Belmont Manor and Historic Park Caterer s Information Packet 6555 BELMONT WOODS ROAD * ELKRIDGE, MARYLAND 21075 OFFICE: 410.313.0200 (M-F 8:30-5:00PM) BELMONTMANORMD.COM
CONTENTS Visiting and contacting Belmont Manor and historic park... 2 Rental Hours and event timeframes... 2 Catering requirements... 3 Caterers information & Responsibilities section 1 of 3... 3 Caterers Responsibilities- section 2 of 3... 4 Caterers Responsibilities- section 3 of 3... 5 Alcohol... 5 Smoking & Vaping... 6 Entertainment/Vendors... 6 Capacities... 6 Decorations/ Grounds Activities... 7 Additional Tents, Furniture, Decorative Items... 7 Event Set-up... 8 Pre-event inspection checklist... 11 Post-event inspection checklist... 12 Event information sheet- page 1... 14 Event information sheet- page 2... 15 Caterer s Kitchen Clean-Up Procedures... 16 Belmont Manor Caterer s/coordinator s Meeting Checklist... 17 1
VISITING AND CONTACTING BELMONT MANOR AND HISTORIC PARK 1. Belmont Manor and Historic Park is not opened to the public, except during public renter s tours and open house events. 2. Public Rental Tours are typically offered multiple times each month; dates and times of the tours can be found on our website (www.belmontmanormd.com) or by calling 410.313.0200. 3. Private Tours are not offered due to the high volume of weddings and events. However, current renters can call to make an appointment at any time to visit the site. RENTAL HOURS AND EVENT TIMEFRAMES 1. Rental events are permitted between the hours of 12:00pm (Noon) and 12:00am (Midnight). 2. The minimum number of hours that can be reserved is eight (8). 3. The maximum number of hours that can be reserved is twelve (12). 4. The contracted start and end time must include all time that you need to setup and breakdown your event. This includes time needed for, but not limited to the following: a. Caterers Typically require 2 hours for setup and 1 hour for cleanup. b. DJ/Band c. Decorations d. Photos e. Florist f. Wedding Coordinator/Planner activities. Example: If your rental permit/contract says the start time is 3:00pm to 11:00 pm. 3:00pm is the earliest that you and your vendors can enter Belmont property; and your event breakdown must begin at 10:00pm in order for the entire Belmont property to be vacated by 11:00pm. It is the responsibility of the permit/contract holder to communicate with all vendors and to ensure that an appropriate amount of time is reserved to complete all setup and breakdown. 5. Renters and their vendors who exceed the permitted rental hours will be charged a minimum onehour rental fee. 6. All rentals must end by the time specified on your permit, which can be no later than 12:00am (midnight) and all guests must have vacated the Belmont property. 7. Extra Hours may be added at an additional cost, not to exceed a total of twelve (12) hours for any single event. a. Extra hours must be requested no later than 45 days prior to the event. 2
CATERING REQUIREMENTS 1. The permit holder must select one licensed and insured full-service caterer of their choice. a. Your caterer must fill out a Catering Form, provide us with their Catering license, and a certificate of insurance (including liquor liability) before we will approve them to work at Belmont. b. The insured must be under the name of the caterer that is named on the license. If they do not have the necessary paperwork and licenses they cannot work at Belmont. It is up to the renter to make sure that the proper documentation has been submitted and approved in order for the caterer to work at Belmont. 2. All food and alcohol must be served by one licensed caterer no exceptions. a. Family catered events are not permitted. b. The caterer or representative must attend a scheduled caterers meeting with the staff and renter at least 45 days prior to the event. c. A list of licensed and insured caterers that have previously worked at the site can be provided upon request. Please note that the list of caterers is not an endorsement or referral. CATERERS INFORMATION & RESPONSIBILITIES SECTION 1 OF 3 1. The caterer must submit a copy of their liability insurance certificate and food service license to Belmont staff, including liquor liability. Samples of required certificates of insurance requirements are attached to this document. 2. The caterer must verify entry/set-up time with renter and staff prior to event, and designate one representative for the duration of the event. 3. The caterer will not be allowed to enter the house or grounds earlier than the contracted time or stay beyond that same time. 4. The caterer will sign the Caterer s Pre-Event checklist that will be given to you upon your arrival at Belmont. 5. The caterer will set up and break down tables and chairs for the reception, cocktail hour or event according to the submitted floorplan. Tables and chairs must be left as they were found unless instructed differently by the Belmont staff. The caterer will plan to have an adequate number of staff on site to set-up and breakdown in a timely manner during the rental timeframe. 6. The caterer will set up and break down of all furniture and equipment during the renters contracted time. Caterer s that go beyond that time will cause the permit holder s security deposit to be compromised. 7. The caterer will be aware that inside the manor, bars and/or beverage tables are restricted to certain areas such as the parlor, conference room and dining room. Beverage stations need a protective mat placed under them as well as in front of the table. 8. The caterer will be aware that no red beverages or red wine may be served, consumed or carried into the Manor House, but are allowed in the tent/garden area. This is typical historic house protocol. We encourage the caterer to put a small sign on the bar to help us enforce this. 3
CATERERS RESPONSIBILITIES- SECTION 2 OF 3 1. The catering staff must stay on site for the duration of the event. Absolutely no drop offs are allowed. The caterer or caterer s representative must check in/out with the Belmont event staff coordinator at the time of arrival and departure. 2. Belmont Manor is a historic site with fragile interiors and exteriors, equipment and furnishings. Please be careful with equipment and moving of rental furniture inside the Manor. 3. The caterer s representative should be on site during the set-up and breakdown of the event. 4. All deliveries and pick-up of rental equipment must be made within the clients contracted timeframe. Equipment, additional furniture or other items used during the event may not be left overnight to be picked up the next day. The permit holder will be charged for any additional time that must be coordinated for those items to be removed. 5. Belmont has a warming kitchen for use by the caterer. Caterers must cook and prepare all food off the premises and may warm food at the facility, only. 6. Open flames are prohibited inside the facility. Open flames/grilling are permitted outside the facility on the asphalt or brick (10 feet from any structure or tent), as long as it is supervised and the caterer has received permission to do this. 7. The dishwasher, stove and grill in the kitchen are not for use by caterers. 8. Please do not drag tables and chairs across the hardwood floors, brick or carpets, or roll them through the tent. They must be lifted and moved to prevent damage to our tables. 9. The caterer will clean and wipe down all guest tables and the floor surrounding the buffet area, both inside the tent and manor-if used. All areas of the facility where food and beverage is served or eaten, both inside and outside; must be cleaned of all food and trash, and swept out. 10. The caterer will provide all cleaning supplies for wiping down tables and chairs and cleaning surfaces in the caterer s tent and event tent, as well as removing debris from the event tent floor. Supplies are provided for cleaning the indoor kitchen area only. 11. The caterer will bring extra and replacement trashcan liners for both recycling and trash containers. 12. The caterer will remove and dispose of all trash and recycling in the trash/recycling dumpsters in the Barn parking lot area, or carry trash off site. All trash cans used by the caterer throughout the house and grounds must be emptied and replaced with fresh liners. Make sure that Belmont s trash/recycle cans stay on site. 13. The caterer will not leave trash outside of the dumpster or an additional cleanup fee of $50 per staff per half hour will be assessed from the permit holder s security deposit. Tie all trash bags before throwing into the dumpster. Belmont staff does not provide transportation to the dumpster. 4
CATERERS RESPONSIBILITIES- SECTION 3 OF 3 1. There is no cleaning of dishes on the premises. Dishes should be removed from the site for cleaning. 2. The caterer is responsible for collecting all cooking residues in a container and safely discarding them off site. Do not pour food scraps, grease, sauces, fats or liquids with garnishes down the sink drain. The sinks do not have garbage disposals. 3. Clean Ice may be discarded in the fenced-in containment area created for this purpose at the loading dock area, not on the grass or gardens. 4. Remove all food containers from the refrigerators, ovens and tabletops. The facility will not be held responsible for items left behind. 5. If used: Kitchen a. The caterer will clean all preparation tables, sinks, ovens, and refrigerators, inside and out. Wipe down walls if food or sauce has been spilled. Clean debris in floor drains (3). b. The caterer must leave the kitchen in the same condition as found. The caterer will sweep and damp mop the kitchen floor (including under floor mats), entry to kitchen, and underneath the stainless-steel tables using the supplies provided in the janitorial closet. Rinse mop thoroughly with hot water after use and hang to dry. 27. Clean up must be done in the last hour of the renters contracted time. Sign and verify the Post- Event checklist, which will be given to you by the Belmont staff coordinator before you leave the premises. ALCOHOL 1. Alcoholic beverages may be served only by the caterer s bartending staff-no exceptions. Caterers must provide proof of liquor liability coverage prior to being approved by Belmont staff. 2. The permit holder must ensure that all guests attending ticketed social events where alcohol is being served are twenty-one (21) years of age or older. 3. Self-served alcohol is prohibited as are miniature liquor bottles, wine or champagne on tables. Gifts or favors of alcohol are prohibited. 4. Tapped beer kegs are permitted in the tent, however, it must be served by the caterer s bartending staff. There is no self-serve. 5. Red wine, red punch, cranberry juice, or any red beverages are prohibited inside the Manor House. Please have your caterer help us enforce this. 6. The bar must close down a minimum of 1-hour before the end of the contract time. 7. If you are providing your own alcohol for your caterer, arrangements must be made for dropping off and removing that alcohol within your rental timeframe. 5
SMOKING & VAPING Smoking and vaping are prohibited inside the facility, under the tent, and in the formal gardens. However, we do allow smoking/vaping in the parking area adjacent to the bathroom trailer, where we have a smoking urn. Please help us to encourage your guests to be courteous and properly dispose of their cigarettes/cigars within this designated area of our Park. Cigar bars are not permitted on the premises. ENTERTAINMENT/VENDORS 1. DJs and bands: Noise levels on the grounds or under the tent outside should be respectful of the neighbors adjacent to the site, and adhere to Howard County outdoor noise ordinance. Event staff will monitor noise and bass levels and will inform entertainers if adjustments need to be made. 2. Electronic equipment used for sound amplification, as well as lights, are limited to the electrical we have available under the tent. We have an electrical bollard available that has two pair of outlets for vendors-each pair is one circuit and has 20 amps (115 volts). Vendors are responsible for bringing their own extension cords. If you have additional electrical need, please let us know prior to your event. 3. Belmont staff are not permitted to assist vendors with transporting their equipment. Vendors will be required to unload their equipment and carry it to where they plan to perform or set up. Golf carts are for Belmont staff use and for transporting guests that have accessibility needs only. For liability reasons, we cannot transport any equipment using the golf carts. 4. Please check with us if you will be using any type of equipment or items that might reasonably be assumed to involve unusual risks or liability issues. The permit holder will be held responsible for the conduct of all entertainers. CAPACITIES Indoor Manor House 1 st Floor Only o 150 people maximum (includes staff, musicians, catering personnel, etc). o 3 individual rooms accommodate up to 50 with 10-20 additional in break out rooms. Outdoor Tent 80 x 100 250 guests maximum. Belmont Strictly upholds the facility s capacity restriction from the fire marshal. The event will be shut down if the capacity level is exceeded. 6
DECORATIONS/ GROUNDS ACTIVITIES 1. Decorating must be done within the renters approved timeframe. Additional hours may be purchased for the set up or tear down of decorations no later than 45 days prior to your event. All hours must be consecutive. There can be no decorating during your rehearsal. a. Decorations may be secured with string, clips, pipe cleaners or non-permanent adhesive fasteners. Nothing can be hung from the chandeliers or their brackets in the house or tent. Lights/extensions may not be plugged into the chandelier electrical cords. b. Glue, nails, tacks, masking tape, or scotch tape may not be used to secure decorations or signs to the physical structure of the facility, fences, tent structure, walls or floor. c. Glitter, confetti, rice, and birdseed are strictly prohibited and may not be thrown. Real flowers or petals are permitted for outdoor ceremonies only. d. Balloons or lighted paper lanterns may not be released anywhere on the premises or inside the Manor House. Ribbons, glow sticks, and flashlights are good substitutions. e. Open, unprotected flames, including candelabras, are not permitted indoors or outdoors. f. Candles are permitted in glass or ceramic containers that are taller than the candle flame. Hurricane globes and votive candles with a sturdy, non-flammable base can be used for fire protection and to avoid wax spillage. g. Protected candles in sand-filled bags are allowed outdoors. h. Bubbles may be blown outside the facility only. i. Fog machine, sparklers and fireworks are not permitted. j. Moon bounces, inflatable s, and other recreational equipment are not allowed. k. All decorations must be removed at the close of the event within the renter s timeframe. l. Non-compliance with these rules will result in the forfeiture of the renter s security deposit. ADDITIONAL TENTS, FURNITURE, DECORATIVE ITEMS 1. Only additional pop up tents (10X20 and smaller) are allowed on the Belmont grounds. These may be set up adjacent to the main tent, with prior permission. 2. Other decorative items and furniture (bars, barrels, dance floors, mats, runners, stages) may not be set up on the grass. Arbors may be set up and decorated. Lights may be set up, only with prior approval, and only in certain areas of the gardens and tent. 7
EVENT SET-UP 1. We will be meeting with you and your caterer and planner or day of coordinator no later than 45 days prior to your event (Caterers/Coordinators Meeting). This is when we go over set-up, ceremony and floor plans, answer questions, walk the site, and go over the Rules & Regulations as they apply to your rental. You are more than welcome to use this time to also meet separately with your caterer about anything specific to your event. a. The Event Information Sheet (available on our website) includes all our available furniture and will help us plan for your event. It documents your contact information, timeline, arrival and other vendor information. This is how you let us know your furniture needs (tables and chairs), cocktail hour and ceremony location and set up. b. The Event Information Sheet is due to Belmont staff no later than 30 days prior to your event. c. Floor plans for your reception layout (showing location of tables/chairs and other equipment), ceremony set up and cocktail hour must also be received along with the Event Information Sheet (30 days prior to your event date). d. Please think about a Plan A for fair weather and Plan B for inclement weather for your ceremony and cocktail hour. Our Event Information Sheet has several ceremony designs to assist you. e. One person should be responsible for submitting your Event Info. Sheet and floor plans. You can let us know who this will be at the caterers/coordinators meeting. In many cases your caterer has someone who will do this for you. f. All deliveries (alcohol, rental equipment, flowers, cakes, etc.) must be within the contracted time. No exceptions. g. All vendors must make deliveries through the loading dock entrance at the end of the house, and not the front door of the Manor. h. Vendors may park in designated vendor parking areas leaving the closest parking for the renter s guests. That may include parking adjacent to the barn, split rail fence, or in the general grass parking area. Caterers are also allowed to park their trucks in the loading dock adjacent to the caterer s kitchen. i. Rental or other equipment left on the property overnight is strictly prohibited, and the renter will be charged for any time staff has to be available to pick up this equipment; to be deducted at a minimum of one (1) hour increments from your security deposit. 2. Outdoor ceremony set-up a. Outdoor tables and chairs are available April mid November. Belmont staff will set-up our white padded resin chairs for an outdoor ceremony. Please submit a separate floor plan for your ceremony set-up 30 days in advance. For smaller indoor ceremonies, Chivari chairs will be used. 8
BELMONT GROUNDS 9
SAMPLE INSURANCE CERTIFICATE 10
PRE-EVENT INSPECTION CHECKLIST 11
POST-EVENT INSPECTION CHECKLIST 12
Furniture and Equipment BELMONT FURNITURE & EQUIPMENT Listed below are the items provided with the rental of the facility: 60 ft. x 100 ft. canopy tent with liner and cathedral window sides 20 ft. x 20 ft. dance floor (10) 5 ft. round tables (seat 8-10 people, indoor Manor use only) (30) 6 ft. round tables (seats 10-12 people, tent use only) (6) 6 ft. x 3 ft. rectangular tables (seats 6-8 people) (8) 8 ft. x 3 ft. rectangular tables (seats 8-10 people, tent use only) (10) 2 ft. Cocktail Tables (height can vary) (2) 3 ft. Round Tables (height can vary) (4) Sections of Serpentine Tables (2) 5 ft. Half-moon Tables (10) 6 ft. Conference/Training Tables 300 aluminum gold Chivari chairs with ivory chair pads (tent and indoor use only) 300 white resin ceremony chairs (outdoor use only) Commercial refrigerator & freezer Warming/convection ovens 300 lb. capacity ice machine (cannot guarantee that it will be filled to capacity, especially for Saturday/Sunday evening events) Indoor- technology, WI-FI (HDMI cord available for PC s; must provide own cord if using Apple products). Please note that the caterer is responsible for setting up and breaking down all the tables and Chivari chairs, following the event. Chivari chairs should not be stacked. Belmont s tent has a full white fabric inner liner with chandeliers, perimeter lighting, and fans. The sides/panels can be closed by staff only. The tent has no heating or air conditioning. Heating/AC if needed must be provided by the renter. All HVAC equipment must be approved by Belmont staff and can only be delivered and removed during your rental time frame. All HVAC must be staffed for the duration of the event by the HVAC vendor. The moving or re-arrangement of Manor House furnishings, outdoor lawn furniture, and accessories is prohibited unless approval is received from the Belmont staff. The quantities of above furnishings and equipment are subject to change. Please consult with the facility staff for any changes in availability. 13
EVENT INFORMATION SHEET- PAGE 1 14
EVENT INFORMATION SHEET- PAGE 2 15
CATERER S KITCHEN CLEAN-UP PROCEDURES Remove all food & food containers from refrigerator, oven & tabletops Remove all liquids, food & trash from the kitchen and replace all trash bags (trash & recycling) Pour only clear non-greasy liquids down the sink drain All other liquids, oil, and grease may not be disposed of in the sink or janitorial closet. Grease & oil must be contained and taken off site. Food refuse may only be disposed of in the trash, taken to the dumpster or removed from the site. Clean ice may be discarded in the containment area next to the smoke house/ loading dock, not in the grass or gardens. Please collect all recycling (cardboard, boxes, hard plastic, bottles, glass) and dispose of in our recycling dumpsters near the barn. Please use the cleaning supplies provided for your use in the utility closet. Clean all preparation areas, sinks, ovens, and refrigerator inside and out. Wipe down walls if food/sauce has been spilled. Sweep the kitchen floor, under floor mats, entry to kitchen & under stainless steel tables. Fill the mop bucket with the floor cleaner hose that is hooked up to the water supply using only COLD water. (See directions on wall) Damp mop the entire floor. Squeegee hanging in utility closet should be used to dry the floor-push excess cleaner into the floor drain under the 3-part sink. Use toilet brush to clean out drain if necessary. Please pour the dirty mop water down the drain in the closet. Rinse mop thoroughly with hot water and hang to dry. 16
BELMONT MANOR CATERER S MEETING CHECKLIST Date, hours, arrival, departure and gates Rehearsals- logistics and coordination Day of Coordinator/Planner Responsibilities + Info. Full-Service Caterer s - License & Insurance Event Info. Sheet, Timeline, Ceremony Set up, Floor Plan Due 30 days, who Timeline Ceremony, Cocktails and Reception Locations Ceremony, Cocktail, Reception and Transition Bar + Alcohol: Serving Alcohol, Red wine Parking Vehicles / Shuttles/ Arrivals Electrical Needs + Decorations Other Vendors DJ/Band, Florist, Photographer, Cake Caterer s Kitchen / Tent Ice and Liquid Disposal Tables/Chairs Set up/breakdown/garden Trash/Recycling- Liners, Dumpsters and Ice House, decorations, grounds Clean-up/Trash Pre/Post Checklists Plan B, Emergencies & Storms Tent sides-closed or open; Emergency Exits Heating/AC Staffing, logistics Outdoor bathrooms, Smoking & Vaping Security Deposit-returned by check (correct address?) 17