VENDOR OPERATING
GUIDE
Welcome to working at Realm! We are so excited to have you on board to make events come alive at Realm. As we all know, for events to run seamlessly on the day of, a handful of logistics must be kept in mind.
Certificate of Insurance
Detailed instructions for COI verbiage can be found here.
In order to operate at Realm, you must have a COI on file with us
If you are serving alcohol, you must provide Liquor Liability on your COI
Final Walkthrough
Caterers are required to be present for the Final Walkthrough
Final Walkthroughs take place typically 45-60 days prior to the event date and include the client, catering, bar staff, planners and any other applicable vendors
If you require a fee to be present at the Final Walkthrough, please roll this cost into your initial quotes for clients. DO NOT “surprise” clients with an unexpected fee for attending the Final Walkthrough in a last minute fashion.
Catering Responsibilities
Catering executes the following in addition to food service & bussing:
Floor Plan Setup
Room Flip (if applicable)
Clean up (according to Realm’s Check-In/Out List)
Venue Reset (back to original setup)
Catering must provide a name & contact number for the Catering Captain no less than 1 week prior to the event
Unload/Load & Park in designated areas only
Maintain a clean and organized environment within Realm’s designated staging areas as shown during the Final Walkthrough and/or site tour
Must bring any items such as tarp (floor cover), duct tape, prep tables and extension cords needed. Within the staging area, the floor under the food prep area must be covered with a tarp.
Food Trucks only: Power is your responsibility. If you need access to an outlet, please bring an extension cord and duct tape.
Bar Service Responsibilities
Provide a name & contact number for Bar Service Captain who will work the event no less than 1 week prior to the event
Maintain a clean and organized environment within Realm’s designated staging areas and bar area
Execute a soft close 30 minutes prior to the end of the event (prior to scheduled cleanup time).
At end of night, complete and sign off on Realm’s clean up tasks according to the Check-In/Out List applicable to Bar Service area
Venue Access Timeframe
Your load-in time begins at the start of the client’s contracted booking time, unless otherwise specifically agreed upon by the venue
Your load-out time must be completed by the end of the client’s contracted booking time, unless otherwise specifically agreed upon by the venue
Loading & Parking
All vendors must use the designated loading & parking areas as discussed during the Final Walkthrough and/or as communicated by Realm’s Venue Manager
ADA compliance in the Parking lot and patio is required at all times
Set up
Catering: Unless otherwise specifically agreed upon by the venue, the catering team is responsible for setting up the venue according to the provided floor plan and must plan staffing accordingly.
Bar: bar staff is responsible for setting up the bar accordingly. No bar setup may take place during ceremonies.
FLIPS
No items can be soft set in the hallways in order to maintain free and clear passage of the hallways.
All flip prep must take place in Staging Suite. Do not soft set tables in the Staging Suite in order to maintain efficient use of space. Tables can be set during the flip within Realm.
During flips:
First, stack rows of ceremony chairs
Second, place tables according to floor plan
Last, unstack chairs around tables
CLEAN UP
Catering: The catering team is responsible for completing all items on the Check-In/Out List and may not leave until all items are complete and have been signed off on by the Venue Manager and designated catering captain.
Bar: The bar service team is responsible for removing all bar items from the bar service and staging areas, as well as cleaning all of the bar service areas in accordance with the Check-In/Out List.
In-house Supplies & Inventory
Realm provides all cleaning supplies needed to execute the Check-Out List on-site as well as rolling trash cans and trash bags to utilize during the event.
Realm in-house furniture inventory is located on-site for client use and is approved for indoor use only.
Realm tables must be covered and protected from heat if used for food service. Damages to furniture will incur additional charges.
Check-In/Out List
Our Venue Manager will provided a printed version of our most up to date Check-In/Out List, as well as the Event Order & Floor Plan(s).
