Part 5. Vendors
5.1. PROFESSIONAL VENDORS. IRONGATE requires all vendors be professional with applicable license and business insurance.
5.2. EXCLUSIVE VENDORS. CLIENT must choose the following vendors from the IRONGATE pre-approved Exclusive Vendor list.
a) Caterer
b) Bar/Beverage Service
c) DJ, Band, etc.
d) Planner or Coordinator
5.3 ALL OTHER VENDORS. CLIENT is not limited to an Exclusive Vendor list for all other vendor types. However, IRONGATE requires all vendors be professional with applicable license and business insurance.
5.4. NON-APPROVED VENDORS. Non-Approved Vendors are not permitted at the EVENT. All vendors must be approved by IRONGATE. If any vendor chosen by CLIENT was acknowledged by IRONGATE as an approved vendor but violated any of our policies during the past 12 months, CLIENT will be notified and further arrangements must be made and agreed to, in writing, by IRONGATE.
5.5. VENDOR CLEAN-UP. CLIENT is fully responsible for clean-up and damage associated with the vendors and may be charged and/or lose all claim to refundable damage/cleaning deposit.
5.6. VENDOR AGREEMENTS. IRONGATE is not responsible for any vendors fulfilling contracts, obligations, refunds or conduct. Please read each vendor contract carefully and ensure vendor has fulfilled the requirements to work as a vendor at IRONGATE.
5.7. INSURANCE. All vendors must carry and maintain in full force and effect for the duration of the EVENT:
a) General liability at a minimum limit of $1,000,000 per occurrence and $2,000,000 aggregate;
b) Liquor liability at a minimum limit of $1,000,000 per occurrence and $2,000,000 aggregate, for any vendor serving alcoholic beverages, including champagne;
c) If applicable, as required by California law, workers compensation insurance (i.e., any vendor with employees);
d) If applicable, auto liability insurance (e.g., bar trailer, catering or food truck) at a minimum of $1,000,000 combined single limit.
In addition, the planner/coordinator, caterer, disc jockey or other entertainment, bar/beverage service provider and any other vendor identified by IRONGATE, must list Irongate Garden Inn as Additional Insured on their insurance, evidenced by a certificate of liability insurance, as described below.
Irongate Garden Inn
Robert or Krista Grove
4673 Nord Highway
Chico CA 95973
Notwithstanding the requirement for such insurance, all VENDORS shall be required to hold harmless, indemnify, and defend IRONGATE, to the maximum extent allowed by law, from any and all liability arising from Vendors’ use of IRONGATE, including the payment of IRONGATE’S reasonable attorney’s fees and costs incurred in defense of any actual or alleged liability.
A Certificate of Liability Insurance must be submitted, naming IRONGATE as an additional insured, 30 days prior to the EVENT by the caterer, bar/beverage service provider and disk jockey or band and any other vendor identified by IRONGATE.
5.8. SET-UP. All equipment, linen, floral, and other production deliveries must be scheduled within the CLIENT leased days and times as set forth in the CONTRACT, unless other times have been arranged. It is the responsibility of the CLIENT to coordinate set-up, equipment delivery and pickup date(s) and time(s) with all vendors. Parking on the formal Lawn or obstructing the flow of traffic is not permitted and will be strictly enforced. Vehicles are subject to being ticketed and/or towed.
5.9. EQUIPMENT. The outdoor areas at IRONGATE are leased as vacant property, except for tables and chairs provided for up to 150 guests. IRONGATE does not provide commonly used equipment such as, but not limited to, pots, pans, or utensils, table linen, glasses, dishware, flatware, service pieces, coffee makers, wedding equipment, staging, dance floors, garden equipment, tents, heaters, extension cords, audio visual equipment, scissors, tape, ladders, etc.
CLIENT may rent additional furnishings and equipment from a third-party professional vendor.
Caterers are responsible for providing transport carts with rubber wheels using loading locations as specified by IRONGATE. IRONGATE is not responsible for lost or stolen catering or vendor supplies, equipment, or any other property, which is the sole responsibility of the caterer and vendors.
5.10. PREP AREAS AND VENUE. The catering preparation area, and all other vendors, must be thoroughly cleaned before departure, in accordance with the EVENT Check-in/Check-out Checklist(s). CLIENT will be billed for additional cleaning if caterers or vendors leave the prep, staging or other area at IRONGATE in an unacceptable manner.
a) Food may not remain after the permitted time as set forth in the lease agreement.
b) All garbage, recyclables, compost and flattened cardboard boxes must be bagged and removed from the grounds, placed into the dumpster provided or taken off-site. Additional fees apply for contamination of dumpster or additional container/dumpster requests.
c) Ice may be disposed of in the pasture behind the gardens. Ice may not be dumped on the grass, planters, pavement or parking areas.
d) Drinks may not be poured in the landscaped areas.
5.11. STAFF. Catering and vendor staff must work quietly. Residential housing must not be disturbed in any way. Catering staff are responsible for cleaning all spills in all areas of the venue used. In cases of potential stains or damages, a representative of IRONGATE must be notified immediately.
5.12. SMOKING. Smoking by Vendor staff is strictly prohibited.
5.13. ALCOHOL. Consumption of alcohol by Vendor staff is strictly prohibited.
5.14. BREAKDOWN AND LOAD-OUT. Trash, compost, broken down cardboard and recycling must be placed in the dumpsters provided or taken off site. A Removal Fee of $250.00 will be billed to the CLIENT if any Vendor does not remove all items from the premises at the end of the contracted lease time.
5.15. EQUIPMENT. No equipment of any kind may be left at the Premises after contracted lease time. IRONGATE is not responsible for equipment or any other items left on the Premises.
5.16. LOAD-OUT. Load-out must occur during CLIENT permitted time period. CLIENT will be billed overtime charges for clean-up time occurring outside their permitted time period at a rate of $100.00 per hour.
Part 6. Catering
6.1. CATERING. If food is being served, EVENT shall be catered by a professional catering company. CLIENT must choose their caterer from the IRONGATE pre-approved Exclusive Vendor list. Caterer must hold a valid business license and permit from the governing health department. Food shall be served under the guidelines for special events as set forth by the Butte County Health Department and as specifically approved by IRONGATE.
6.2. FOOD TRUCKS. Subject to prior approval, a single licensed and insured food truck may be permitted at certain locations on the property. Only one food truck shall be permitted at IRONGATE at any one time. Operator of the food truck must meet all requirements and terms imposed hereunder for caterers. If both a Caterer and Food Truck will be contracted, CLIENT agrees to be responsible for all coordination between the approved food truck operator and caterer.
6.3 CLIENT agrees that guests shall not be responsible for busing their own drinks, appetizers and/or dinner. CLIENT is required to hire a service to bus tables. CLIENT may contract for table bussing service with the caterer or third-party business.
Part 7. Alcohol
7.1. ALCOHOL. Alcohol may only be managed and served by a professional bartender or beverage service company. CLIENT must choose their bar service from the IRONGATE pre-approved Exclusive Vendor list. Anyone serving alcohol must be trained in this type of service. If an activity would otherwise require a license from the California Department of Alcoholic Beverage Control (if such activity were conducted within the jurisdiction of the State of California), then the individual or entity engaged in such activity must hold an acceptable state liquor license for such activities so that such activities are performed to a high standard of care.
7.2. HARD ALCOHOL/DISTILLED SPIRITS. Hard alcohol/distilled spirits must be served by the bar service and is permitted in the form of up to two mixed drinks prepared by the bar service, in advance of the reception. A full bar is not permitted. Shots are not permitted.
7.3. BEER, WINE & CHAMPAGNE. All beer, wine and/or champagne must be served by the bar service. Champagne may be served tableside by the caterer, if the caterer carries liquor liability insurance. CLIENT is responsible for ensuring the caterer carries liquor liability insurance. Caterers who do not carry liquor liability insurance are not permitted to serve any alcohol. Self-serve champagne or wine walls are not permitted.
7.4. SELF-SERVICE. Self-service of any alcoholic beverage during the reception is prohibited.
7.5. ALCOHOL & MINORS. Alcohol may not be served to minors and consumption of alcohol by underage guests is strictly prohibited.
7.6. OUTSIDE ALCOHOL. EVENT guests may not bring their own alcohol. Consumption of alcohol which is not in control of the insured bar service is prohibited.
7.7. TIMING OF SERVICE. Alcohol service must end by 10:00 PM or five hours after service begins, whichever comes first.
7.8. FOOD OR SNACKS. Food or snacks must be served when alcohol is being served.
7.9. VENDOR CONSUMPTION. Consumption of alcohol by vendors is strictly prohibited.
7.10 STORAGE OF ALCOHOL. All alcohol is to be stored in a secure location, by the bar service, at the conclusion of the service.
7.11 BAR MANAGEMENT. All alcohol must be managed and under the control of the bar service at all times. The bar may not be left unattended for any reason. A minimum of two bar staff are needed to meet these requirements.
Part 8. Logistics
8.1. PLANNER/COORDINATOR. IRONGATE requires the CLIENT contract with a professional event Planner or Coordinator, for supervision, communication and coordination of the EVENT.
a) Planner/Coordinator shall provide service until the end of the event or 10:00 PM, whichever comes first.
b) CLIENT must choose the Planner/Coordinator from the IRONGATE pre-approved Exclusive Vendor list.
c) Planner/Coordinator is required to staff a minimum of two people during the high volume portion of the EVENT (pre-ceremony, ceremony, cocktail hour, etc.).
8.2. DELIVERIES AND PICKUP. All deliveries and pickup to occur at designated areas only. All deliveries and pickups must occur during the contracted days and hours. All rental items and vendor equipment must be removed by the end of the EVENT or final day and hour, as specified by CONTRACT.
8.3. STORAGE. Rental equipment or other items may not be delivered to or stored at IRONGATE prior to the contracted date(s) and time(s). IRONGATE is an outdoor venue and as such, secure storage of rental equipment or personal items is unavailable. CLIENT is discouraged from leaving rental equipment or other personal items overnight as those items will be unattended and not secure. CLIENT assumes all responsibility for equipment or other personal items delivered to or brought on-site. IRONGATE is not responsible for lost or stolen property, which is the sole responsibility of the CLIENT.
8.4. PERMITS. Permits may be required for certain events or items, such as tent structures. Such required permits shall be secured by the CLIENT from the County of Butte. The cost of permits is the responsibility of the CLIENT.
8.5. PARKING. Parking is located on-site and is restricted to the designated parking areas. No vehicles are permitted to park off the property or in non-designated parking areas.
8.6. NOISE/AMPLIFIED SOUND. All Noise and Amplified Sound must comply with the Butte County Noise Ordinance. All music, noise and amplified sound must be off by 10:00 PM.
8.7. DEPARTURE. EVENT must end by 10:00 PM. Unless there is an accommodation agreement, everyone, including CLIENT, vendors and guests, must vacate the property by 11:00 PM.
8.8. CLEAN-UP. CLIENT is responsible for clean-up of personal items, decorations or other items brought on-site by CLIENT or their vendors. IRONGATE staff performs clean-up of the gardens, including remaining trash, tables, chairs and venue inventory.
a) Waste containers and liners are available for use as provided by IRONGATE.
b) A dumpster is provided on-site and may be used by CLIENT and their vendors for waste disposal.
c) The property shall be vacated no later than 12:00 PM on Sunday.
d) CLIENT agrees to pay, or reimburse for, any damage to grounds, buildings or equipment caused by the CLIENT, vendors or the CLIENT guests.
8.9. RESIDENT MANAGER. Resident Manager may be present for any portion of the leased dates and times.
Part 9. General Rules of Conduct
9.1. UNDER-AGE DRINKING. Under-age drinking is strictly prohibited.
9.2. GRILLS. CLIENT use of outdoor gas, charcoal or mesquite grills is prohibited.
9.3. DECOR, LAYOUTS AND SEATING ARRANGEMENTS. CLIENT agrees that the specific use of the premises and the desired site plan, showing decor, layouts and seating arrangements must be approved by IRONGATE at least seven (7) days prior to the EVENT.
CLIENT use of the property shall not interfere with the accessibility to the property or any surrounding areas for purposes of emergency assistance.
9.4. SIGNAGE. CLIENT may use their own event signage at IRONGATE.
9.5. ALTERATIONS AND NO ATTACHMENT OF DECORATIONS. CLIENT agrees that no alterations may be made to the property. Without limiting the foregoing, CLIENT shall ensure that no decorations or alterations shall be nailed, screwed or otherwise physically attached to any part of the property using any product that penetrates the surface of any part of the property. In addition, no adhesive material may be attached to the property, and no items may be attached or hung from any lights, beams, chandeliers or wall sconces.
9.6. NUISANCE. CLIENT shall not use (or permit the use of) IRONGATE for any purpose that (i) may be dangerous to life, limb, property or public health, (ii) in any manner causes, creates or results in a nuisance, or (iii) involves the storage, use, transport or release of any hazardous materials.
9.7. CONFETTI, BALLOONS, POPCORN, ETC. Without IRONGATE’s prior approval, CLIENT shall not use (or permit the use of) extraordinary items as part of its EVENT that may cause damage to the property, increase cleaning obligations and/or otherwise cause a nuisance to visitors, CLIENT, IRONGATE or IRONGATE’s neighbors. Prohibited items include, but are not limited to items such as confetti, streamers, glitter, rice, hay, gummy candy, birdseed, pyrotechnics, and popcorn. Balloons must be secured by CLIENT.
9.8. OPEN FLAME/PROPANE. Use of open flame or propane fueled items are prohibited. Professional catering and monitored use of sternos is acceptable. Use of propane-fueled space heaters may be used, if pre-approved by IRONGATE.
9.9. CANDLES. Use of flame candles is strictly prohibited. Flameless candles may be used.
9.10. WEAPONS. CLIENT shall not use or possess (or permit the use or possession of) firearms, replicas or other weapons at IRONGATE.
9.11. SMOKING. CLIENT shall not (or permit) smoking inside of the residence or other structure, near access doors and/or windows of any structure on the property. CLIENT shall not permit smoking outside of the designated smoking area. Smoking in the parking lot, pasture, etc. is strictly prohibited. IRONGATE shall impose additional fees if prohibited smoking occurs. If CLIENT permits smoking during their EVENT, CLIENT is responsible for providing proper containers for cigarette disposal. CLIENT is also responsible for clean-up of smoking area and containers. CLIENT is further expected to clean the parking lot, lawn, gardens, etc. of cigarette waste.
9.12. ANIMALS. CLIENT shall not bring (or permit others to bring) any animals, except service animals (as to the extent permitted pursuant to the Americans with Disabilities Act), onto any portion of the property at IRONGATE.
9.13. AMPLIFIED SOUND. Amplified music, live or recorded, is permitted at IRONGATE but must comply with the Butte County Noise Ordinance. CLIENT may be required to adjust sound levels or terminate amplification at any time by direction of the on-site representative of IRONGATE.
9.14. OUTDOOR AREAS. CLIENT may not use (or allow to be used) any areas of the property prohibited under this agreement. All guests must remain within the leased site location at all times. The property is not designed to accommodate guests in locations not designated for guest use or access.
9.15. SKY TRACKERS/USE OF DRONES OR AERIAL DEVICES. CLIENT or their guests shall not use (or permit the use of) drones, sky trackers, search light type devices or aerial devices at IRONGATE. Exceptions can be made for a professional and properly insured photographer or videographer. CLIENT must request approval.
9.16. BOUNCE HOUSE/INFLATABLES/CARNIVAL/GAMES. CLIENT shall not use (or permit the use of) bounce houses, inflatables, carnival rides or other carnival activities.
9.17. TENTING. With prior permission from IRONGATE, CLIENT may erect a tent in one of the designated areas. Tenting shall be constructed in accordance to International Fire Code Section 2404, 2006 Edition and may be subject to a permit and inspection (including fees) as required by the Butte County Fire Department. All applicable fees are the responsibility of CLIENT.
9.18. CHILDREN. Children must be accompanied by an adult (other than the bride or groom) at all times, for their safety.