FREQUENTLY ASKED QUESTIONS

1. Approved Vendor List:

• All outside vendors must be pre-approved by Sawyer Station. If you would like to use a vendor not on our preferred list, they must be approved at least 30 days before the event.

2. Licensing and Insurance:

• All vendors must provide proof of current business licenses and carry general liability insurance of at least $1,000,000. Certificates of insurance must be submitted no later than 14 days before the event.
• Vendors providing services involving alcohol (bartenders, caterers, etc.) must have TABC certification and provide additional insurance for serving alcohol.

3. Arrival and Departure Times:

• Vendors must adhere to scheduled load-in and load-out times. Early arrivals or late departures must be pre-approved to avoid conflicts with other events.
• Load-in can typically begin up to 2 hours prior to the event unless otherwise agreed upon.
• All vendor equipment and items must be removed from the venue no later than 1 hour after the event concludes unless special arrangements are made in advance.

1. Venue Respect and Protection:

• Vendors are responsible for keeping all areas clean and undamaged. Any damage to the venue caused by the vendor will be the vendor’s responsibility to repair or cover.
• No nails, staples, tape, or adhesive materials may be used on any walls, ceilings, or furniture. Temporary hooks or other approved methods should be used for décor installation.
• Open flames (candles) are not allowed unless enclosed in glass or hurricane containers. Approval is required for any décor with open flames.
• Confetti, glitter, rice, or similar small decorative items are not permitted.

2. Vendor Setup and Cleanup:

• Vendors are required to clean up after themselves and remove all trash, equipment, and materials they brought in.
• All food vendors must ensure the kitchen and prep areas are left clean and free of any debris or spills.
• Caterers are responsible for clearing and cleaning tables, unless otherwise arranged.
• All trash must be bagged and taken to the designated trash disposal area before leaving the venue.

3. Safety Regulations:

• Cables, cords, and other trip hazards must be securely taped down or covered.
• No fire hazards (such as sparklers or fireworks) are allowed inside the venue without explicit approval.
• Vendors must follow all city, state, and fire code regulations while operating at the venue.

Caters:

• TABC and Health Compliance: If providing alcohol, caterers must comply with TABC regulations. Proof of health and food safety compliance is also required.
• Food and Beverage Disposal: Caterers must ensure proper disposal of leftover food and ensure no liquids or grease are dumped into any sinks or drains.
• Staffing: Caterers are responsible for staffing servers and bartenders, unless provided through Sawyer Station.

Florists and Décor Vendors:

• Setup Time: Florists and decorators must complete setup within the designated timeframe and remove all décor and materials promptly after the event.
• Prohibited Items: No glitter, confetti, balloons, or items that may damage the floors or walls are allowed. Any hanging décor from chandeliers or ceiling fixtures must be approved by the venue.

DJs and Bands:

• Sound Check: DJs and live bands must complete a sound check at least 1 hour before the event starts.
• Volume Control: Volume must be kept at a reasonable level to comply with noise ordinances. Venue management reserves the right to lower the volume if necessary.
• Equipment: All AV equipment must be removed at the conclusion of the event, and no equipment may be left overnight.

Rental Companies:

• Delivery and Pickup: Rental deliveries must be scheduled and coordinated with Sawyer Station in advance. Items must be picked up no later than the morning after the event (if approved) or immediately after the event concludes.
• Damages: Rental companies are responsible for any damage to venue property caused by their equipment.

• Sawyer Station is not responsible for any lost, stolen, or damaged items belonging to vendors or event participants.
• Vendors must take reasonable care to avoid damage to the venue. Any damages to venue property will be billed to the client or responsible vendor.

• No Smoking: Sawyer Station is a non-smoking venue. Smoking is only allowed in designated outdoor areas.
• Vendor Meals: If vendor meals are part of the catering, they should be arranged in advance. Vendors should eat in the designated staff area.