Caterers, Coordinators/Planners, DJs/Entertainers and any other Vendors who have not been to
Southall Meadows in the year preceding a contracted event must visit the property to become
(re)acquainted with our policies and facilities. Southall Meadows requests that Vendors who
must visit, do so prior to the Client’s Final Walkthrough, which is the final pre-event meeting for
the Client and Coordinator, by which time, all Client/Vendor meetings should be complete.
Vendor’s contracted arrival time should be early enough to set up before the start of the event.
You must arrive at the contracted time, so that the event Coordinator will be present at the
facility to receive you. If the event Coordinator is not present when you arrive, call the
Coordinator, not Southall Meadows. Unless Southall Meadows is responsible for event
coordination, they will not have Vendor instructions. Make sure your contracted departure time
allows enough time to strike and clean
Vendors should know the appropriate level of staffing to perform their contracted services.
Understaffing an event may win the Vendor a contract, but it reflects badly upon Southall
Meadows, as guests will associate the Vendor’s services with the venue. It is not acceptable to
do this at the expense of Southall Meadows, who has opened its facility to the Vendor and who’s
personnel may have to perform what should be the Vendor’s duties. Vendors who understaff
events will not return to Southall Meadows and their Client will be charged to make up for the
Southall Meadows is required to be named as additionally insured on the liability insurance
carried by coordinators, caterers, bartending services, DJ’s, rental companies and any Vendors
who provide significant onsite services as determined by Southall Meadows. Without limiting the
liability of the Vendor, the Vendor shall maintain, during activities at Southall Meadows,
comprehensive general liability insurance covering the operations to be performed, with limits of
not less than $1,000,000 per occurrence. Prior to operating at Southall Meadows, you must
furnish Southall Meadows with your Certificate of Additional Insured (COAI) evidencing this
insurance naming Southall Meadows (3193 Southall Road, Franklin, TN 37064) as an additional
insured by endorsement to the policy.
Smoking outside in designated areas is permitted, but properly dispose of all cigarette butts in
provided receptacles. Smoking or vaping indoors is forbidden.
All garbage and waste must be bagged, tied off and placed in the proper receptacle, at the end
of the night. Each vendor will be responsible for making sure their trash is properly disposed of.
Parking is limited to the designated parking area only. Parking is not allowed in the circle drive
in front, on any of the farm roads, or in front of the Barn or Hall which must be kept clear at all
times, except for loading and unloading of items. Driving on grass is also not permitted.
No cooking is allowed on any part of the Property, outside or inside; however, buffet lines are
allowed. The use of propane heaters inside the Hall, or on the lawn is prohibited. Candles may
only be used cautiously on table tops. If using candles, odorless and dripless candles are mandatory; all candles must be stationary and enclosed in non-flammable containers such as
The event coordinator is the most important role of all and Southall Meadows expects them to
operate under the highest industry standards and to hold all vendors under their supervision to
this expectation, as well.
To coordinate at Southall Meadows, you must be an industry professional,
which means you must regularly be in the business of coordinating events, and Southall
Meadows must agree that this is the case. Furthermore, you may not be a relative of the client,
a member of the wedding party or an attendee of the event.
Coordinator is expected to attend the Final Walkthrough with the Client, as well as
direct the onsite rehearsal. Before the event, the coordinator should be completely familiar with
Southall Meadows’ policies and facilities, and the resulting needs of the Client’s vendors.
Bring anything that you might need, including twine, scissors, towels, glue
dots, cake knife and other tools of the trade. You are required to furnish two trash bags, (tall
kitchen, black) for the cleanup of both “getting ready” suites.
If Southall Meadows personnel are required to perform any of these duties, we will assess your
client a minimum of $250 up to the cost for the Southall Meadows staff performing coordination
services in-house and you will be removed from the eligible coordinator list.
To cater at Southall Meadows you must be an industry professional, which
means you must regularly be in the business of catering events, and Southall Meadows must
agree that this is the case.
- Our workspace is accessible from the driveway that runs between the Hall and the
Barn from a side entrance door labeled Catering, as well as the back entrance to the Hall. The
catering workspace contains a mop sink, industrial refrigerator, tables and power.
Bring anything you might need, including extension cords, ice chests,
hotboxes, towels etc.. If you order rentals, you must use a Southall Meadows approved
Non-Preferred Vendors must attend the Final Walkthrough.
To bartend at Southall Meadows you must hold a current ABC license and
be an industry professional, which means you must be in the business of regularly bartending at weddings and events and Southall Meadows must agree this is the case.
No kegs are allowed at Southall Meadows.
Unless client has ordered a bar package through the venue, all bar service
items must be brought in by bartender including spill buckets, wine key, bottle opener, ice chests, ice, towels etc. Do not bring furniture including bar, back-bar, bar decor or other typical rental items without Southall Meadows’ permission.
Southall Meadows requires that you use our in-house two speaker audio system with a mixing board in the Barn. There is also an in-house speaker system in the Hall intended for background music ONLY. You will be able to plug into our system in the Barn using an 1/8inch jack.
NO TAPE MAY BE USED AT SOUTHALL MEADOWS, INCLUDING BUT NOT LIMITED TO GAFF, PAINTER’S, DUCT TAPE, ETC.. Bring anything you might need, including extension cords, XLR cables, direct box, rugs, microphones and monitors. If you
require extra staging, table(s) etc. communicate this to your client. Stages may not obstruct a fire exit. Light shows and fog machines must be approved by both the client and Southall Meadows.
Southall Meadows does not have a floral prep area. Completed arrangements and decor logistics must be approved by Southall Meadows. No nails, tape of any kind or any other implement that could cause damage to the walls or floor may be used in either building.
Bring anything you might need including ladders, scissors, tape, wire, twine, matches/lighters, broom, trash liners to remove trash and other tools of the trade.
The Vendor fully, unconditionally and irrevocably releases Southall Meadows and its owner, employees, agents and independent contractors from any and all claims and liabilities for personal injury, bodily injury, death, property damage or loss, financial injury and all other damages relating to any activity at Southall Meadows. The Vendor voluntarily and expressly assumes all risks, known and unknown, of and full responsibility for any personal injury, bodily injury, death or property damage or loss connected with access to, use of or presence at Southall Meadows by the Vendor or any activities or events at Southall Meadows.
The Vendor understands and agrees that no Southall Meadows personnel will be expected to
provide or furnish any supervision or control over use of Southall Meadows or the activities and events conducted thereon in which the Vendor may participate. The Vendor agrees to indemnify, defend, reimburse and hold forever harmless Southall Meadows against any and all suits, claims and actions including attorneys’ fees and court costs, which may be made or instituted against Southall Meadows arising out of the activities of the Vendor while at Southall Meadows.
The Vendor agrees that this agreement shall be governed by the laws of the State of Tennessee. Any dispute whatsoever arising under, in connection with or incident to this
agreement shall be litigated, if at all, in and before a Court located in Williamson County, Tennessee. In any such litigation, the Vendor will pay for its own attorneys’ fees and costs and, if Southall Meadows prevails in any such action, the attorneys’ fees and costs of Southall Meadows.
The Vendor represents and warrants that they have all required current permits, licenses, certifications and authorizations required by law to perform services on or provide goods to Southall Meadows and shall at all times comply with all applicable laws, statutes, rules and regulations as well as all Southall Meadows rules and regulations.