Vendor Packet

Vendor Agreement

This Vendor 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 “Vendor”).

SBG has entered into a separate agreement with Renter for an event at which Vendor wishes provide services, which may include occuping SBG space and utilizing SBG property and equipment as permitted. In consideration for use of SBG premises, Vendor hereby agrees as follows: 1.

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Vendor 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 (Exhibit A); 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) Possession of weapons on the University of Georgia campus is governed by Georgia law O.C.G.A. 16-11-127.1. Additional information may be found at: https://www.police.uga.edu/crime-stats/weapons-on-campus-info-2.

Vendor agrees to follow SBG policies, rules, and regulations, both as set forth in the agreement signed by the rental client and as provided to the Vendor by SBG, including, but not limited to the following: a) Setup, including deliveries, may not begin before the reservation time. The building must be clean and empty before the reservation time ends. All equipment/deliveries should be picked up immediately following the event. b) All sidewalks, doors, aisles, passages, and ways of public utilities of the premises, including fire extinguishers, must be kept unobstructed. c) Materials may not be taped, pinned, nailed or tacked to walls. Containers used for floral arrangements and other decorations must have protective mats/felt bottoms when placed on furnishings, finished surfaces, etc. d) Fresh or dried rose petals, birdseed, rice, glitter, confetti, or similar materials may not be thrown or scattered anywhere in the building or on the grounds. e) Butterflies, birds, and other living organisms may not be released indoors. Outdoor releases must be preapproved. f) Helium filled balloons, artificial smoke, fog, and bubble machines are prohibited. g) With the exception of candles allowed indoors at certain SBG facilities, open flames and fireworks of any kind (including sparklers) are strictly prohibited. All indoor candle must be in a votive. Vendor will be held liable for any violation of this provision and for any subsequent property damage. h) Residential neighborhoods are located nearby the Garden; sound volume shall be moderated. i) 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.

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.

Indemnity. The vendor indemnifies and holds harmless the Board of Regents of the University System of Georgia, the University of Georgia, and the State of Georgia and all of their respective officers, members, employees and directors (hereinafter collectively referred to as the "Indemnitees") from and against any and all claims, demands, liabilities, losses, costs or expenses, including attorneys' fees, due to liability to a third party or parties, for any loss due to bodily injury (including death), personal injury, and property damage arising out of or resulting from this Agreement or any act or omission on the part of the vendor, its invitees, agents, employees or others working or enjoying the Licensed Premises on behalf of the vendor, or due to any breach of this Agreement by the vendor, or due to the application or violation of any pertinent Federal, State or local law, rule or regulation.

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This indemnification extends to the successors and assigns of the vendor. This indemnification obligation survives the termination of the contract and the dissolution or, to the extent allowed by law, the bankruptcy of the vendor. If and to the extent such damage or loss (including costs and expenses) as covered by this indemnification is paid by the State Tort Claims Trust Fund, the State Authority Liability Trust Fund, the State Employee Broad Form Liability Fund, the State Insurance and Hazard Reserve Fund, and other self-insured funds (all such funds hereinafter collectively referred to as the “Funds”) established and maintained by the State of Georgia Department of Administrative Services Risk Management Division, the vendor shall reimburse the Funds for such monies paid out by the Funds.

Programs Serving Minors. The vendor shall, if use of the Licensed Premises provides for the care, custody, or control of minors, take precautions to assure the safety and well-being of minors, and to release the Indemnitees from any liability in conjunction with the use of the Licensed Premises. The vendor by its signature herein acknowledges receipt of a copy of and compliance with such policy, as set forth on Exhibit C. Site Visits. Site visits for planning purposes may be coordinated in advance with the SBG Rental Office upon a minimum a twoday notice and subject to SBG’s other obligations and rentals.

Contact Information. Vendor must keep SBG updated on Vendor’s contact information and website links. The following individual(s) will serve as the on-site representative(s) and contact person for the Vendor on the day of the event: Name(s):

______________________________________________

Number:

______________________________________________

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 Vendor 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

<VENDOR’S NAME HERE>

(Name – Authorized Official) Date Title

Date

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

EXHIBIT A 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.

EXHIBIT C PROGRAMS SERVING MINORS 1.

Institutional Policy. If Permit Holder operates a program or activity that provides for the care, custody, or control of minors, Permit Holder shall be governed by and comply with all requirements of the Institutionâ&#x20AC;&#x2122;s Policy for Programs and Activities Serving Minors. Such requirements include but are not necessarily limited to those listed below.

2.

Duty of Care. Permit Holder shall operate such program/activity in a reasonably safe manner.

3.

Forms. Permit Holder shall use all appropriate forms related the operation of the program/activity, which may include but are not necessarily limited to the following forms: parental consent, participant conduct agreement, medical information and release, medical treatment authorization, medical authorization to administer medication, media release, pickup authorization, and others.

4.

Code of Conduct. Permit Holder shall require program/activity staff, including volunteers, to abide by a staff code of conduct.

5.

Criminal Background Checks. Permit Holder shall properly screen and conduct criminal history background checks, including screening via the National Sex Offender Registry, on all employees, volunteers, counselors, chaperones and others who are reasonably anticipated to have direct contact or interaction minor participants. Permit Holder shall certify that that the background checks will, at a minimum, satisfy the requirements of the Institutionâ&#x20AC;&#x2122;s Human Resources Administrative Practice Manual (HRAP). Permit Holder shall notify and require all individuals who have undergone a background check to self-report any arrest, charge, or criminal conviction occurring after the date of the background check to the Permit Holder prior to returning to a Program/Activity. Personnel in charge of screening volunteers should be aware of the inherent limitations of background checks and should seek to utilize other screening methods, when possible, in addition to background checks to include in-person interviews and reference checks. Permit Holder shall, prior to the beginning of the Time of Use, provide to the Institution a certification that it has performed background checks in a manner consistent with the requirements above.

7.

Supervision. Every minor participant must be properly supervised at all times while participating in the program/activity. Permit Holder certifies that there will be appropriate supervision and that there will be an appropriate participant-to-supervisor ratio, which may vary depending on the age of the participants, the nature of the activity, and whether the program has an overnight component. Please refer to the American Camp Association guidelines for supervision ratios (www.acacamps.org).

8.

Training. Permit Holder shall provide training to all program/activity staff and volunteers assisting with the program/activity that addresses mandatory reporting requirements, appropriate contact with minors, safety and security procedures, and response protocols for injury / illness, staff misconduct, and participant misconduct.

9.

Safety and Security. Permit Holder agrees to ensure the safety and protection of program participants and to establish protocols for reporting injuries, staff misconduct, participant misconduct, and procedures for secure pickup and drop-off of program participants. Permit Holder agrees to establish security measures (e.g., where to meet and where to go if lost, responses and protocols for weather alerts, accidents, missing persons, etc.), and to communicate those measures to program participants and parents/guardians.

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Reporting Obligations. Criminal activity should be reported immediately to the University of Georgia Police Department (UGAPD): 911(emergency) or 706-542-2200. Campus law enforcement professionals can assess the situation and determine what other notifications or actions, if any, is necessary.

11.

Known or Suspected Abuse or Neglect of Minors. If Permit Holder and/or any of its employees, volunteers, or other agents or any other authorized adult present at the program/activity know, suspect, or receive information providing reasonable cause to believe that a minor has been abused or neglected, or if Permit Holder or such other individuals have other concerns regarding a minor’s safety, Permit Holder or such other individual must report the situation immediately to the UGAPD and to the Georgia Department of Human Services (and/or the Division of Children and Family Services) by calling 911(emergency) or 706-542-2200, and 1-855-GACHILD (422-4453), as required by Georgia law. Permit Holder hereby acknowledges its understanding of this reporting requirement for known or suspected abuse or neglect of minors.

12.

Registration. Permit Holder shall register its program/activity with the Minors on Campus Inventory.

13.

Responsibility. Permit Holder is responsible for reviewing and understanding all of the requirements of the Institution’s Policy for Programs and Activities Serving Minors. Failure to abide by Institution’s Policy may result in revocation of the Permit and/or a potential barring from future use of Institution’s facilities as determined by Institution in its sole discretion.

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

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___

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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

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___

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___ ___ ___ ___ ___

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

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___ ___ ___ ___ ___ ___

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

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___ ___ ___

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

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___ ___ ___ ___ ___ ___ ___

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

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___

___

___ ___ ___

___ ___ ___

___ ___

___ ___

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

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___ ___

___ ___ ___ ___ ___ ___ ___

___ ___ ___ ___ ___ ___ ___

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

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___ ___ ___ ___

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

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___ ___ ___

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

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___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___

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: