ITC APPROVED CATERERS RULES AND REGULATIONS

Transcription

1 ITC APPROVED CATERERS RULES AND REGULATIONS Please review prir t each event. Cmmunicate and/r distribute t catering staff t ensure they are aware f the ITC s rules and regulatins. Prir t event Review catering guidelines prir t each event. Request a current ITC catering diagram fr planning purpses. Set up a catering walk thrugh with the Office f Facility Rental staff at r ITCFacilityRental@utsa.edu Determine which wrk area yu will utilize per event. Depending n lcatin, make plans t prvide a wrk area flr cver, wrk tables, pipe and drape r screen, as well as sand buckets under tables with lighted stern etc. (See wrk area sectin belw fr mre infrmatin). Electrical needs must be prvided t the ITC Events staff ne week prir t the event. This includes electrical needed in bth wrk areas and guest/event areas. If we d nt receive electrical requests, we will nt prvide electrical in the areas yu require. (See electrical sectin fr mre infrmatin). One week prir t the event, submit a catering diagram with final fd and bar placement if applicable. Final placement must be apprved by the ITC Events staff. Yu may be asked t relcate r adjust the diagram accrding t ITC s plicies. Shuld yu require a permissin t serve letter fr a cash bar, be advised f ITC s arrangements with TABC. (See alchl beverages sectin fr mre infrmatin). Caterer is required t ntify and get apprval frm ITC Events staff prir t subcntracting fr tables, chairs, flral, entertainment, etc. Ntify the ITC Events staff f any deliveries being crdinated. See deliveries and pick up sectins fr mre infrmatin). Frty-eight (48) hurs prir t the event, caterer must prvide ITC Events staff with the name and cell phne number f catering supervisr scheduled fr the event. Catering charges may be incurred and be charged by ITC t the caterer. Charges may include, if applicable, cash bar fees, damage fees, early set up r additinal take dwn fees. (See fees sectin belw fr mre infrmatin). Fees Annual Fee-Currently there are n annual fees fr catering at ITC, hwever, fees are subject t change n an annual basis. Cash Bar-The ITC will assess a cash bar fee t the caterer based n the number f guests in attendance. The Institute will bill this fee t the caterer fllwing the event. Payment is due within 30 days. (See alchlic beverages sectin fr fee schedule). Set up Caterers requiring additinal set-up time shuld cntact the Office f Facility Rental prir t the event. Fees may apply. All Caterers are given a tw-hur time windw fr set-up prir t the event start time. Take Dwn- Caterers requiring additinal time fr take dwn will be charged the vertime rate fr ITC security and facility rental persnnel t remain n site until catering clean-up is cmplete. All Caterers are given a tw-hur time windw t tear dwn after the event. Damages- Caterers are respnsible fr any damages incurred due t negligence by catering staff befre, during, and after events. CATERERS WILL BE BILLED FOR COSTS INCURRED BY NON-COMPLIANCE WITH THESE REGULATIONS AND OR NEGLIGENCE. Insurance Deliveries Caterers are required t submit Certificate f Liability Insurance naming the Institute f Texan Cultures as the certificate hlder. Certificates shuld be submitted annually and remain current. Ntify the ITC Events staff f any deliveries being crdinated fr pre-apprval. This includes but is nt limited t table and chair rentals, flral deliveries, linen rentals, etc. It is required that yu cntact the ITC Events staff fr final apprval prir t making final arrangements with utside cmpanies. Caterers are respnsible fr ntifying such cmpanies f ITC s apprved standard delivery times and drp ff and pick up lcatins as fllws: Deliveries t the lwer lading dck are allwed as early as 7a.m. Deliveries t the upper lading area (back pati) are allwed beginning at 2 p.m. (NO EARLIER NO EXCEPTIONS)! Shuld yur delivery cmpany require a signature, a representative frm the catering staff r cntracting party must be n site t accept the delivery. ITC Events staff will NOT sign fr any deliveries. Deliveries utside the listed times must be crdinated and apprved by the ITC Special Events staff. 1

2 Check-In Upn arrival please cntact the Facility Rental Office at r ITCFacilityRental@utsa.edu. Cnduct a quick walk thrugh with the ITC Facility Rental Crdinatr prir t setting up tables, chairs, fd, and bar statins. Wrk Area(s) Apprved wrk areas fr catering prep are: 1 st Flr-The Snack Bar (Requires pre-apprval). Accessible is thrugh the ITC back lading dck. 2 nd Flr-Tiled area behind the American Indian Exhibit and just ff the Freight Elevatr area. Accessible thrugh the ITC back lading dck and up the freight elevatr OR thrugh the ITC upper lading area (back pati). 2 nd Flr-Area behind the Puppet Theatre. Accessible thrugh Suth Veranda. Requires caterers t prvide flr prtectin with an apprximate 20 x40 sectin f flr mats r plastic cvers as well as pipe and drape/screen. 3 rd Flr-Cnnally Cnference Center Kitchen. (use f freight elevatr is required) Accessible thrugh the ITC back lading dck and up the freight elevatr. Suth and East Verandas. Accessible thrugh the ITC back lading dck thrugh the ITC upper lading area (back pati). Patis-East pati in fenced in cncrete slab. Access t this wrk area is thrugh the ITC back lading dck. Frnt Grunds-(Requires pre-apprval). Tables and chairs ITC requires all caterers t prvide tables and chairs fr Exhibit Flr rentals and all utdr events. This includes tables fr catering prep and fr guest seating Exhibit Flr and all utdr rentals d nt include guest seating. Caterers must prvide adequate tables and chairs fr guests. NOTE! Many clients want t save n expenses and request N Seating r N Tables. This is nt permissible! Fr walk arund events, Pub (ccktail) tables are required! Meeting rms are furnished with tables and chairs fr guest seating. This includes 2-6 ft tables in the back f the rm fr fd and beverage set up. Catering equipment Ensure all equipment is safe and in wrking cnditin prir t event. Ice cntainers require mats under them. Check fr leaks and cndensatin prir t the start f the event and address prblems at nce. Decrative fd statin carts may be used if they are in gd cnditin, sturdy, and safe. The ITC has the right t prhibit the use f equipment that is nt deemed safe by ur Special Events and Electrical staff. ITC des nt allw utside vendrs t use ITC s ladders, tls, and/r ther equipment. Fd and Beverage Statin Placement Imprtant! A can f sand must be placed under each fd statin where stern is being utilized and shuld be used in case f an emergency. The can must be n smaller than a ne pund cffee can and shuld have a lid t prevent accidental spills. *Caterers must prvide fd, beverage, and catering wrk tables. *Exhibit Flr Please request a catering diagram fr apprved lcatins prir t each event. Fd and beverage statins may be placed nly in the designated areas n the Exhibit Flr. All serving statins must be n less than 6 feet away frm exhibits r displays. Museum exhibits r exhibit cases may never be mved t place fd r beverage statins n the Exhibit Flr. Galleries Fd and beverage statins are NOT allwed in Exhibit Galleries. Meeting Rms Fd and beverage statins are allwed in meeting rms. *Verandas/Patis Fd and beverage statins are allwed n verandas and patis. *Back 40 Fd and beverage statins are allwed n grassy areas r sidewalks. Fd and beverage statins are NOT allwed in the Back 40 exhibit buildings. 2

3 Set up Standard set up time fr all rentals is 2 hurs prir t meeting r event start time, unless apprved by ITC Facility Rental staff. The earliest set up time fr the Exhibit Flr is 4pm. Caterers are required t keep nise levels t a minimum while the museum is pen t the public. Caterers are required t use the best care and judgment when setting up, particularly in and arund Exhibits and Exhibit cases. Caterers are respnsible fr any damages incurred due t negligence by catering staff befre, during, and after events. CATERERS WILL BE BILLED FOR COSTS INCURRED BY NON-COMPLIANCE WITH THESE REGULATIONS AND/OR NEGLIGENCE. Repetitive incidents will result in remval frm the Institute s apprved catering list. Refer t wrk areas sectin fr mre infrmatin n designated catering wrk areas. Take Dwn/Clean up Standard take dwn time is as fllws: 2 hurs fr grups guests; 3 hurs fr 500+ guests. This includes LOADING TRUCKS. Shuld additinal time be required, the ITC will charge the client the vertime rate fr ITC security and special event persnnel t remain n site until catering clean-up is cmplete. Caterers are required t use the best care and judgment when tearing dwn, particularly in and arund Exhibits and Exhibit cases. Caterers are required t leave the building and grunds in the cnditin fund at the beginning f the event. Caterers are respnsible fr any damages incurred due t negligence by catering staff befre, during, and after events. CATERERS WILL BE BILLED FOR COSTS INCURRED BY NON-COMPLIANCE WITH THESE REGULATIONS AND/OR NEGLIGENCE. Repetitive incidents will result in remval frm the Institute s apprved catering list. Additinal take dwn/clean up requirements include the fllwing: Prper trash remval N dragging f bags acrss the carpet r verandas, please utilize carts as needed t dispse f trash. Remve all trash, fd, debris, etc. frm the building. The ITC dumpster at the lading dck may be used fr grups with guests. Trash must be cntained within the dumpster. The caterer must remve any verflw frm the premises. Never thrw trash in the ITC s paper recycle bin. Fr larger grups, a dumpster rental may be required r all trash must be remved frm the premises by the caterer. Carpet Dust pans, brms, push sweepers and mps/buckets must be prvided fr clean-up inside & utside by catering services. Catering is respnsible fr all clean-up, ITC shuld be left as it was upn arrival. All debris must be remved! This includes but nt limited t: safety pins, straight pins, brken glass, fd debris, crumbs, flwers, greenery, chclate, wax etc. All stains must be nted n the catering check-ut frm. The caterer will be billed fr any stains r damage caused t the carpet that require additinal cleaning. Dispsal f liquids Ice and water may be emptied int the drains lcated n either side f the driveway near lading dck parking area. If yu are unsure, ask ITC staff fr the exact lcatin f these drains befre dispsing f liquids. N ther liquids r slids may be dispsed f and all must be remved frm the ITC premises by caterer. Under n circumstance shuld any liquids be dumped ver the ITC verandas! Remval f rentals and/r equipment All equipment including tables, chairs, linens, staging, etc. must be remved immediately after the event. Fr night events: If a rental cmpany will be picking up the night f the event, the caterer is respnsible fr ensuring they begin pick up immediately after the event. We recmmend such cmpanies arrive 30 minutes prir t event cnclusin. Shuld such cmpanies arrive late r require additinal time t lad then the alltted time frame fr take dwn, the caterer will be charged fr the additinal time required. In sme cases, we will ask the cmpany t return the fllwing mrning prir t pening the museum fr business. Permissin t leave equipment n ITC premises vernight must be pre-apprved by the ITC Office f Facility Rental Events staff. If apprved, ITC hlds n respnsibility fr such items. Care must be taken t ensure that n equipment belnging t the ITC is remved. Mpping All catering wrk areas used must be mpped/swept, including utside verandas. Clean-up equipment must be prvided by the catering cmpany. Verandas must be pliced f any debris and mpped paying careful attentin t greasy spills. Departing frm ITC premises The nsite catering manager and/r supervisr must check in with the ITC Office Facility Rental staff prir t departure. A catering check-ut frm MUST be cmpleted by the caterer. Shuld additinal cleaning, mpping, equipment remval etc be required, the ITC Office f Facility Rental staff will ask the catering supervisr t cmplete such tasks prir t departure. 3

4 Pick Up Once the ITC Office f Facility Rental staff r designated representative cnducts a final inspectin f all guest and catering wrk areas, and all are in the same cnditin as prir t their arrival, caterers are then apprved t depart the premises. Ntify the ITC Office f Facility Rental staff f any pick-ups being crdinated fr pre-apprval. This includes but nt limited t table and chair rentals, flral, linen pick-ups, etc. Cntact the ITC Facility Rental staff fr final apprval prir t making final arrangements with utside cmpanies. All equipment including tables, chairs, linens, staging, etc. must be remved immediately after the event. Fr night events: If a rental cmpany is picking up the night f the event, the caterer is respnsible fr ensuring they begin pick up immediately after the event. We require rental cmpanies t be n-site at cnclusin f event fr take dwn. Shuld cmpanies arrive late r require additinal time t lad then the alltted time frame fr take dwn, the caterer will be charged fr the additinal time required. In sme cases, we will ask the cmpany t return the fllwing mrning prir t pening the museum fr business. Permissin t leave equipment n ITC premises vernight must be pre-apprved by the ITC Office f Facility Rental staff. If apprved, ITC hlds n respnsibility fr such items. Care must be taken t ensure that n equipment belnging t the ITC is remved. Indr Cking Abslutely NO cking is allwed indrs. N Exceptins! Bttled prpane gas is nt permitted fr use inside the ITC. Stern may be used t keep fd warm. Under n circumstance shuld stern be used t create a stve r cking effect. Outdr Cking Caterers must ntify ITC Facility Rental Events staff and get pre-apprval fr utdr cking. ITC requires a 4 x 8 r larger plywd sheet (prvided by the caterer) t be placed under BBQ grills r fry--latrs and ver the surrunding area t prtect the surface n which they are placed. Freight Elevatr Special care must be taken in handling the drs t the freight elevatr. Seek assistance frm ITC staff n duty t assist. If the elevatr is brken due t the negligence f the caterer, the repair bill will be charged t the caterer. Carpet Prtectrs (Mats) ITC des nt prvide mats t caterers t prtect the carpet arund fd and beverage statins. Mats must be placed by the caterer up t the legs f each f the serving tables n bth sides f the serving area. Fr any rental f ITC mats, the Caterer will be billed fr the use f the mats during the event, alng with any damages, stains, r lst stains upn return. Electrical Parking Electricity is available nly in certain areas f the facilities. Specific needs must be prvided t the ITC Office f Facility Rental staff n later than ne week prir t the event. This includes electrical needed in bth wrk areas and guest/event areas. If we d nt receive electrical requests, we cannt prvide electrical in the areas yu may require. Parking fr catering staff is available in the back parking lt f the ITC. Entrance is n the crner f E. Cesar E. Chavez. Sme events may have limited parking therefre we recmmend carpling. Catering Trucks Height limit f all catering trucks is 12 feet. N mre than tw trucks can be parked at the lading dck and n the upper pati level at ne time. After unlading at the lwer lading dck, the caterer must mve the truck immediately t the ITC staff/delivery back lt r as directed by ITC security. Trucks may NOT enter the upper lading area (back pati) prir t 2:00 P.M. Prir t 2:00 P.M. the lwer lading dck must be used fr access. During night events, trucks may remain parked n the upper pati r as directed by ITC security. 4

5 Alchlic Beverages (Cash Bars, Open Bars) Cnsumptin f alchlic beverages at catered events will be under the auspices f the caterer. If the caterer subcntracts t an alchl prvider, the caterer will still be held respnsible and assume all respnsibility fr cmpliance with museum rules and regulatins and all applicable state laws and regulatins. Vilatins f the law regarding cnsumptin f alchlic beverages will be reprted t the Texas Alchlic Beverage Cmmissin. ITC Events staff must be ntified in advance if alchlic beverages will be served r sld n ITC Premises. Only Apprved caterers are permitted t prvide cash bars fr clients. A temprary permissin t service letter is n file with TABC listing each f ITC s apprved caterers as apprved t serve. Caterers shuld ntify TABC when pulling a permit that the ITC has a letter n file allwing yur rganizatin permissin t service alchl at ITC. This permit letter is n file and renewed annually with the TABC. The ITC will assess a Cash Bar fee t the caterer based upn the number f guests in attendance. The Institute will bill this fee t the caterer fllwing the event. Payment is due within 30 days. The fee schedule is as fllws: guests $ guests $ Over 800 guests $ NOTE! BARS: In accrdance with the State f Texas Alchlic Beverage Cde, Sectin 61.11, each hlder f a liqur license must display a Felny Warning sign where alchl is served. Accrding t the TABC cde, the sign must be at least 6 inches high and 14 inches wide. Decratins Water All decratins must be apprved by the ITC Office f Facility Rental staff. The fllwing restrictins apply: Candles must be in a hurricane lamp r glass cntainer, r in a similar prtective cntainer. This hlder must have a wide, flat base and be very stable. Test: if the hlder is bumped near the tp, it shuld nt tip ver. The hlder and the candle shuld be clse t the same height. Candles are prhibited in any Back 40 building. All paper prducts and decratins must test flame retardant and be placed at least 6 inches frm flame. Catering staff will test all décr fr flame retardency utside the building n the veranda. Any flammable décr is t be remved immediately. N ptted plants N sparklers N balln decratins f any type are permitted. N Mylar glitter r cnfetti may be used. This includes spray glitter n centerpieces. Fg machines are nt permitted in the building. Water-cled lasers are nt permitted at ITC. Due t straight pins sticking in the carpet we d nt allw straight pins plastic clips are preferred fr attaching skirting and ther decrative items. We als recmmend large T-Pins. Water is available as fllws: 1 st flr-snack Bar 2 nd flr-next t the Freight Elevatr 3 rd flr-cnnally Kitchen Outside areas-see ITC Office f Facility Rental staff fr lcatins Sweepers Trash cans ITC requires sweepers which are respnsible fr sweeping thrughut the event as well as keeping exhibits free f debris. Sweepers are t be assigned specific areas t keep clean during the event. The Institute des nt prvides brms and dustpans. ITC requires a minimum f 2-3 sweepers fr up t 500 guests and 3-4 sweepers fr 501+guests. The ITC requires caterers t prvide large, clean, trash cans with liners n less that mil in thickness AND/OR the use f tray stands. Each must be serviced frequently thrughut the event. At least 2 trash can r tray stands must be placed near each serving area, and strategically placed thrughut the exhibits

6 Catering Checklist Befre Event Submit electrical requirements t ITC Office f Facility Rental staff ne week prir Submit catering diagram with fd and bar placement t ITC Office f Facility Rental staff ne week prir Ntify ITC Office f Facility Rental staff f deliveries being crdinated Ntify ITC Office f Facility Rental staff prir t subcntracting Prvide cntact infrmatin (name and cell phne number) f catering supervisr scheduled t wrk event Schedule a catering walk thrugh with ITC Office f Facility Rental staff Day f Event Earliest set up time n the Exhibit Flr is 4:00 p.m. Check in with ITC Office f Facility Rental staff upn arrival Ensure ALL catering equipment is in gd wrking cnditin prir t event Make certain that all fd/bar statins are at least 6 feet away frm exhibits Prvide sand buckets under tables with lighted stern Ensure decratins are within ITC guidelines Prvide adequate number f tray stands and trash cans Prvide sweepers during event Prvide flr mats Dispse f liquids and slids prperly Remve all trash and debris Cmplete catering check-ut frm Participate in end f event walk thrugh with ITC Office f Facility Rental staff I have read and agree t the ITC Catering regulatins, terms, and cnditins stated abve. Date: Catering Cmpany: Catering cmpany Owner (please print): Catering Owner Signature: Catering Captain/Supervisr: 6