Avalon Legacy Ranch Catering Guidelines and Agreement

The following guidelines have been written to provide the best possible experience for our couples and their wedding guests. Sign below to acknowledge your agreement. If you have any questions about our facility, we are more than happy to schedule a time for you to come to Avalon Legacy Ranch to tour your working area. Copy and paste this form back to us at [email protected]

All Caterers must be insured and send documentation to venue and must be dressed professionally in black attire. 

Parking 

1. We have designated parking areas for caterers and staff.
2. You may pull your vehicles up for unloading. They must be moved no later than an hour prior to ceremony start time to the designated parking area. Exceptions to this are vehicles holding cooking apparatuses. They may be pulled over to the side of the venue in the designated area and room for a golf cart to pass through must be provided.

Set Up 

1. The venue must be completely cleared of any extraneous containers 1 hour before the wedding begins. This includes the kitchen, dining room and bar area. This is not negotiable. 
2. If your setup leaves dust/dirt/mud on the floor, you must mop the affected areas. 
3. If you have unsightly items that you must keep out during the event, (ex.: white cooler) it must be covered with a linen. Coolers must be kept out of areas visible to the guests. A small cooler will fit in the bar. If coolers are necessary outside they need to be covered and may not be placed on the historic wood floors. 
4. Any items that you cannot store in the catering room must be taken back to your vehicle. 
5. Any cooler or container that is leaking in must be taken outside immediately. 
6. Any ice spilled must be picked up immediately. 
7. FIRE CODE – As per the Fire Marshall, we must be able to walk through every room. 
8. All tables must be covered with a linen. This includes bussing and drink tables. 
9. ALR Staff is doing parking the hour before the event. If you have questions, see us before then. 
10. If a venue staff member tells you a pattern flow will not work, then you need to change it. We are always happy to meet before the event to discuss this. Please let us know a day and time that works best for a walkthrough! 
11. You cannot cook on our grass or dump anything on grass – especially ICE.
     

Kitchen 

1. We do not have any kitchen items for use. 
2. Stovetop and Oven are not functioning and are not available for use. The gas is capped off and it is against code to cook inside our building. 
3. None of our utensils are here for use. If you have an emergency, let us know. 
4. You are responsible for all trash. If there are boxes – you will need to break them down before putting them in the dumpster. Most of the time we have room in our dumpster for trash. If your wedding is on a Sunday, you should plan to take your trash. 
5. The bride’s contract includes hot meals for 3 staff for weddings under 100. 4 staff for weddings over 100. 
6. If you run out of food for the wedding, you will move to our “Disavowed Caterers List”. If this is a mistake on the part of the bride and groom, and they have 20 extra guests, you have no liability. 
7. DO NOT DUMP ICE OUT ON OUR GRASS. THERE IS A $500 fine for ANY ICE piles found on any of our landscaping. Please send confirmation that you understand this. 
8. The kitchen is used strictly for cold prep and minor water usage. Minor water usage is defined as refilling a drink dispenser or brief rinsing. 

9. Do not use the garbage disposal in the sink. We are not a commercial kitchen and it cannot handle commercial usage. If the sink becomes stopped up due to food clogs, catering is responsible for any damages and repairs. Please communicate this to wait staff and bussers. 

Clean Up 

Caterer is responsible for doing all bussing and carrying trash to the dumpster. You are responsible to discuss with the bride any extra fees associated with this. If our dumpster is full – you will need to take your trash. 

1. Sunday weddings may need to haul trash off the property. 
2. The custodial closet is located behind the bar. Please sweep and spot mop the floors and wipe down the counter, sink and all equipment. Stovetop must be cleaned of any crumbs or spillage.

Damages 

1. Catering Company will be responsible for financial retribution for any damage or losses caused by them. 

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Wedding date and Couples Names

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Caterer Signature, Date and Company Name 

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Caterer Phone and Email