additional comments? ___

KITCHEN: Yes

No

___ ___ ___ ___

___ ___ ___ ___

___ ___

___ ___

Catering equipment and/or rental items used for event have been removed. Sinks, counter tops, and any spills in oven, microwave, warmer, etc., have been cleaned. Floor has been swept and mopped. Supplies, food, beverages (including items in refrigerator, freezer, warmer, etc.) have been removed. Appliances have been turned off and the dishwasher drain trap has been cleaned. Trash* has been removed from premises. EVENT STAFF INITIALS:

Additional comments? ___


OUTDOOR PATIO/ENTRANCE: Yes

No

___ ___ ___

___ ___ ___

Trash*from outdoor areas used has been removed. Signage, bows, etc., from grounds has been removed. Any decorations (toilet tissue, crepe paper, cans, silly string, etc.) that dropped from departure vehicles in the parking lots and exit drive from building to main highway has been removed. EVENT STAFF INITIALS:

Additional comments? ___

Miscellaneous:  All equipment (chairs, tables, tents, etc.) leased from an outside vendor must be removed immediately after event. No overnight storage allowed. *Trash must be deposited in dumpster located in a fenced enclosure on the right-hand side of the Chapel drive exit or taken off site by caterer, cleanup crew, or rental client.

Event Staff’s Signature:

Date:

Rental Client’s Signature:

Date:

ADDITIONAL COMMENTS:


CLEAN-UP CHECKLIST FOR TERRACE ROOM Caterers/Clean-up person(s): (Please check yes or no by each item. After completing the form please return it to the Event Staff person on duty. The Event Staff person will initial each section if everything is satisfactory. Remember failure to clean-up will result in the forfeiture of the security deposit.) ENTRANCE FOYER: Yes

No

___ ___ ___ ___ ___ ___ ___

___ ___ ___ ___ ___ ___ ___

Piano and tables have been checked for condensation from drinks. Rug has been vacuumed and checked for damages. Antique clock, lamps and other furnishings are present and undamaged. Stairs have been swept (as necessary). Trash has been removed from foyer and front sidewalks. Foyer furniture is in place. Elevator has been checked and cleaned (as necessary). EVENT STAFF INITIALS:

Additional comments? ___

RECEPTION HALL/REST ROOMS/PASSAGEWAYS: Yes

No

___

___

___

___

___

___

___ ___

___ ___

___

___

___

___

Rental equipment such as kneeling bench, candelabras, floral stands, sound equipment, etc., have been removed from premises. Remove garment bags, hangers, etc., from restrooms and coat closet and remove any items left by guests, florist, photographer, etc. All decorations including floral arrangements, bows, candles, etc. must be removed from premises. Rug has been vacuumed and checked for damages. GCG tables and chairs have been stacked neatly on carts and returned to designated areas in the storage room. Trash receptacles have been emptied and trash bags haven been replaced including restrooms. Trash has been removed from premises. EVENT STAFF INITIALS:

Additional comments? ___

KITCHEN: Yes

No

___ ___ ___ ___

___ ___ ___ ___

___

___

___

___

Catering equipment and/or rental items used for event have been removed. Sinks, counter tops, and any spills in oven, microwave, warmer, etc., have been cleaned. Floor has been swept and mopped. Supplies, food, beverages (including items in refrigerator, freezer, warmer, etc.) have been removed. Appliances have been turned off and the dishwasher drain trap has been cleaned. Water has been completely drained from the dishwasher. Trash* has been removed from premises. EVENT STAFF INITIALS:

Additional comments? ___


OUTDOOR PATIO/ENTRANCE: Yes No ___ ___ ___

___ ___ ___

Trash* from outdoor areas used has been removed. Signage, bows, etc., from grounds has been removed. Any decorations (toilet tissue, crepe paper, cans, silly string, etc.) that dropped from departure vehicles in the parking lots and exit drive from building to main highway has been removed. EVENT STAFF INITIALS:

Additional comments? ___

Miscellaneous:  All equipment (chairs, tables, tents, etc.) leased from an outside vendor must be removed immediately after event. No overnight storage allowed. *Trash must be deposited in dumpster located in a fenced enclosure on the right-hand side of the Chapel drive exit or taken off site by caterer, cleanup crew, or rental client.

Event Staff’s Signature:

Date:

Rental Client’s Signature:

Date:

ADDITIONAL COMMENTS:


CLEAN-UP CHECKLIST FOR VISITOR CENTER Caterers/Clean-up person(s): (Please check yes or no by each item. After completing the form please return it to the Event Staff person on duty. The Event Staff person will initial each section if everything is satisfactory. Remember failure to clean-up will result in the forfeiture of the security deposit.) GREAT ROOM: Yes

No

___

___

___

___

___ ___ ___ ___ ___ ___

___ ___ ___ ___ ___ ___

___

___

Decorations including floral arrangements, bows, candles, etc. have been removed from premises. Rental equipment such as kneeling bench, candelabras, floral stands, sound equipment, etc., have been removed from premises. All catering equipment and supplies must be removed from premises. Floor areas in the great room have been swept and mopped. Any benches or moved plants have been moved back to their original positions. Path to restaurant and path on bridge have been checked and cleaned as necessary. SBG tables and chairs have been stacked neatly on carts and returned to designated areas. Trash receptacles have been emptied and trash bags have been replaced (including restrooms). Trash has been removed from premises. EVENT STAFF INITIALS:

Additional comments? ___

FRONT PATIO AND ENTRANCE AREA: Yes

No

___ ___ ___ ___

___ ___ ___ ___

Debris, bottles, trash, etc. have been removed from front patio and circular drive. Fountain should be checked. Rugs in gallery area have been checked and vacuumed Decorations (toilet tissue, crepe paper, cans, silly string, etc.) that drop from departure vehicles have been removed from grounds, including parking lots and exit drive from building to main highway. EVENT STAFF INITIALS:

Additional comments? ___

VENDOR AREA/STORAGE ROOM: Yes

No

___ ___ ___

___ ___ ___

Return tables and chairs properly to storage room Sweep and mop the floor. Clean sink area and counter top. EVENT STAFF INITIALS:

Additional comments? ___


BACK PATIO: Yes

No

___ ___

___ ___

___ ___

___ ___

Trash*from outdoor areas has been removed. Signage, bows, etc., from grounds have been removed. Kugel Fountain area has been checked for trash. Check for trash left on the patio or in the parking area. Plant beds have been checked for ice. EVENT STAFF INITIALS:

Additional comments? ___

Miscellaneous:  All equipment (chairs, tables, tents, etc.) leased from an outside vendor must be removed immediately after event. No overnight storage allowed. *Trash must be deposited in dumpster located in a fenced enclosure on the right-hand side of the Chapel drive exit or taken off site by caterer, cleanup crew, or rental client.

Event Staff’s Signature:

Date:

Rental Client’s Signature:

Date:

ADDITIONAL COMMENTS:


CLEAN UP AND DAMAGES Administration

Gardenside

Other

Please check one: The renter is responsible for clean-up and the cost of any damages that may occur during use of the facilities. The renter must be present during the function and make sure that the premises are left clean and undamaged after use. After the event, the renter/persons handling clean up must sign and return the clean-up/damage report to the event staff on duty to insure a full security deposit refund. Failure to comply with these requirements will result in forfeiture of security deposit. CHECKLIST: List is not exclusive. Yes

No

___ ___ ___ ___

___ ___ ___ ___

___ ___ ___ ___ ___ ___

___ ___ ___ ___ ___ ___

Return State Botanical Garden tables and chairs to the carts in the storage area. Remove any decorations and/or rental equipment. Clean counter/table tops. Clean sinks, oven, warmer, dishwasher, and any other equipment used during the event. Remove trash from any outdoor area used by the event. Empty trash receptacles and replace trash bags. Take trash to dumpster. Mop floors used. Vacuum carpets and/or rugs. Make certain dishwasher racks remain in machine after clean up. Remove any signs and/or balloons from the premises.

Event Staffâ&#x20AC;&#x2122;s Signature:

Date:

Rental Clientâ&#x20AC;&#x2122;s Signature:

Date:

ADDITIONAL COMMENTS:

Catering Packet  

For Caterers. This is a sample contract. An official contract may only be presented to a renter directly from the State Botanical Garden of...

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