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Full-Service Catering Packet

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FULL-SERVICE CATERING IS REQUIRED

 

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  • Historic Waverly Mansion is not a full-service venue.

  • The permit holder is required to select one, full-service (statewide licensed and insured) caterer. The caterer must be approved by Waverly Management by submitting a Catering application, a copy of their catering license, and insurance certificate. Permit holders: Do not sign with a Caterer unless Waverly Management has approved them to work here in writing.

  • Contracting with a Caterer without prior written approval from Waverly Management, or failure to provide these documents to Waverly Management within the outlined parameters below will result in the automatic forfeiture of $500 of the permit holder’s total security deposit.

  • A list of approved, licensed, and insured caterers that have previously worked at or are pre-approved to work at Waverly can be provided upon request.

  • Please note that the list of caterers is not an endorsement or referral.

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Catering Requirement

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  • Must be full-service and employ their own staff. Catering may not hire out or contract servers, bartenders, etc.

  • A minimum of five catering staff, plus one event manager is required to be on-site for the entirety of the event (1:10 guest to staff ratio).

  • Must provide proof of and match required insurance verbatim on one certificate and provide a Statewide Caterer’s License.

  • All food and alcohol must be served by one full-service, state licensed caterer, no exceptions.

  • No self-serve alcohol.

  • Family-catered events are not permitted.

  • Restaurants that supply bulk food are not full-service Caterers and therefore, are not approved.

  • The Caterer is responsible for all setup and cleanup of the cocktail hour and reception, as well as execution of the rain plan.

  • It is the responsibility of the permit holder to ensure the Caterer is familiar with the site, plus the rules and regulations before the event.

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Catering Approval Process: Insurance and Statewide Catering License

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  • All Caterers must be approved to work at Waverly before the client’s 6-month payment due date. No exceptions.

  • The Caterer is not approved until stated in writing by Waverly Management.

  • It is the Caterer’s responsibility to compare their Certificate of Insurance (COI) to Waverly’s sample Certificate of Insurance and make necessary adjustments through their insurance agent. Please do not submit a Certificate of Insurance if it does not match all coverages and limits as they are printed exactly on the sample.

  • The permit holder is responsible for collecting and reviewing documents for accuracy, and submitting the following documents to Waverly Management prior to signing/contracting with the Caterer:

  • Waverly Catering Application.

  • A copy of the correct certificate of insurance, including County indemnification, general liability, umbrella liability, liquor liability, auto liability, and worker’s compensation.

  • A copy of the Caterer’s Full-Service Statewide Catering License. Trader’s Licenses are not accepted. Food Facility. Permits are not accepted.

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Responsibilities of the Caterer During the Event

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  • All setup and cleanup must be done within the contracted hours. The permit holder will be charged if Caterer exceeds rental hours.

  • The Caterer designates one event manager, plus adequate staff (standard is 1:10 guest to staff ratio) for the entirety of the event.

  • The catering staff, including the event manager must stay on site for the duration of the event. Absolutely no drop-offs are allowed.

  • The Catering Manager will meet with Waverly staff upon arrival.

  • The Catering Manager will sign a post-event Caterer Agreement Form.

  • Beverage stations need a protective mat placed under them as well as in front of the table.

  • The Catering staff will set up and break down tables and chairs for the reception, cocktail hour (or scheduled event) according to the floor plan provided by the Permit Holder. Execution of the Rain Plan is the Caterer’s responsibility. The Caterer and Event Coordinator concur on all workings of the event.

  • Open flames/grilling are permitted outside, only with prior permission. Grilling must be done at the outside of the gardens in the catering kitchen loading area only and must be 10 feet from any structure or tent. Catering staff must supervise the grill station at all times.

  • 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.

  • All deliveries and pick-up of rental equipment must be made within the client’s contracted time frame.

  • Nothing may be left overnight (equipment, décor, furniture, etc.). The permit holder will be charged for items left on-site. Historic Waverly Mansion is not responsible for items left on-site.

  • Do not use gas generators; battery-operated are permitted. 

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The Caterer Will...

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  • Clean the Tent: All guest tables, chairs, brick and dance floor- particularly surrounding the buffet area, bars and guest tables.

  • Clean the Mansion: All furniture surfaces and floors where food/drink was served.

  • Clean the Gardens: Collect trash, glasses, and any other debris where food/drink was served.

  • Discard clean ice (no garnishes or trash) in the designated containment area located behind the restroom trailer, not on the grass, gardens, or rocks around the tent.

  • Provide their own trash bags and leave one fresh trash bag in each can for the next day’s use.

  • Empty all trash cans used by the caterer throughout the house and grounds and replaced with one clean liner.

  • Not remove trash cans from the site.

  • Historic Waverly does not have an on-site dumpster.

  • All trash must be removed by catering at the end of the permitted hours. Any trash bags left on-site will result in a cleaning fee to the permit holder of $50.00 per bag assessed from the permit holder’s security deposit.

  • Excessive trash and debris left in the garden, Mansion, or any other areas of the property will result in an additional cleanup fee of $100.00 per staff per half hour to be assessed from the permit holder’s security deposit.

  • Washing dishes is prohibited at Waverly. All dinnerware, serving plates, utensils, equipment, etc. must be taken off-site to clean.

  • 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.

  • Remove all food containers from the refrigerators, ovens and tabletops. Please leave the kitchen in the same condition it was found.

  • Historic Waverly Mansion is not responsible for items left behind.

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Indoor Warming Kitchen

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  • The caterer must leave the kitchen in the same condition as found.

  • Historic Waverly Mansion 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.

  • Open flames are prohibited inside the Mansion.

  • The caterer will clean all preparation tables, sinks, and refrigerators, inside and out. Wipe down walls if food or sauce has been spilled. Clean debris in all floor drains. The caterer will sweep and damp mop the kitchen floor (including under floor mats), entry to kitchen, and underneath the stainless-steel tables.

  • Rinse mop thoroughly with hot water after use and hang to dry.

  • Supplies are provided for cleaning the indoor kitchen area only (janitor’s storage in hallway).

 

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Alcohol

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  • Alcoholic beverages may be served only by the caterer’s bartending staff. No exceptions.

  • Caterers must provide proof of liquor liability insurance prior to being approved by Waverly Management.

  • Self-served alcohol is prohibited.

  • Miniature liquor bottles, wine or champagne on tables is prohibited.

  • Gifts or favors of alcohol are prohibited.

  • Tapped beer kegs are permitted in the tent, however, it must be served by the caterer’s bartending staff.

  • The bar must close a minimum of 1-hour before the end of the contract time.

  • If the permit holder is providing alcohol for the caterer, arrangements must be made for dropping off and removing that alcohol within the rental time frame.

  • Removal of alcohol falls under the responsibility of the Permit Holder, Caterer and/or Event Coordinator.

  • The Permit Holder provides a designated team to pack and remove the alcohol, if the caterer is not providing that service.

  • Alcohol left on-site will be promptly discarded.

 

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Cash Bars (For Non-Profit Organizations Only)

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  • A one-day liquor license for cash bars must be requested through Howard County’s Board of License Commissioners. The form and requirements are available on Howard County’s website. (Howardcountymd.gov/Liquor-License). Please allow 30 days for approval.

  • The client is responsible for submitting the approved license to Waverly Management for verification and to display the license on the bar during the event. All other rules for serving alcohol apply.

  • A full-service Caterer is still required to serve all alcohol.

 

 

Rain Plan for Weddings and Events

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  • Wedding Ceremony and Reception:

    • Ceremony in Tent.

    • Cocktail hour in Mansion or Tent.

    • Reception in Tent.

  • Regardless of event type, the Event Coordinator works in tandem with caterer regarding execution (timing, chairs, setup, etc.). Rain plan decision must be called two (2) hours prior to scheduled ceremony or event start.

  • If there is an imminent severe weather warning (tornado, severe thunderstorm, continuous lightning), Waverly staff will work with the Event Coordinator and vendors to evacuate all guests into the Mansion until the threat has passed for at least 15 minutes.

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Additional Vendors

 

  • The Permit Holder will communicate applicable rules to all vendors. All vendors must deliver/remove their own equipment and supplies within the contracted rental hours.

  • Vendor load in is at side garden gate by the restroom trailer; Vendors may not enter through the front Mansion doorway.

  • Waverly staff are not permitted to assist Vendors.

  • Vendors, performers, equipment, or any items that might reasonably be assumed to involve unusual risk or liability issues must be pre-approved. It is the permit holder’s responsibility to contact Waverly Management at least 45 days in advance of the rental date if clarification is needed regarding unusual risk or liability.

 

 

Vendor Parking

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  • After dropping off equipment, vendor vehicles may park in the general gravel lot designated for guests.

  • Do not block traffic flow.

  • Parking at the loading area by the restroom trailer permitted for catering vehicle only.

  • Vehicles may not be left overnight.

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Additional Resources

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