St. Andrew Greek Orthodox Church Catering Requirements

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1 St. Andrew Greek Orthodox Chrch Catering Reqirements 5649 North Sheridan Road Chicago, IL Tel Fax TABLE OF CONTENTS TABLE OF CONTENTS 1 INTRODUCTION 2 INSURANCE 2 SECURITY DEPOSIT 2 NUMBER OF EXPECTED GUESTS 3 DELIVERIES 3 EQUIPMENT 4 TECHNICAL EQUIPMENT 4 KITCHEN AREA AND COOKING 4 BEVERAGES AND BAR AREAS 5 GENERAL CLEANING 5 DECORATIONS 6 SMOKING 6 FACILITY WALKTHROUGH 7 CATERING REQUIREMENT AGREEMENT 8 1

2 St. Andrew Greek Orthodox Chrch Catering Reqirements INTRODUCTION The following catering reqirements and procedres mst be read by the client / event sponsor and caterer prior to Event. The final page mst be signed by client and a copy mst be sbmitted with Facility Rental Agreement. The client / event sponsor assmes the responsibility of the reqirements and is ltimately responsible for any damages done to the chrch venes by gests, employees, vendors, or contractors. Facility Usage Fees are otlined in the Facility Rental Policy. All information and payments are to be sbmitted to the St. Andrew Greek Orthodox Chrch (chrch) 14 days prior to the Event. SCHEDULE All Events are based on a five (5) hor facility se and shall end no later than 12 a.m., midnight. A srcharge of $500 is added for each hor or fraction thereof in excess of five (5) hors or agreed time. All entertainment mst end no later than 15 mintes prior to schedled end of the Event. Food service mst end no later than 1 hor to schedled end of the Event. Alcoholic Beverage service mst end no later than 30 mintes to schedled end of the Event. No exception will be made. A sheet with schedle of Event will be created to facilitate all times of Event. INSURANCE When food service is provided, insrance reqirements may be needed. When a caterer is contracted, the caterer mst sbmit a crrent Certificate of Insrance policy in the amont of $1,000,000 holding the caterer liable for any food and liqor served. The insrance policy mst name St. Andrew Greek Orthodox Chrch and Basil E. Stevens School as additionally insred. If alcoholic beverages are to be served, a Special Events Liqor Liability Insrance mst be provided and attained throgh the chrch. It is based on the nmber of gests, with a minimm fee of $250 per event day. Also, depending on size of event, a minimm of two additional Event secrity staff personnel will be reqired with a fee of $25 per hor each and for a minimm of 6 hors. All needed insrance material and policies mst be sbmitted at 14 days prior to the Event. If sch material is not sbmitted, the chrch has the right to cancel the Event. SECURITY DEPOSIT A secrity deposit will be reqired above the agreed facility sage fee. If no damages, overtime, facility isses, and any charges for additional gests occr, the secrity deposit will be retrned within 30 days after Event. The secrity deposit covers improper care of or damage to the facility and/or its eqipment, costs for services and items not previosly contracted as well as insfficient clean p or missing items. CANCELLATIONS FEE A $150 cancellation fee will be applied to any Event that is cancelled less than 60 days of date of Event. The deposit amont will be refnded within 30 days after cancellation. 2

3 St. Andrew Greek Orthodox Chrch Catering Reqirements NUMBER OF EXPECTED GUESTS The client will provide the final nmber of expected gests to attend the Event 14 days prior to Event. Dring the Event, once the gest cont reaches the agreed nmber, the chrch has the right to restrict entrance to other gests. Any additional gests allowed will reslt in an additional fee as otlined in agreement. All children above the age of 7 are conted in the gest cont. Any new gest arriving at the event will be conted as one towards the gest cont. For example, if one gest arrives and one gest leaves, it is conted as two, regardless if total in the room is within the agreed nmber. The client may se an invitation ticket system that will help maintain the gest cont. The chrch has the right to cont the tickets and will condct a cont at varios times dring the Event. Any reqest for additional seats will be added to the cont. The cont decision will be final and any overage will be dedcted from the deposit. The client mst not allow overcrowding of the vene or the obstrction of aisles and doorways. The chrch reserves the right at all times to refse or remove any person, persons and/or organizations from the premises shold their activities or general condct be considered detrimental to the chrch venes and policies. CONDUCT OF EVENT The client shall agree to condct the event in an orderly manner, in fll compliance with applicable laws, ordinances, reglations and rles. Client assmes fll responsibility for the condct of the person in attendance at the Event, and for any damage done to any part of the chrch vene and its premises. The client agrees to hold harmless and defend the chrch and its employees and officers against all claims, actions and damages arising to claim to arise from the event. Event incldes load-in, installation, and se of any removal eqipment (regardless of ownership) in connection with Event. DELIVERIES The chrch mst be advised of all schedled deliveries of rentals, eqipment, linens, floral, food, and sch. Liqor may only be delivered if the client / caterer is at the chrch to receive it. Delivery hors are Monday throgh Friday from 10 a.m. to 3:30 p.m. and Satrday 10 a.m. to 1 p.m. All items are to be labeled with either the Event s name or the caterer s name. The chrch is not responsible for any eqipment, provisions, and property left behind prior to Event and for another day s pick-p after the Event. FLOOR PLANS The client may provide the physical layot for the Event. All layot drawings mst be sbmitted to the chrch no less than 14 days prior to the Event. This will also allow the determination of maximm capacity and event coordination. The chrch reserves the right to reject sch layot or to alter the sbmitted layot configration. All msic entertainment can only be played on the stage or on the east side of the stage. The chrch will set-p and take-down tables and chairs and a service fee will be applied based on the Event s needs. CONTRACTED PARTIES The client will provide the names and phone nmbers of all contracted parties, sch as caterers, disc jockeys, bands, msicians, dance / theater coordinators and decorators no less than 14 days prior to Event. All parties shold be aware of chrch policies by client. " 3

4 St. Andrew Greek Orthodox Chrch Catering Reqirements EQUIPMENT The chrch has the following eqipment available for all Events, depending on availability: 40-8 TABLES ROUND TABLES 12-60" ROUNDS 600 FOLDING CHAIRS 7 - COAT RACKS 6 30 HI TOP TABLES PODIUM P.A. SYSTEM & MICROPHONES 12 HIGH CHAIRS If more eqipment is reqired than what the chrch has available, then additional eqipment may be broght in from an otside licensed and insred company at the cost of the client. All eqipment broght in for the Event mst be removed from the chrch at the conclsion of Event, nless otherwise arranged. Any loss or damage to the chrch eqipment will reslt in dedction of secrity deposit. TECHNICAL EQUIPMENT The chrch has a limited amont of technical eqipment that may be available for an additional fee. There is no DJ or Live Msic sond system available. Technical and power sage needs shold be discssed with the chrch at least 14 days prior to date of Event. All entertainment mst se the stage or be placed next to the stage. All sond checks and msic playing mst be coordinated with the chrch to avoid conflicts with any chrch activity services. All wires need to be covered with gym tape or carpeted mats. No dct tape or clear tape is allowed. Any loss or damage to eqipment or floor will reslt in dedction of secrity deposit. CHECKROOM A checkroom is available and mst be operated only by the client / caterer. The chrch is not responsible for any property handled, left behind, lost, misplaced, stolen or damaged in the checkroom of the facilities or anywhere else in/or on the premises at any time. KITCHEN AREA AND COOKING The client / caterer is responsible for the handling of all food service reqirements inclding set-p, serving and clean-p. All food service and cake ctting mst end at least one (1) hor before Event end time. Use of kitchen is restricted to warming and setting p food p two (2) hors prior to event. All chrch eqipment and kitchen floor mst be kept clean and damage free, otherwise, the client will be assessed a fee. Any se of propane, charcoal, flammable fel or pressrized tanks for cooking is not permitted. Sterno-type portable food warmers are permitted. Any light, warm-p cooking mst be contained in the kitchen. The client / caterer shold bring and se only their warming and serving eqipment. Any items sed from the chrch will be noted and shold be retrned. Lost items will be assessed a replacement fee. The chrch does not provide any paper or plastic spplies for Event. Any spplies taken from the kitchen will reslt in dedction of deposit. The client / caterer mst completely clean the refrigerators and the freezer space of Event s prodcts before leaving facility. Caterers and vendors mst check ot at the end of the Event with cstodian of the chrch. Other arrangements can be made with the chrch. 4

5 St. Andrew Greek Orthodox Chrch Catering Reqirements BEVERAGES AND BAR AREAS Alcoholic beverages mst be served by the client s / catering staff. All beverages will be served only from a designated area in the Aditorim and / or from the bar in the President s Room. Liqor mst be contained exclsively in the Event vene. Gests may not travel throgh chrch or otside of chrch with any alcohol. All alcoholic beverages mst stop being served thirty (30) mintes prior to the designated Event ending time. No alcohol drinking dring set-p of event. Cash bar is not allowed, nless special event license is provided. The floor bar area in the aditorim mst be covered and kept dry. Containers to ice drinks are available. Champagne Toast mst be done at designated area. No nopened champagne bottles on tables. Glass bottled drinks are not allowed nless a professional bartender staff service is sed. All bottles are to be opened at the bar area. We want to avoid any bottle cap and liqid damage to the floor. Ice is not provided by chrch and a freezer may be provided based on availability. Any damage reslting from bar service will be reslt in a dedction of secrity deposit. The beverage policy and procedres will be strictly enforced and the chrch has right to close the bar early if policy is not followed. GENERAL CLEANING The client / caterer is responsible for keeping the entire room clean throghot the Event. All empty cps, sed plates, dinnerware and drinkware mst be picked p from tables throghot the Event. Sfficient cleaning service staff, either from caterer or staff company, mst be available ntil one (1) hor after Event ends. The nmber of cleaning staff needs to be provided three (3) days before the Event. The chrch will provide carts, garbage cans and garbage bags. Food, grease, bar waste, and any hard matter are not to be pt down the drain in any sink in the bilding. All garbage mst be placed in plastic garbage bags and be taken to otside garbage dmpsters by client / caterer. Eqipment, linen and all other items mst be removed at the conclsion of the Event. The chrch staff will maintain the restrooms and hallways. The chrch cstodian will do a final walk-throgh at the end of the event. Any damages incrred and any excessive cleaning reqired by the chrch s staff to the eqipment, kitchen area, aditorim, and president s room will reslt in a dedction from secrity deposit. 5

6 St. Andrew Greek Orthodox Chrch Catering Reqirements DECORATIONS All displays and decorations proposed by the client shall be sbject to prior approval by the chrch. It shold be provided with the floor plan at least 14 days prior to Event. All preparations for the Event mst be performed on the date of the Event and at a designated time. If additional time is reqired, arrangements can be made. Weekday decorations need to end at 3:30 pm. Client mst schedle the removal of all decorations after the event and there mst have sfficient staff. Any damages incrred and any excessive work needed to clean the room from Event s decorations is the responsibility of the client and will reslt in a dedction from secrity deposit. Specific Decoration Restrictions will be enforced dring event. These restrictions inclde, bt are not limited to: Nothing is to be permanently or temporarily attached to any painted srface, walls, ceilings, bleachers, floors or doors in any chrch vene. Only table or free standing decorations and signs will be permitted. Masking tape is the only adhesive allowed on wall tiles. No staples or tacks can be sed to attach to tables. Votive candles are the only type of candles permitted. Helim balloons are permitted. Objects or balloons filled with water or sand cannot be sed as weights. Confetti of any type is not permitted. All flower arrangement mst be kept and arranged in a designated area. Only Gym Floor tape can be sed on any hardwood floor area or stage floor area. No dct tape, no clear plastic tape can be attached. All floor damages are the responsibility of the client. All wires shold be covered accordingly. Dance and theater decorations shold be monitored. Nothing can be pinned to the stage crtains, as they are fire resisted treated. The chrch does not provide any ladders and any ladder broght in may not be place against the walls. No signage can be attached to any part of the otside bilding. No alcohol drinking dring set-p of event. DAMAGE TO EQUIPMENT AND VENUE SPACES The client is liable for any damage to the eqipment and facilities provided nder this contract when sch damage occrs in conjnction with said event. The chrch will notify the client in writing of all of the damages and cleaning attribted to the Event. Client may reqest an opportnity to inspect the eqipment and facilities reqiring repair, replacement or cleaning becase of the Event. Cost for repair, replacement of cleaning will be invoiced to the client SMOKING The chrch is a non-smoking facility. NO SMOKING is permitted inside the chrch premises. There will be designated smoking areas with cigarette trash cans. 6

7 FACILITY WALKTHROUGH St. Andrew Greek Orthodox Chrch Catering Reqirements A chrch staff member will condct a walkthrogh prior to the load in, dring the event and after the load ot to assess property conditions. Markings on bilding interior, flooring (inclding smoking, stains, carpet tears, etc) are considered damage to the bilding. Client is responsible for any damage to the chrch vene and client will be charged for cleaning and repairs as needed. Vendors will also be liable as otlined in their insrance liability coverage The following items will be shown to client / caterer by the chrch: Delivery, Kitchen & Main Entrances Refrigerator & Freezer Ovens & Stoves Fire Extingisher Locations Tables / Chairs Garbage Dmpsters 7

8 St. Andrew Greek Orthodox Chrch Catering Reqirements CATERING REQUIREMENT AGREEMENT ( Signed Copy Mst Be Retrned with Facility Rental Agreement ) These otlined catering reqirements and procedres mst be read by the client, event sponsor and caterer prior to Event. It mst be signed by the client or event sponsor and a copy mst be retrned to the chrch along with Facility Rental Agreement. EVENT NAME CATERING COMPANY NAME EVENT DATE I have read catering reqirements docment. I hereby agree and nderstand that I am flly responsible for all reqirements, charge fees incrred. I am ltimately responsible for any damages done to the chrch vene by gests, vendors, contractors, volnteers, and contracted employees. Client / Event Sponsor Signatre Date 8

St. Andrew Greek Orthodox Church Catering Requirements

St. Andrew Greek Orthodox Church Catering Requirements TABLE OF CONTENTS 5649 North Sheridan Road Chicago, Illinois 60660 Tel. 773-334-4515 Fax 773-334-3468 Email info@standreworthodox.org INTRODUCTION... 1 INSURANCE... 2 DELIVERIES... 3 EQUIPMENT... 3 TECHNICAL