Thank you for Submitting the Vendor Approval Form

Thank you for filling out the Southall Meadows Vendor Approval application. Below you will find the Vendor Policies that you must agree and adhere to in order to operate at Southall Meadows.

Vendor Approval Process

Vendors who would like to book a Client’s event must submit this Vendor Agreement BEFORE securing a contract with the Client. Southall Meadows will approve or deny the request within 10 business days of a completed agreement.

 

In return for access to Southall Meadows, we require that Vendors follow our policies and be familiar with our facilities. Southall Meadows maintains a list of Preferred Vendors that have, in Southall Meadows’ judgment, provided exceptional product and/or service at prior events and were respectful of our policies. Some Vendors are not allowed to return. Southall Meadows must approve all Vendors who come onto the premises. If you are not on our Preferred Vendors list, your Client will be charged an Outside Vendor fee, depending on the category. Approval may be revoked at any time by Southall Meadows.

 

Onboarding for Vendors

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.

 

Event Timeline

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.

 

Staffing

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 staffing inadequacy.

 

Insurance

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.

Venue General Rules

 

Smoking

Smoking outside in designated areas is permitted, but properly dispose of all cigarette butts in provided receptacles. Smoking or vaping indoors is forbidden.

 

Garbage

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

Parking is limited to the designated parking area only. Parking is not allowed in the circle drivein 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.

 

Open Flames

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 glass. Battery operated tea lights are recommended. Fire extinguishers are placed at various
locations throughout.

 

Tape

No tape or adhesive of any kind may be used on our floors or walls or any Surface. Please bring cable protectors for walkways in which cables could potentially pose a tripping hazard. Again do not use tape.

If  tape is used on the floors or wall, the client will be assessed a minimum of $250.

Event Coordinator or Planner Policies

 

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.

 

QUALIFICATIONS

To coordinate at Southall Meadows, one must be a company that continuously holds a COI (certificate of insurance) and 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.

 

FACILITY

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.

 

WHAT TO BRING

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.

 

WHAT WE EXPECT
  • We are unable to open earlier or stay later than the client’s contracted time, unless they have purchased additional hours in advance. Please advise all members of the wedding party of this policy.
  • The coordinator agrees to adhere to our list of Preferred Vendors for all required categories and understands that the client will have to pay an outside vendor fee if a different vendor is used.
  • Is responsible for sending Southall Meadows the final layout no less than 30 days prior to the event.
  • Must attend the Final Walkthrough with their clients in person.
  • Must arrive at Southall Meadows before any vendor or clients and may only depart after all guests and vendors have left the premises.
  • Coordinator must check out with a staff member of Southall Meadows before leaving.
  • Is responsible for managing all vendors, the event schedule, decorations and emptying the facility of all materials, including but not limited to alcohol, food and decorations.
  • Before an event begins, the coordinator is responsible for making sure all alcohol is placed at the approved bar locations, including but not limited all alcohol in the suites.  As well as ensuring the ADA bathroom attached to the bridal suite is clear of any personal items belonging to the family or wedding party, so that facility may be used by event guests.
  • If the event coordinator approves of a vendor eating and drinking in a suite, the coordinator must ensure that the vendor cleans up after themselves.
  • Must bring sufficient trash liners for the removal of all decorations, as well as trash in both suites.
  • Decor Package – If Client is making use of Southall Meadows’ decor package, all items being used must be submitted to Southall Meadows in advance. Only Southall Meadows employees are permitted access to any and all storage and office areas. Coordinator will be responsible for placing any and all items being used, including any furniture being placed outside, i.e. cocktail tables. Once event has concluded, all items must be returned to a designated area in the Hall.

 

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.

Catering

 

QUALIFICATIONS

To cater at Southall Meadows you must be a company that continuously holds a COI (certificate of insurance), and  industry professional, which means you must regularly be in the business of catering events, and Southall Meadows must agree that this is the case.

 

FACILITY

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.

 

WHAT TO BRING

Bring anything you might need, including extension cords, ice chests, hotboxes, towels etc.. If you order rentals, you must use a Southall Meadows approved company.

 

WHAT WE EXPECT

-Non-Preferred Vendors must attend the Final Walkthrough.

  • Provide a Certificate of Liability Insurance with worker’s compensation naming Southall Meadows LLC as additionally insured for $1,000,000 for each occurrence
  • Must remain onsite for the entirety of the event, continuously picking up trash, dinnerware, glassware, ALL food and beverage waste, including appetizer, dessert, bar waste etc.
  • Vehicles are not permitted on the lawn
  • Vehicles must be moved to the main parking lot as soon as unloading is complete.
  • Must arrive with enough time to be fully unloaded 30 minutes prior to the event beginning.
  • If using Southall Meadows farm tables for buffet, a linen must be used to prevent scratching
  • Caterers must provide 1 staff member for every 25 guests for the first 100 guests and 1 per 30 guests after the first 100.
  • After the main dinner service is complete, only 2 staff members are required to stay through the end of the event.
  • Caterers should anticipate staying 30 minutes after event end to ensure all required cleanup is completed.
  • COOKING IS NOT ALLOWED anywhere on the property, indoors or outdoors, unless contained inside a food truck. No exceptions.
  • Must provide water in a dispenser through the end of the event
  • Must bring an adequate number of heavy duty 32 gallon trash bags
  • Responsible for cleaning up spills throughout the evening
  • Responsible for spot sweeping floors in all spaces being used during event
  • Responsible for bagging trash and placing it in proper receptacle
  • All boxes must be broken down and placed as directed by venue manager
  • Excess liquid from cups or bottles should go into spill bucket before being placed in trash can. Spill bucket may be emptied into the mop sink.
  • Must return workspace in Catering Room to how it was found (including mopping floors, wiping tables, cleaning debris out of sink, etc.)
  • Must check out with Southall Meadows representative and sign our Final Checkout list before leaving
  • Clean out the refrigerator in the Catering Room and load up leftovers into the designated vehicle.

 

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 Southall Meadows’ staff members to complete catering duties and you will be removed from the eligible catering list.

Bartending

 

QUALIFICATIONS

To bartend at Southall Meadows one must be a company that continuously holds a COI (certificate of insurance), uses only current ABC licensed staff to serve alcohol 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.

 

FACILITY

No kegs are allowed at Southall Meadows.

 

WHAT TO BRING

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.

 

WHAT WE EXPECT

-Non-Preferred Vendors must have a meeting at Venue before the Final Walkthrough.

  • Provide a Certificate of Liability Insurance with worker’s compensation naming Southall Meadows LLC as additionally insured for $1,000,000 for each occurrence
  • 1 bartender is required for every 50 guests.
  • Must arrive onsite and be set up no less than 30 minutes before the event begins.
  • Bartenders must stay until the entirety of the bar breakdown has been completed and excess alcohol packed into the designated vehicle.
  • The area surrounding the bar must be mopped of spills.
  • May not leave the bar or alcohol unattended at any time for any reason. If the bar is left unattended, Southall Meadows will shut down the bar for the remainder of the event
  • All boxes must be broken down and placed as directed by venue manager
  • Excess liquid from cups or bottles should go into spill bucket before being placed in trash can.
  • May not empty spill buckets or garbage (bottle caps, garnish fruit, corks etc.) anywhere other than the designated receptacles. Spill bucket may be emptied into mop sink in Catering Room and any solids must go in trash. Please wipe down mop sink after this is complete
  • Excess ice should be taken to designated location, directed by your venue representative.
  • Must close down all bar stations completely according to the event timeline.
  • Bar area(s) must be swept and mopped.
  • Must check out with Southall Meadows representative and sign our Final Checkout list before leaving

 

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 Southall Meadows’ staff members to complete catering duties and you will be removed from the eligible catering list.

MUSIC: BANDS, DJ, STREAMING

QUALIFICATIONS

To provide musical entertainment at Southall Meadows you must be a company that continuously holds a COI (certificate of insurance), and be an industry professional, which means you must be in the business of regularly entertaining at weddings and events and Southall Meadows must agree this is the case.

 

 

FACILITY

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.

 

WHAT TO BRING

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.

 

WHAT WE EXPECT
  • Provide a Certificate of Liability Insurance with worker’s compensation naming Southall Meadows LLC as additionally insured for $1,000,000 for each occurrence
  • Must complete set up an hour and a half prior to the event beginning to allow ample time for sound check.
  • Entertainers must be well groomed, dressed professionally and conduct themselves in a professional manner at all times during the event
  • The volume level and bass level must be measured at sound check, not to exceed 78 decibels in the barn and 88 decibels in the Hall.
  • No bass amps or subwoofers are permitted anywhere on the premises.
  • The main Barn and Hall entrances are reserved for loading and unloading only.
  • Vehicles must be moved to main parking lot as soon as unloading is complete.
  • Vehicles are not permitted on the lawn
  • DJ setups are highly encouraged for ceremonies outside
  • The Entertainment agency is responsible for all outdoor equipment. Southall Meadows requires the use of our sound system and ONLY our sound system for events in the Barn to ensure volume measures. Additional equipment can only be used in the Hall. Please ask a Southall Meadows representative if what you plan to bring is permitted. Again, no bass amps or subwoofers are permitted.
  • The initial sound check will be occur 1.5 hours in advance of the event.  Arrive with enough to be ready for the Southall Meadows representative to run sound check with you at that time.
  • Sound checks will be continued throughout the evening. If our representative asks you to turn down more than once, you will be asked to leave and music will be shut off.
  • All music must end in the Barn no later than 10pm (9:45 if there is a send-off) and no later than 10:30 pm in the Hall (10:15 if there is a send-off).

Florists & Decorators

 

FACILITY

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.

 

WHAT TO BRING

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.

 

WHAT WE EXPECT
  • All used areas must be returned to the way they were found before the end of the night
  • Arrive immediately after the event concludes to collect any vases, votives, centerpieces, etc.. Items may not be stored overnight at Southall Meadows.
  • All hanging/standing installations must be removed immediately after event concludes
  • Must make sure all spaces used are swept and clean after installation has been
    completed, as well as after removal of all installations at the event’s conclusion.
  • No rice, confetti, birdseed, potpourri, glitter or any substance of that nature is allowed on the Property.  Bubble machines are permitted outside only.  Flower petals and/or herbs may only be used for decorating purposes on tables or ceremony sites and must be cleaned up entirely at the conclusion of the event.
  • No material may be stuck into the ground or flower beds, including but not limited to shepherd’s hooks, tiki torches, etc.
  • Candles may only be used cautiously. If using candles, dripless candles are mandatory and must be stationary and enclosed in non-flammable containers, preferably glass. Battery-operated tea lights are recommended.
  • Non-flame retardant  fabrics are prohibited from use.  Faux florals and many dried florals are incredibly flammable and thus prohibited, i.e. pampas grass.
  • No tape, nails or staples can be used on building surfaces. Only rubber-coated wire, floral wire, and zip ties are allowed. No tape of any kind is allowed on any floors, walls or surfaces. No decorations or candles are allowed on stairways. All egress openings and routes shall be kept open for unimpeded travel.

  • Responsible for bagging trash and placing it in proper receptacle. Excess floral waste (more than 3 trash bags) should be hauled offsite by florist.

Release of Liability

 

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.