APPLICATION FAQs

Yes, if your client asks you to apply (and you know that we are on good terms should we know each other).

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

If you're not on the Approved Vendor list, you need to submit an application in its entirely each time you return. Having gone through the application process before is not the same as being on the Approved Vendor list. Please do not tell our client that you have been to the venues before and that you are therefore approved to return.

Prospective vendors will enter their company information, sign a vendor agreement, upload their COI, and pay an application fee. An on-site orientation is required of many vendors.

If a prospective vendor has not submitted their application at least 30 days before the event, the client will be asked to find a replacement vendor.

A COI is a certificate of insurance. It is a summary of a vendor's liability policy, usually on a single page, with us named as additional insured on their policy.

Proof of insurance (POI) is just that - proof that a vendor has insurance, which is nice, but it doesn't add us to the policy. Please don't send us a POI. Only COIs are acceptable.

This is what we receive from the insurance agent after we've been added to a policy. Share this with your agent to expedite matters.

No, this makes more work for everyone. Please do not submit your application until you have your COI.

Before we answer, here's a link to an easy insurance purchase based upon the type of vendor that you are.

It sounds like you've tempted fate and come out on top, but luck is a fickle mistress. You're never asked for your car insurance either, until you have an accident. Of course, then you'll wish you had it.

Any business has an obligation to have liability insurance. If you don't have insurance, you are shifting your liability to others, and in the event world that's the event host (your client) and the venue (us). And we're not willing to accept the liability incurred by others anymore than they should expect to incur ours. And your client will surely feel the same.

Short answer - you need an annual insurance policy. No exceptions.

Before we answer, here's a link to an easy insurance purchase based upon the type of vendor that you are.

This is really the same question as the last one. Yes you do. But, this question also alerts us to the likelihood that you're not a professional. Professionals work more than a few events each year. So what we hear is "I'm not that experienced and I have no insurance, is that okay?" That's a double no.

It's true, some vendors pose little risk (florist, photographer, and makeup artist come to mind). But very little risk is not zero risk.

Here's a true tale. An old lady tripped over a photographer's tripod and sustained injuries at a popular Nashville venue several years ago (you'd know the place). When it turned out the photographer did not have insurance, the client sued the venue. Of course this was highly unfair to the venue, but the venue didn't collect a COI from the photographer.

If you're truly in a low risk business your premium will be low as well. Most insurers will also let you pay quarterly or even monthly. So, a low-risk vendor never has to pay a big up-front premium.

As you'll see here, insurance premiums for vendors are very low. Most insurers, including this one, will also let you pay monthly.

No. Anyone can get a one day policy. Heck, we can even get a one-day bartender policy, and we've never tended bar. In short, a one-day policy does not help us determine that you are truly a professional, committed vendor. A one-day policy request is a siren blaring "not a real vendor" (or not a responsible vendor).

If you got a one-day policy every time you came to our venues, we'd also have to hire a full time insurance filer for all the one-day policies we had to chase down.

It's almost impossible to find a policy under $1 mm. Nevertheless, no.

Yes. We won't hold your prior insurance history against you. You'll sleep better at night too. Here's a link to buy a policy.

All vendor applications must be completed, which includes the insurance submittal, at least 30 days before the event, otherwise the client is asked to select a replacement vendor. Submitting an application right before an event puts everyone under the gun. If you're unwilling to obtain insurance, its only right to let the client know in enough time to find an alternate vendor.

If your question hasn't been answered here, yes.

If you entering the premises, then yes, as this creates liability. But you may drop off flowers and decor.

Yes. Food is consumed by guests, and for that reason we require a provider of food to be insured and provide us with their COI.

All named insureds (us in this case) receive notification from your insurer when coverage has been cancelled. If so informed by your insurer, you will not be allowed to return.

The risk posed by vendors to both our clients events and our venues is significant. We therefore vet every new vendor. We also educate all new vendors on policies and the physical space. Often, we require an onsite orientation. This requires time, which of course is money. Ask a lawyer about their billing methodology.

The application fee is for vetting a new vendor for a single visit. It is not a refundable deposit. It is not a fee to get onto our Approved Vendor list.

No. Sorry, but we don't make money off vendors who come to our venues (many venues do), so we're not willing to accept any liability or legal expense related to vendors either.

After you've submitted an application, been approved for the one visit, and worked a few events at our venues, we can talk. Of course we cannot recommend a vendor who we have not worked with recently. We add vendores to our approved list who are great at providing their goods and services, are a pleasure with whom to work (from application through event), and keep their COI up to date with us. Some of the things we look for when making this determination can be found on the Vendor Checklist.

Clients need to select you often enough to make it worthwhile to keep a place on the list. And everything that got you on the list in the first place remains intact. Last, send us your new COI every year when you renew your insurance (please sent this up with your agent). We have special expectations of vendors depending upon the type of vendor (see next question).

Indeed we do. You can find it all here on the Vendor Checklist.

Yes, you may so long as you do not enter the premises. The coordinator or other approved party may bring the flowers onsite and dispose of them at the end of the evening.

No. Food is consumed by guests and even if you do not enter the premises, that imposes a liability.

No for the same reason as above.

We have open houses for existing clients and their vendors. These are generally scheduled in the evening and weekend mornings to accommodate client schedules. We ask that your site visit occur then. Site visits are scheduled for 30 minutes and are not intended to be an office location.

We will have a Venue Manager onsite for the duration of the load-in, event and load-out. If you have any questions before the event date, please search this FAQ, review the Vendor Checklist, review the Event Guide for Clementine or Ruby, ask the event coordinator, or contact us via email at heythere@dragonpark.co and reference the date of the event and at which venue the event will be held.

Load in at Clementine is usually in front of the building if you have heavy items such as A/V equipment, lighting, furniture, etc. Also it is where alcohol is delivered as it is the closest point to the bar. There are no steps to enter the building. If you have wheeled carts, they must enter through the front side doors as the marble entry is damaged by carts. Load in for food is at the side entrances on 48th St as it is mere steps to the catering kitchen. Other than for catering trucks that are used for supplies during the event, all other vendor vehicles must be relocated to public parking spaces removed from the building.

Load in at Ruby is usually in back of the building for all vendors, though for events with a bar in the Treehouse Courtyard alcohol delivery at the front is more convenient. There is a ramp in the back for wheeled carts. Other than for catering trucks that are used for supplies during the event, all other vendor vehicles must be relocated to Ruby's designated off-premise parking.

All items must be removed on the day of the event so that we may be ready for an event the following day.

We have a dumpster at our venues. Trash must be bagged (we provide bags) and boxes broken down as dumpsters fill quickly. We also have trash cans onsite, which must be rinsed out at the end of the night by the caterer or bartender using them.

Yes, but the rafters are high (22-feet at Clementine and 14-feet at Ruby). Vendors must be adept at high ladder work. You must bring your own ladder. Lifts are allowed as our antique floors cannot support the weight. All items in the rafters must be removed on the day of the event.

Lighting vendors must take care not to unplug our lights or other electrical equipment.

Yes we do and you can find them here for Clementine and Ruby.

Our expectations can be found on the Vendor Checklist.

Items are rarely left behind as our managers and the event coordinator sweep the building at the end of every event. If you think you left an item, please contact the event coordinator as they likely took it with them. If you're sure the item is at the building, email us at heythere@dragonpark.co and reference the event date and venue.