Deerwoode Reserve Vendor Terms

FOR FULL VENDOR TERMS

(FOR DIY GROUPS)

395 Riversedge Rd, Brevard, NC 28712 | 828-201-2615 | Deerwoode.com

All Vendors providing services at Deerwoode Reserve must agree to and abide by the vendor terms. Any exceptions to the listed rules and terms below must have prior written approval. 

Please fill out the following form:

MANAGEMENT SERVICES:

Management (Referred hereinafter as Deerwoode Event Management) will be on-site during events, provide parking assistance, use of golf cart for transportation during events, and ensure the Center is in good working order. Additionally, Management will be available to assist with the set up and take down of Management Property (i.e. tables and chairs) for the  events during the Rental Period: rehearsal dinner; ceremony; cocktail hour and reception; and morning-after brunch. 

Client shall be solely responsible for the set up and take down of any non-Management Property.

There shall be no smoking inside the Center or any other buildings. Smoking is permitted outside in designated areas. Cigarette butts must be properly disposed of in the trash and not left outside.

FOR FULL VENDOR TERMS

(FOR DIY GROUPS)

Catering:

All Caterers must prepare event food in their health department-inspected commercial kitchen, Food Truck or Mobile Cooking Kitchen (The Mayes Event Center  It is a prep kitchen only for staging and

completion of dishes before serving. NO food production may be done in the kitchen). Action Stations must be approved by Venue in advance, and only with induction style cooktops. Caterer must carry workman’s compensation and liability insurance. Proof of insurance and proof of certification under DOH must be provided with signed paperwork prior to the event (preferably before the sixty (60) day meeting, but no later than 30 days prior to your load in). Caterer must have a documented work plan submitted  30 days prior to the event. This document must include staff and set up a plan and clean-up plan to be out of the Event Center  by 11pm. All liabilities and claims that may arise against Deerwoode Reserve from the caterer’s usage are released under the terms of the contract.

Self Catering:

If you choose self-catering you may purchase catering to go service (Catering platters and / or pans) or fully prepared store packaged food. To bring catering to go service or store packaged food, you are also required to hire staffing to manage the food and cleanup of, through and until, the end of the event. (See Outside Staffing Below). A list of approved staffing companies is provided in the Deerwoode approved vendor list.

Caterer Staffing:

All Full Service Caterers are responsible for providing all service staff, kitchen staff, and catering captain. The recommended ratio of service staff is 1 server per 25 guests for a buffet reception, and 2 servers per 25 guests for a plated and served meal. At a minimum, 1 kitchen staff per event is required to ensure that the trash, dishware, and kitchen remain in order during the event. If the Caterer is also providing  bartending staff,  1 bartender is required for every 75 guests. All Bartenders and at least one staff member are required to stay until the conclusion of the event to handle cleanup. If the caterer does not provide this the client is responsible for hiring an additional staff for this purpose.

Outside Staffing:

If a staffing agency is used, the same staffing guidelines as listed above under Caterer Staffing applies. Deerwoode Reserve requires a copy of the agreement with the staffing company. Deerwoode Reserve requires an insurance policy to include workman’s compensation and liability insurance from that staffing agency. The staffing company will need to adhere to this policy in working with the caterer and to sign off on each policy form to have full knowledge of the working policies of Deerwoode Reserve.

Trash Removal: All Trash must be bagged and ready for removal. Clients must place all bags of trash in the service area off of the Catering Kitchen. No food or trash is to be left outside.

Event Setup:

Deerwoode Reserve typically allows 3 hours before an event for catering setup. Your Day of Coordinator is responsible for providing a timeline with a specific schedule of vendor arrivals for the event. Deerwoode Reserve  will set up tables & chairs (Linen is not included in Deerwoode Set up) . The

caterer is responsible for setting up and breaking down plateware, flatware, glassware, and napkins. The caterer is also responsible for setting up and breaking down any additional food and beverage rental items.

Event Service:

Catering or Outside Staffing is responsible for all aspects related to service including bussing dishes and glassware, as well as clearing and disposing of any disposable service ware for the duration of the event, as well as cleaning any major spills in event area(s).

Caterers are typically allotted one hour after the event to clean and load out. Please confirm the time

allotted with the client or planner. If extra time is required, please notify the client, planner, or Deerwoode Reserve. Prior approval is needed as additional fees will apply. Caterer must check out with Deerwoode’s Event Manager  before leaving the event premises.

Caterer is responsible for providing all preparation tools, serving trays, utensils, towels, cleaning supplies, to-go boxes, etc. needed for the event. 

VENDOR TERMS FOR BARTENDING

For events with 50 or more attendees, clients must hire a bartending service to serve any alcohol beverages. If an event has less than 50 attendees and only beer and wine is served, the hiring of a bartender is optional. Management reserves the right to refuse bar service to individual Guests and/or Client, to require individual Guests and/or Client to leave the premises, or to close a bar at any time during the Rental Period, Management determines that an individual is intoxicated, unsafe, or aggressive. Minors are not to be served alcohol under any circumstances.

Client is responsible for obtaining, at Clients sole expense, any required permits or licenses to serve alcohol at any events during the Rental Period. 

The purchasing of alcohol and its service will be handled by a client, a caterer or a bartending service. The Proper North Carolina ABC Event permit is required. A copy of the permit must be submitted to Deerwoode Management no later than 7 days prior to the event.

Bartending Service:

Bartender staffing or catering companies must be fully licensed and insured. The recommended ratio of bartending staff is 1 bartender is required for every 75 guests. 

Deerwoode Reserve requires a copy of the agreement with the bartending company. Deerwoode Reserve requires an insurance policy to include workman’s compensation and liability insurance from the bartending company. The bartending company will need to adhere to this policy in working with the caterer and to sign off on each policy form to have full knowledge of the working policies of Deerwoode Reserve.

By providing bartending services, the bartender is certifying that he/she/they are legally permitted and adequately qualified. Bartenders must not consume any alcoholic beverages while working an event at Deerwoode Reserve. 

Bartender’s prime responsibilities include, but may not be limited to:

• Setup bar including alcohol inventory, placement, serving utensils, and icing beverages.

• Oversee the bar service area at ALL times, unless a substitute is present.

• Survey tables to note any unaccompanied or partial containers of alcohol and notify wait staff.

• Refuse service to any person(s) he/she/they identify as overly intoxicated. Bartender should notify the client or client’s designated representative before exercising this right. Bartender’s decision regarding cessation of service to any client or guest will be regarded as his/her/their professional decision and will be supported by Deerwoode Event Management. Deerwoode Reserve or bartending staff has the right to close the bar down if out of control.

• Notify Deerwoode Event Management of any Alcohol Policy violations by client(s) or guest(s).

• Give the last call 30 minutes prior to the client’s event end time.

• Box all remaining alcohol at the end of the event and present to the client or planner.

Should the bartender fail to fulfill the responsibilities outlined above, Deerwoode Event Management will notify the bartender verbally. If the bartender does not comply, Deerwoode Management will consult with the bartender’s immediate supervisor or the client. If Deewoode Event Management continues to note failure to comply, the caterer or bartender will be removed from Deerwoode Reserves Approved Vendor list. All liabilities arising from the consumption of alcoholic beverages or illegal narcotics on the premises are the responsibility of the client(s). North Carolina State Laws and Federal Laws must be adhered to at all times.

Bartenders must check out with Deerwoode Event Management before leaving event premises.

All Bartenders and at least one staff member are required to stay until the conclusion of the event to handle cleanup. If the caterer / or staffing company does not provide this the client is responsible for hiring an additional staff for this purpose.

Event Setup:

Deerwoode Reserve typically allows 3 hours before an event for catering setup. Your Day of Coordinator is responsible for providing a timeline with a specific schedule of vendor arrivals for the event. Deerwoode Reserve  will set up tables & chairs (Linen is not included in Deerwoode Set up) . The

caterer is responsible for setting up and breaking down plateware, flatware, glassware, and napkins. The caterer is also responsible for setting up and breaking down any additional food and beverage rental items.

Event Service:

Catering or Outside Staffing is responsible for all aspects related to service including bussing dishes and glassware, as well as clearing and disposing of any disposable service ware for the duration of the event, as well as cleaning any major spills in event area(s).

Caterers are typically allotted one hour after the event to clean and load out. Please confirm the time

allotted with the client or planner. If extra time is required, please notify the client, planner, or Deerwoode Reserve. Prior approval is needed as additional fees will apply. Caterer must check out with Deerwoode’s Event Manager  before leaving the event premises.

Caterer is responsible for providing all preparation tools, serving trays, utensils, towels, cleaning supplies, to-go boxes, etc. needed for the event. 

Event Center Kitchen:

The prep kitchen is for your convenience. It is a prep kitchen only for staging and

completion of dishes before serving. NO food production may be done in the kitchen

of The Mayes Event Center. Advance notice is required if you are cooking outside under a Kitchen tent, or if the caterer is using a mobile kitchen. All cooking equipment and tent is the responsibility of the Caterer to provide, set up, clean and take down. The Fire Marshall states that any outside cook tents must be 25 feet away from the building.

Everything you, your vendors, and your guests bring in must be taken out before the end of the contracted time listed in the rental agreement. If it is left, you will be charged a cleanup fee of up to $250 at the facility discretion. 

Failure to adhere to any of the Caterer Terms will result in additional fees.

VENDOR TERMS FOR CATERER & STAFFING CONTINUED 

Kitchen Equipment:

Side by Side Commercial Reach in Cooler

Side by Side Commercial Reach in Freezer 

Ice Machine 

(It is recommended that all Catering and Bar Service bring starter ice.)

1- Hot Box that can accommodate full sheet pans.

2 - Stainless Steel Prep Tables

Three Bay Sink

KITCHEN CLEAN UP (PLEASE INITIAL):

The kitchen will be offered to you in clean operational conditions. It is required that the kitchen must be left in the same condition you found it.

PLEASE NOTE (PLEASE INITIAL)

All Sinks in the Catering Kitchen must be kept clean and free of any debris.

All dishes and service ware must be scraped, packed and removed.

All refrigerators (inside and out) must be emptied, cleaned and wiped.

All shelving must be cleared and wiped.

All counters must be cleared and wiped.

All tables must be cleared and wiped.

All sinks must be emptied and cleaned.

All walls adjacent to sinks and countertops must be cleaned.

All floors must be swept, free of debris and any spills cleaned.

TRASH REMOVAL: All Trash must be bagged and ready for removal. Clients must place all bags of trash in the service area off of the Catering Kitchen. No food or trash is to be left outside.

DAMAGE: The Client shall maintain the Center in a good, clean, and working condition, and use the Center only in a careful and lawful manner. Client is responsible for any damages to the Center and the surrounding property that may have been caused by the Client and/or their guests, invitees, or vendors. Client shall immediately notify Management of any damage to the Center.

Vendors are not allowed to drink during the event or while on property.

All vendors must check out with Deerwoode Reserve Management before leaving event premises.