AVALON LEGACY RANCH

CATERING GUIDELINES

These guidelines have been written to provide the best possible experience for the hosts and their guests. Please review the guidelines carefully and sign below to acknowledge your agreement.

ALL CATERERS WHO HAVE NOT PREVIOUSLY WORKED AT AVALON LEGACY RANCH ARE REQUIRED TO COMPLETE AN ON-SITE WALKTHROUGH PRIOR TO THE EVENT. This walkthrough is required so the Caterer is familiar with the Venue layout, catering and service areas, loading and unloading locations, parking, kitchen facilities, outside setup areas, and Venue requirements before the wedding day.

The walkthrough must be scheduled and completed in advance of the Event and may not be completed for the first time on the wedding day.

All Caterers and Bar Service Providers must be properly licensed and insured and must provide the required documentation to Avalon Legacy Ranch. All catering and service staff must be professionally dressed in black attire.

PARKING

1. We have designated parking areas for caterers and catering staff. Please ask Venue Staff where to park when you arrive.

2. Catering vehicles may pull up to the designated area for unloading. All vehicles must be moved to the designated parking area no later than one hour prior to the ceremony start time.

SET UP

During wedding – loud voices and noises carry to the chapel. Please be mindful and keep all talking to a whisper!

1. OUTSIDE AREA: Caterers may continue actively setting up and preparing the outside catering area until the wedding begins. However, because this area may be visible to guests, it must remain clean, organized, pristine, and professional in appearance at all times.

All catering and work tables must be covered with black tablecloths, and any containers or supplies stored underneath the tables must be completely concealed from guest view.

Ice chests, coolers, boxes, crates, stacks of catering supplies, extra equipment, and other storage items may not be left sitting around the outside catering area. These items must remain in the Caterer’s vehicle until they are needed or be neatly stored and completely concealed underneath a table.

The area surrounding the catering setup must remain free of boxes, trash, packaging, spilled food or beverages, loose supplies, and unnecessary equipment. Even while setup is still in progress, the outside catering area must be maintained in a manner that is appropriate for a wedding and professional in appearance.

2. INSIDE AREA: The Venue must be completely cleared of all extraneous containers, boxes, coolers, and other unnecessary items one hour before the wedding begins. This includes the kitchen, dining room, and bar area. This is not negotiable.

3. If your setup leaves dust, dirt, mud, water, or other debris on the floor, you must mop or clean the affected areas.

4. Unsightly items that must remain out during the Event, such as white coolers and catering supplies, must be covered or completely concealed from guest view. All catering tables must be covered with a linen. A small cooler will fit in the bar. If coolers are necessary outside, they must be covered.

5. Any items that cannot be stored in the catering room must be returned to your vehicle.

6. Any cooler or container that is leaking must be taken outside immediately.

7. Any spilled ice must be picked up immediately.

8. FIRE CODE — We must be able to walk through EVERY ROOM. Doorways, exits, hallways, and necessary walkways may not be blocked.

9. All tables must be covered with a linen. This includes bussing tables and drink tables.

10. Venue Staff is handling parking during the hour immediately before the Event. If you have questions or need assistance with your setup, please see us before that time whenever possible.

11. If a Venue Staff member determines that a proposed setup, traffic pattern, or flow will not work, it must be changed as directed.

12. You may not cook on the grass or dump anything onto the grass or landscaping — especially ICE.

KITCHEN

1. Avalon Legacy Ranch does not provide kitchen items or equipment for catering use.

2. ALR utensils are not available for catering use. If you have an emergency, please speak with Venue Staff.

3. The Caterer is responsible for all catering-related trash. All boxes must be broken down before being placed in the dumpster. Most of the time, we have sufficient room in our dumpster; however, dumpster space is not guaranteed. If your Event is on a Sunday, you should plan to remove your trash from the property.

4. VENDOR MEALS: The bride’s contract includes hot meals for ALR Staff as follows:

• Weddings under 100 guests: 3 hot meals
• Weddings over 100 guests: 4 hot meals

5. FOOD QUANTITIES: If the Caterer runs out of food during the wedding, the Caterer will be moved to Avalon Legacy Ranch’s “Disavowed Caterers List.”

If the food shortage results from circumstances caused by the bride and groom — for example, if 20 additional guests attend beyond the number provided to the Caterer — the Caterer will have no liability for the resulting shortage.

6. ICE — IMPORTANT: DO NOT DUMP ICE ON OUR GRASS OR LANDSCAPING.

There is a $500 fine for ANY piles of ice found on the grass or landscaping.

The Caterer must confirm that this requirement has been understood and communicated to all catering staff.

7. If the kitchen is used strictly for cold preparation and minor water usage, there is no kitchen-use fee. Minor water usage is defined as activities such as refilling a drink dispenser or briefly rinsing an item.

Full kitchen usage must be determined and approved prior to the wedding day. This cannot be a last-minute decision.

8. GARBAGE DISPOSAL: Do not use the garbage disposal in the sink. Avalon Legacy Ranch is not a commercial kitchen, and the disposal and plumbing cannot accommodate commercial usage.

If the sink or plumbing becomes clogged because food or other materials were placed into the drain, the Catering Company will be responsible for resulting damages and repair costs.

The Caterer is responsible for communicating this requirement to all waitstaff, servers, and bussers.

CLEAN UP & BUSSING

The Caterer is responsible for all bussing and carrying catering-related trash to the dumpster. The Caterer is responsible for discussing with the bride and groom any additional fees associated with providing these services.

Avalon Legacy Ranch requires bussing service through the end of the Event.

If the Caterer will not provide bussing through the end of the Event, the Caterer must inform the bride and groom, Wedding Planner/Coordinator, and Avalon Legacy Ranch BEFORE the Client signs the catering contract.

If the Venue dumpster is full, the Caterer is responsible for removing its trash from the property.

1. Sunday weddings may require the Caterer to haul catering-related trash off the property.

2. The custodial closet is located behind the bar. Catering staff must sweep and spot-mop affected floors and wipe down the counters, sink, and equipment used by the Caterer. The stovetop must be cleaned of all crumbs, food, grease, and spills.

DAMAGES / INSURANCE

1. DAMAGES: The Catering Company is financially responsible for any damage or loss caused by the Catering Company or its employees, staff, servers, bussers, contractors, equipment, or operations while on Avalon Legacy Ranch property.

2. INSURANCE: The Caterer must provide a current Certificate of Insurance (COI) at the time this Catering Guidelines form is submitted to Avalon Legacy Ranch. The policy must provide a minimum of $1,000,000 in liability coverage and must name Avalon Legacy Ranch as an Additional Insured.

The completed COI must accompany this signed form. This form will not be considered complete until the required Certificate of Insurance has been received by Avalon Legacy Ranch.

ACKNOWLEDGMENT

By signing below, the Caterer acknowledges that these Catering Guidelines have been reviewed and understood and agrees to comply with them.

The Caterer is responsible for communicating these requirements to all catering staff, waitstaff, servers, bussers, contractors, and other personnel working the Event on behalf of the Catering Company.

Date of Catering Walkthrough: ___________________________________________

Caterer Signature: _____________________________________________________

Catering Company: ____________________________________________________

Todays Date: __________________________________________________________

EVENT INFORMATION

Client Name(s): ________________________________________________________

Coordinator Name: _____________________________________________________

Date of Event: _________________________________________________________

Copy and paste this form back to us at [email protected]