Vendor Information and FAQs

All guidelines that we have in place are simply our best effort to:

1. Create a supportive, cohesive atmosphere for our mutual client's big day.

2. Address practical and/or logistical factors necessary for the Sawyers Cove Farm team and venue spaces, some aspects are set simply because we often have back to back rentals on consecutive days.

3. Reduce the chances of injury or harm to anyone visiting Sawyers Cove Farm, and outline responsibility in the unlikely event that such were to occur.

4. Reduce the chances for damage to the Sawyers Cove Farm spaces, or other concerns that could impact future events and outline responsibility in the unlikely event that such were to occur.

To have repairs done overnight between weddings is not logistically easy to do, so we do what we can to avoid any issues and to keep the spaces looking as nice as possible for all of our couples! This is not only important for future events, but because we require this of everyone that works on the Sawyers Cove Farm property, it helps to keep the space as nice as possible for our mutual client's big day as well. We always do everything that we possibly can to find set up and decorating solutions, that fall within our guidelines, that work with the client's vision.

Note: All event day activities or any consent not specifically listed or provided must receive pre clearance in writing from Sawyers Cove Farm.

• ARRIVAL AND DEPARTURE TIMES: All decorating and event set up, including the delivery and pick up of decor or other items being used for the Event, must be done during the client's specified rental period. Our staffing schedule is set based on these times, so please find out when the rental start and end times are , as EARLY ACCESS IS UNFORTUNATELY NOT AVAILABLE.

• VENDOR ARRIVAL LOAD-IN, AND PARKING: During the set up period of an Event, vendors may park in locations on paved areas of the parking lot closest to the building to unload items. Once unloaded, if you will be staying during the event, please park in the lower area of the parking lot to provide upfront parking spaces for guest parking.

• WHEN DOORS ARE OEPN FOR UNLOADING, please close them as quickly as possible to keep heat/air from leaving the venue space. When doors are opened frequently, or left ajar for a period of time, the heating or cooling becomes less effective in the space. To help alleviate this, it is advisable to close doors as soon as practical after bring items in.

• ELECTRICAL EQUIPMENT: Any equipment requiring electricity must be pre-approved.

SET UP AND CLEAN UP:

• ROOM SET UP: Sawyers Cove Farm will set up all tables and chairs according to the floor plan discussed with and agreed to by the client, as well as take them down after the event. We ask that client(s), vendor(s), or guest(s) not move furnishings in the reception area or other rooms, once they are set in place.

• END OF EVENING: The reception must end at least one hour prior to the end of the rental period to allow for vendor clean up and removal of personal property, decorations, rental items, and removal of vendor property and equipment.

• VENDOR IS REQUIRED to leave their area(s) of service in the same condition that they found it in, and to remove all items that they bring for the event with them when they leave.

• VENDOR AGREES to adhere by all Sawyers Cove Farm guidelines, requirements and minimum standards as well as any specific mandates or guidelines set by federal, state, or local government agencies.

• SAFETY AND DAMAGE PREVENTION: Additional guidelines and requirements may be imposed by Sawyers Cove Farm in cases related to safety or to prevent potential property damage, or in cases that may be prohibited by our insurance company or cause concern over future insurability of Sawyers Cove Farm.

All event day activities or any consent not provided must receive pre clearance in writing from Sawyers Cove Farm

• Vendor agrees to accept responsibility for any damage or injury caused by employees, subcontractors or anyone representing the individual or company, and shall be responsible for any injuries to it's staff, employee's, subcontractors, or anyone representing the individual or company while on the Sawyers Cove Farm Property.

• Vendor agrees to observe a professional code of conduct and perform their duties in a professional manner, including no profanity, and showing respect to the Client(s), their family, invitees, other vendors, and the staff of Sawyers Cove Farm.

• Vendor agrees to wear appropriate attire and dress professionally.

• Vendor understands that Sawyers Cove Farm must review and approve all proposed logistical plans for the use of the premises, a minimum of thirty (30) days prior to the event.

• Vendor understands that they are responsible for cleaning up their area(s) of service and agrees to leave things as they found them when they arrived.

• Vendor agrees to bring all tools and equipment needed to provide, complete, and clean up their area(s) of service.

• Vendor understands that ladders or step ladders may only be used by vendors that have provided a current COI as proof of insurance.

• Vendor agrees to drive and park in designated areas only. No driving around the building - septic lines are to the side of the building.

• Vendor agrees to park vehicles away from the building except during loading and unloading.

• Vendor agrees to comply with all Sawyers Cove Farm guidelines, including those provided in writing as well as those provided verbally.

• All event day activities or any consent not provided must receive pre clearance in writing from Sawyers Cove Farm.

A COI (certificate of insurance) is an official document issued by the insurance company that provides proof of insurance and documents details about coverage (who is covered; dates of coverage etc.).

Being listed as a certificate holder on a Certificate of Insurance (COI) simply provides proof of insurance and allows us to be notified if there was a change to the policy under the listed policy term.

Being listed as an additional insured on a certificate of insurance (COI) simply provides that the listed entities (companies and their principles) are covered if named in a lawsuit that comes about due to the negligence brought on by you, your employees, or your company while on the Sawyers Cove Farm property. Listing our companies and principles as additional insureds is a firm requirement for anyone serving alcohol at Sawyers Cove Farm.

If serving alcohol your COI must name: Dudley Farm Company, LLC, DBA Sawyers Cove Farm and Virginia Dudley and the respective shareholders, directors, officers, members, and agents of Dudley Farm Company, LLC dba Sawyers Cove Farm. and Virginia Dudley as additional insureds for general liability AND liquor liability.

Note: Virginia Dudley owns the Ocoee Crest property.

Unfortunately no. We arrange our staffing based on the client's reserved rental times, so unfortunately we do not have an option for early access unless additional hours are added by the client in advance.

We know that all of our vendors are juggling a lot in their schedules and we understand that there may be times that gettng in early could make things easier. Unfortunately, due to our event day staffing schedules, it is just not logistically possible for us to provide early access.

All items needed for your services must be brought or delivered during the clients rental time. Unfortunately, because of our event and touring schedules, we have to be firm on this.

Generally we will have another event or numerous tours scheduled the day before and the day after event day. Because of this, decorating, deliveries, and other set up as well as removal of all items will need to happen during the arranged rental time.

The reason is simple, our catering prep kitchen is not a commercial food service licensed full service kitchen.

In an effort to keep the property in good condition for future weddings we do not allow items that are hard to clean up and/or could possibly cause hazards and/or may be prohibited by our insurance carrier (or cause concern over future insurability of Sawyers Cove Farm). Hard to clean up things that are not allowed: confetti, fake snow, sand, silly sting, glitter of any kind, small gems/jewels, rice, popcorn, artificial flower petals, etc. (This is not an exhaustive list, so please have any decorating or send-off items approved.) Fire hazards (prohibited by our insurance carrier) sparklers, fireworks, sky lanterns, open flamed candles, etc. (This is not an exhaustive list, so please have any decorating, special effects, and/or send off items approved.)

We have specific guidelines on what/how decor can be hung or attached to surfaces around the inside and outside of the building and pergola. Please get anything needing to be secured or hung approved before your big day.

All guidelines that we have in place are simply our best effort to keep the chances for damage to the space, or other concerns that could impact a future event, as low as we possibly can.

To have repairs done overnight between weddings is not logistically easy to do, so we do what we can to avoid any issues and to keep the spaces looking as nice as possible for all of our couples. This not only is done to help protect the space for an event that comes after your client's day, but because we ask the same of everyone it also helps to protect the space for your client's big day as well!

We will do everything that we can to find solutions that fall within our guidelines, but also works with your vision.

We do not allow flamed candles (this includes when they are inside partially enclosed containers). For decor use, flameless candles are required.