APPLICATION FAQs

Yes, if your client asks you to apply. If you have been to the venues before, you must first verify with us that you are eligible to return.

All rental companies and bartenders must come from the Approved Vendor List. We do not accept applications for new vendors in these categories.

If you are not currently on the Approved Vendor List, you must submit a complete application each time you return. If you are not on the list, please do not tell the client that you are already approved.

Prospective vendors must complete the full application (company information, signed vendor agreement, compliant COI, and application fee) in a single session. An on-site orientation is required for most vendors.

All applications must be submitted at least 30 days before the event. If this deadline is missed, the client will be asked to find a replacement vendor.

A Certificate of Insurance (COI) is a one-page summary of a vendor’s liability policy that names us as an additional insured.  

Proof of Insurance (POI) only shows that a vendor has coverage — it does not add us to the policy. We do not accept POIs. Only a proper COI is accepted.  

Please share the required COI template with your insurance agent so they can issue it correctly and avoid delays.

No. You must have a valid, compliant COI before submitting your application.

Liability insurance is a standard requirement for any professional vendor working at venues.

If you do not currently have coverage, here is a link to an easy and affordable annual policy option based upon your vendor type.

We require an annual general liability policy of at least $1 million that names us as additional insured. One-day or short-term policies are not accepted. There are no exceptions.

Yes. An annual liability policy is required regardless of how many events you do.

If you do not currently have coverage, here is a link to an easy and affordable annual policy option based upon your vendor type.

We only work with professional vendors who carry proper insurance.

Even low-risk vendors (florists, photographers, makeup artists, etc.) can create liability. Very little risk is not the same as zero risk.

Several years ago at a popular Nashville venue, a guest tripped over a photographer’s tripod and was injured. Because the photographer had no insurance, the client sued the venue.  

We require every vendor — regardless of type — to carry an annual general liability policy of at least $1 million that names us as additional insured.  

If you are in a lower-risk category, your premium will typically be low, and most insurers allow monthly or quarterly payments.

Vendor liability insurance is typically much more affordable than most people expect, and most insurers (including the one linked here) allow monthly payments. An annual policy is still required.

No. We only accept annual general liability policies.  

One-day or short-term policies do not demonstrate that you are a professional, committed vendor, and they create significant administrative burden for us.  

There are no exceptions.

No. We require a minimum of $1 million in annual general liability coverage.
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Policies with lower limits or terms shorter than one year are not accepted.

Yes. We encourage you to purchase an annual policy as soon as possible.

Here is a link to an easy, affordable option.
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We do not hold a lack of prior insurance history against you.

No. The complete application — including a compliant COI — must be submitted at least 30 days before the event.  

If this deadline is missed, the client will be asked to find a replacement vendor. Waiting until the last minute creates unnecessary stress for everyone involved.

Yes — if your question has not already been answered in this FAQ.

If you enter the premises, yes — entering the venue creates liability and requires a compliant COI. Simple drop-offs of flowers or decor (with no setup or entry) are generally allowed without insurance.

Yes. Because food is consumed by guests, any vendor providing food must carry liability insurance and submit a compliant COI.

If you cancel your policy after the event, we will be notified by your insurer as a named additional insured.

Vendors who cancel coverage will not be permitted to return.

Vendors who are not on the Approved Vendor List create meaningful risk to both our clients’ events and our venues.
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We thoroughly vet every new vendor, educate them on our policies and the physical space, and in most cases require an on-site orientation. This process takes significant time.

The application fee covers the cost of vetting a vendor for a single event.
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It is non-refundable and does not place the vendor on the Approved Vendor List.

No. We do not amend the liability release.
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Unlike many venues, we do not charge vendors a commission or fee for working here. In return, we cannot accept liability or legal costs related to vendors.

After you have successfully completed an application, been approved for a single event, and worked several events at our venues, we may consider adding you to the Approved Vendor List.  

We only add vendors who consistently deliver excellent service, are easy and professional to work with from application through the event, and keep their Certificate of Insurance current with us.  

You can review the standards we look for on the Vendor Checklist.

To remain on the Approved Vendor List, clients must continue to select you regularly, and you must maintain the same high standards that earned you a place on the list.  

You must also send us your renewed Certificate of Insurance every year (please set this up with your agent in advance).  We also have specific expectations based on vendor type (see next question).

Yes. Specific expectations by vendor type are listed on the Vendor Checklist.

Yes, as long as you do not enter the premises.

Your coordinator or other approved party may bring the flowers inside and handle disposal at the end of the evening.

No. Food is consumed by guests, which creates liability even if you never enter the premises. A compliant COI is required.

No, for the same reason as food — it is consumed by guests and creates liability.

Site visits may be scheduled online during set times. Please schedule your visit during one of these times. Visits are limited to 30 minutes and are not intended to serve as an office or meeting space.

A Venue Manager will be onsite throughout load-in, the event, and load-out.  

For questions before the event date, please first check this FAQ, the Vendor Checklist, and the Event Guide for Clementine or Ruby. You may also ask the event coordinator or email us at heythere@dragonpark.co (please include the event date and venue).

Clementine Hall - Heavy items (A/V, lighting, furniture, etc.) and alcohol are typically loaded in at the front of the building (closest to the bar, no steps). Wheeled carts must enter through the front side doors — the marble entry is easily damaged by carts. Food load-in is at the side entrances on 48th Street (closest to the catering kitchen).

Ruby - Most vendors load in at the back of the building (ramp available for wheeled carts). For events with a bar in the Treehouse Courtyard, alcohol delivery at the front is more convenient.

Parking - Other than catering trucks needed for supplies during the event, all vendor vehicles must be moved to designated public or off-premise parking after unloading.

No. All items must be removed on the day of the event so the venue can be ready for the next event.

Yes. Both venues have a dumpster and trash cans. All trash must be bagged (we provide bags) and boxes broken down — dumpsters fill quickly. Trash cans used by caterers or bartenders must be rinsed out at the end of the night.

Yes, but the rafters are high (22 feet at Clementine and 14 feet at Ruby). Vendors must be experienced with high ladder work and must bring their own ladder. Lifts are not allowed because our antique floors cannot support the weight. All items hung in the rafters must be removed on the day of the event. Lighting vendors must take care not to unplug our house lights or other electrical equipment.

Yes. Audio specifications are available here for Clementine and Ruby.

Our expectations are outlined on the Vendor Checklist.

Items are rarely left behind — our managers and the event coordinator sweep the building after every event. If you believe you left something, first contact the event coordinator (they often take items with them). If you are certain the item is still at the venue, email us at heythere@dragonpark.co and include the event date and venue.