Vendor Information & FAQs
Building the best vendor teams!
We love working with the very best vendors in our area to support our client’s vision as we work together to create the wedding of our client's dreams!
We understand that each venue operates a bit differently, so we've set this page up to provide you with information about the Ocoee Crest vendor approval process and some basic policies along with answers to questions that we thought you might be curious about .
Please understand that our policies and guidelines are set because of practical and logistically necessary factors, or they’ve been included due to advice or requirements set by our insurance provider or the advice of our attorney.
Our goal is always to be as upfront and transparent as we possibly can, both with our clients as well as our approved vendors, about our policies and any possible limitations that we have.
While we have expectations of anyone that provides vendor services on the Ocoee Crest property, we do all we can to be as easy to work with and as accommodating as we possibly can within our guidelines.
We realize that supporting our vendors, ultimately helps to provide support to our mutual client(s), so please let us know how we can help you, now or on the day of the event, or any time between now and then.
Always feel free to reach out to us with any questions you may have. If you have not yet been out to visit us, please let us know if you would like to schedule a vendor tour to see Ocoee Crest in person!
We hope that your vendor experience at Ocoee Crest is nothing short of amazing! We are looking forward to working with you!!
Ginny, Venue Owner
Khya, Venue Manager
Note: All event day activities or any consent not specifically provided must receive pre-clearance from Ocoee Crest.
Vendor Approval Process
Vendor Information - General
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All vendors must be pre-approved and an updated COI and licensing must be provided and on file before working event(s) on the Ocoee Crest property.
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All guidelines that we have in place are simply our best effort to:
Create a supportive, cohesive atmosphere for our mutual client's big day.
Address practical and/or logistical factors necessary for the Ocoee Crest team and venue spaces, some aspects are set simply because we often have back to back rentals on consecutive days.
Reduce the chances of injury or harm to anyone visiting Ocoee Crest, and outline responsibility in the unlikely event that such were to occur.
Reduce the chances for damage to the Ocoee Crest spaces, or other concerns that could impact future events and outline responsibility in the unlikely event that such were to occur.
To have repairs done overnight between weddings is not logistically easy to do, so we do what we can to avoid any issues and to keep the spaces looking as nice as possible for all of our couples! This is not only important for future events, but because we require this of everyone that works on the Ocoee Crest property, it helps to keep the space as nice as possible for our mutual client's big day as well. We always do everything that we possibly can to find set up and decorating solutions, that fall within our guidelines, that work with the client's vision.
Note: All event day activities or any consent not specifically listed or provided must receive pre clearance in writing from Ocoee Crest.
ARRIVAL AND DEPARTURE TIMES: All decorating and event set up, including the delivery and pick up of decor or other items being used for the Event, must be done during the client's specified rental period. Our staffing schedule is set based on these times, so please find out when the rental start and end times are , as EARLY ACCESS IS UNFORTUNATELY NOT AVAILABLE.
VENDOR ARRIVAL LOAD-IN, AND PARKING: During the set up period of an Event, vendors may park in locations on paved areas of the parking lot closest to the building to unload items. Once unloaded, if you will be staying during the event, please park in the lower area of the parking lot to provide upfront parking spaces for guest parking.
WHEN DOORS ARE OEPN FOR UNLOADING, please close them as quickly as possible to keep heat/air from leaving the venue space. When doors are opened frequently, or left ajar for a period of time, the heating or cooling becomes less effective in the space. To help alleviate this, it is advisable to close doors as soon as practical after bring items in.
ELECTRICAL EQUIPMENT: Any equipment requiring electricity must be pre-approved.
SET UP AND CLEAN UP:
ROOM SET UP: Ocoee Crest will set up all tables and chairs according to the floor plan discussed with and agreed to by the client, as well as take them down after the event. We ask that client(s), vendor(s), or guest(s) not move furnishings in the reception area or other rooms, once they are set in place.
END OF EVENING: The reception must end at least one hour prior to the end of the rental period to allow for vendor clean up and removal of personal property, decorations, rental items, and removal of vendor property and equipment.
VENDOR IS REQUIRED to leave their area(s) of service in the same condition that they found it in, and to remove all items that they bring for the event with them when they leave.
VENDOR AGREES to adhere by all Ocoee Crest guidelines, requirements and minimum standards as well as any specific mandates or guidelines set by federal, state, or local government agencies.
SAFETY AND DAMAGE PREVENTION: Additional guidelines and requirements may be imposed by Ocoee Crest in cases related to safety or to prevent potential property damage, or in cases that may be prohibited by our insurance company or cause concern over future insurability of Ocoee Crest.
All event day activities or any consent not provided must receive pre clearance in writing from Ocoee Crest
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Vendor agrees to accept responsibility for any damage or injury caused by employees, subcontractors or anyone representing the individual or company, and shall be responsible for any injuries to it's staff, employee's, subcontractors, or anyone representing the individual or company while on the Ocoee Crest Property.
Vendor agrees to observe a professional code of conduct and perform their duties in a professional manner, including no profanity, and showing respect to the Client(s), their family, invitees, other vendors, and the staff of Ocoee Crest.
Vendor agrees to wear appropriate attire and dress professionally.
Vendor understands that Ocoee Crest must review and approve all proposed logistical plans for the use of the premises, a minimum of thirty (30) days prior to the event.
Vendor understands that they are responsible for cleaning up their area(s) of service and agrees to leave things as they found them when they arrived.
Vendor agrees to bring all tools and equipment needed to provide, complete, and clean up their area(s) of service.
Vendor understands that ladders or step ladders may only be used by vendors that have provided a current COI as proof of insurance.
Vendor agrees to drive and park in designated areas only. No driving on the sidewalk that leads to the ceremony site.
Vendor agrees to park vehicles in the lower section of the parking lot except during loading and unloading.
Vendor agrees to comply with all Ocoee Crest guidelines, including those provided in writing as well as those provided verbally.
All event day activities or any consent not provided must receive pre clearance in writing from Ocoee Crest.
Vendor FAQs - General
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Some venues allow any vendor to work on their property without being licensed, insured or pre-approved. Others require that clients only choose vendors from their preferred vendors list, while other venues provide their own vendor services onsite, and require that clients use them exclusively.
We decided to go with a somewhat hybrid option where we have a list of vendors already approved (to provide an easy planning option for our clients), while also having a process for potential vendors to request approval.
In order to be approved vendors must be licensed and insured, and operate their business within any required laws for their industry, and meet common minimum industry standards.
Because we have so many individuals/companies/businesses on our property on a routine basis, we must require that each business accepts their own potential for liability. For some industries it is possible to get a one day liability policy that would meet our insurance requirements (if you have questions on that, let us know).
Although there are multiple steps in finalizing approval, our vendor approval process is simple and straight forward and generally takes no more than 1-2 days as long as the vendor provides us with what we need to determine whether they meet our requirements.
We LOVE having the option available for approving new vendors, but please understand that especially in cases where a vendor does not follow through with providing us what we need, along with filling out the vendor application, the process can become time consuming for us both. Please help us to KEEP the process simple (by following the steps outlined in a timely manner) so that we can continue to offer vendor approvals as an option at our venue.
We are very upfront with our clients about our vendor policies and requirements before they finalize their reservation with us, so they are aware of what these are ahead of time.
All of our policies or guidelines are set because of practical and/or logistically necessary factors, or they are included due to advice provided to us by our attorney or advice/requirement of our insurance provider.
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Every venue operates a bit differently so policies and requirements vary. We require that any vendors that work at Ocoee Crest operate their businesses within any required laws, accept their own liability, and meet common minimum industry standards and Ocoee Crest guidelines while working on the Ocoee Crest property. Our vendor policies are firm.
Because we have so many individuals/companies/businesses on our property on a routine basis, we must require that each business accepts their own potential for liability. For some industries it is possible to get a one day liability policy that would meet our insurance requirements (if you have questions on that, let us know).
For those that operate their business as a sole proprietor, if a business license is not required by your county, that requirement can be waved.
Our clients are aware of our vendor policies prior to reserving their date at Ocoee Crest. Vendor options is one of the topics that we inform and discuss with our clients several times before finalizing their reservation, as well as it being covered in detail in our rental agreement.
In general our vendor requirements are set for practical or logistically necessary reasons as well as on the advice of, or requirements set by, our insurance provider and/or legal council.
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Ocoee Crest has insurance that covers OUR liability. Vendors will need insurance that covers THEIR liability. The client's event day policy covers THEIR liability. While I wish that the need for insurance was not a consideration, unfortunately in the times that we are living, insurance liability is just a necessity for every business, and for gatherings such as this.
While it may seem like there is overlap in these policies, there is not. The event policy that the client takes out, does not cover vendors, so all vendors must carry their own liability insurance.
Because we have so many individuals/companies/busiensses on our property on a routine basis, we must require that each business accepts their own potential for liability. For some industries it is possible to get a one day liability policy that would meet our insurance requirements (if you have questions on that, let us know).
Our clients are aware of our vendor policies prior to reserving their date at Ocoee Crest. Vendor options is one of the topics that we inform our clients of and discuss several times before finalizing their reservation, as well as being covered in detail in our rental agreement.
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When putting together our vendor guidelines, information, and processes we really tried to think of as many scenarios as possible so that everyone is on the same page and to outline the "what ifs."
Our goal is always to be as upfront and transparent as we possibly can about any policies or potential limitations that we have.
All of our policies or guidelines are set because of practical and/or logistically necessary factors, or they are included due to advice provided to us by our attorney or advice/requirement of our insurance provider.
We try to make everything as clear as possible for everyone, hopefully avoiding any surprises on event day!
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Unfortunately no. We arrange our staffing based on the client's reserved rental times, so unfortunately we do not have an option for early access unless additional hours are added by the client in advance.
We know that all of our vendors are juggling a lot in their schedules and we understand that there may be times that gettng in early could make things easier. Unfortunately, due to our event day staffing schedules, it is just not logistically possible for us to provide early access.
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All items needed for your services must be brought or delivered during the clients rental time. Unfortunately, because of our event and touring schedules, we have to be firm on this.
Generally we will have another event or numerous tours scheduled the day before and the day after event day. Because of this, decorating, deliveries, and other set up as well as removal of all items will need to happen during the arranged rental time.
Food & Beverage Service - FAQS
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Full service, commercially licensed catering is required for the entire span of food service. At Ocoee Crest, the caterer is responsible for setting up the food service, maintaining proper food safety guidelines and cleanliness of the venue while food is being served. The caterer is also responsible for pre-bussing tables and removing trash, as well as wiping down food spills etc., and cleaning up the food service area(s) after food service has ended.
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Only caterers that have commercial food service licensing can be approved. Catering companies that "fly under the radar" and do not have the food service establishment permitting that is required by law cannot provide food services at Ocoee Crest.
In order for caterers to be approved to work at Ocoee Crest, they must provide us with a copy of the required state issued health permit (Food Service Establishment Permit), as well as list our companies and principles as additional insureds on their liability policy. The Food Service Establishment Permit and the liability insurance policy must both list the name of the business requesting approval.
Our clients are aware of our catering policies prior to reserving their date at Ocoee Crest.
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In some situations a food truck can be approved for certain events.
In order to be approved the "food truck" must be a fully contained, commercial food service certified mobile kitchen (Mobile Food Unit). The commercial food service licensing/permit must be specific to the food truck.
Food trucks can be approved for smaller events; must have adequate staffing available for plating and servicing food in a timely manner for the number of guests at the event; and must have a rain back up plan for servicing food inside if the weather does not permit for guests to go outside to the food truck to get their food.
All food service requirments and guidelines apply to food trucks and additional guidelines may be required for food truck approvals.
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The reason is simple, our catering prep kitchen is not a commercial food service licensed full service kitchen.
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For safety reasons, all food items must be prepared and served by a pre-approved, full service, commercially licensed & insured caterer (desserts must be prepared by an approved commercially licensed catering company or an approved commercially licensed bakery).
Home baking or businesses that operate under the "cottage" food laws are not permitted to provide food items (including desserts) at Ocoee Crest events.
For those companies that normally operate out of their home, we understand that it is possible to rent a commercial kitchen that has been permitted by the state. This may be a good option to consider if you would like to be approved, however, the business must still provide us with a county issued food service permit (Food Service Establishment Permit) that lists their company name in order to be approved.
The Food Service Establishment Permit and the liability insurance policy must both list the name of the business requesting approval.
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Yes, cakes and desserts must be prepared by an approved commercially licensed catering company or an approved commercially licensed bakery. Home bakers, personal chef's or businesses that are working under the "cottage food" laws are not able to be approved.
For those companies that normally operate out of their home, we understand that it is possible to rent a commercial kitchen that has been permitted by the state. This may be a good option to consider if you would like to be approved, however the business must still provide us with a county issued food service permit (Food Service Establishment Permit) that lists their company name in order to be approved.
The Food Service Establishment Permit and the liability insurance policy must both list the name of the business requesting approval.
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Because of the increased concern over liability with alcohol service, our process to get an alcohol service provider approved is lengthy and relies on relationship building with the company and owner, in addition to our basic routine requirements.
Our ultimate goal is safety. We want everyone to enjoy their time and experience at Ocoee Crest, and we never want anyone's evening to be devastated by tragedy related to alcohol following an event at our venue. We have developed a relationship with the bar tending services on our list and we have seen their professionalism and service standards over time.
We are currently not accepting applications for companies to be approved for alcohol service or bar tending. If you would like for us to put you on a wait list to contact you if we start interviewing companies some time in the future, please let us know.
Decorating Guideline - FAQs
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In an effort to keep the property in good condition for future weddings we do not allow items that are hard to clean up and/or could possibly cause hazards and/or may be prohibited by our insurance carrier (or cause concern over future insurability of Ocoee Crest). Hard to clean up things that are not allowed: confetti, fake snow, sand, silly sting, glitter of any kind, small gems/jewels, rice, popcorn, artificial flower petals, etc. (This is not an exhaustive list, so please have any decorating or send-off items approved.) Fire hazards (prohibited by our insurance carrier) fireworks, sky lanterns, open flamed candles, etc. (This is not an exhaustive list, so please have any decorating, special effects, and/or send off items approved.)
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We have specific guidelines on what/how decor can be hung or attached to surfaces around the inside and outside of the building and pergola. Please get anything needing to be secured or hung approved before your big day.
All guidelines that we have in place are simply our best effort to keep the chances for damage to the space, or other concerns that could impact a future event, as low as we possibly can.
To have repairs done overnight between weddings is not logistically easy to do, so we do what we can to avoid any issues and to keep the spaces looking as nice as possible for all of our couples. This not only is done to help protect the space for an event that comes after your client's day, but because we ask the same of everyone it also helps to protect the space for your client's big day as well!
We will do everything that we can to find solutions that fall within our guidelines, but also works with your vision.
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We do not allow flamed candles (this includes when they are inside partially enclosed containers). For decor use, flameless candles are required.
We have a wide range of very high end, "real looking" flameless candles available for your use in our decor items.
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No, the vendor form that you filled out on our website was simply a request for approval and starts the approval process.
After receiving your request, we will send you an email letting you know what our requirements are specifically for your industry along with our VENDOR APPLICATION that will provide us with more information so that we can determine whether you meet our requirements.
Completing the VENDOR APPLICATION is the next step that you need to take if you would like to be approved to work an event at Ocoee Crest. Please complete that as soon as possible so that we can continue the approval process. If we do not hear back from you, your request for approval will be put on hold.
If you have any questions for us, please let us know!
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Once we have received your vendor approval request, we will send you an email that outlines our requirements specifically for your industry.
The follow-up email will also include our VENDOR APPLICATION that must be completed, (which is your next step in the vendor approval process). Please note that this form is different from the one that you filled out on our website and provides us with additional information as to whether your company meets our requirements for approval. The vendor application will come to you as an attached document in our follow up email.
If we do not receive a completed application from you, we will put your approval request on hold. You are welcome to re-open the request at a later time if you would like.
Once the application is completed, and required documentation has been received, we will contact you by email with your approval status update.
Until you have provided us with the documentation that we require, as well as completed all of the steps in the approval process and received confirmation that you have been approved directly from us by email, you are not yet approved.
We are very upfront with our clients about our vendor requirements and policies, prior to reserving their date at Ocoee Crest, and they understand that to be approved vendors must meet these and complete the approval process. Clients agree to not hire vendors until after they have been approved. Because our vendor approval policies are very firm, we recommend that vendors complete the approval process before entering into an agreement with the client.
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Anyone providing vendor services on the Ocoee Crest Property MUST BE PRE-APPROVED at least 90 days prior to the event date.
Until you have provided us with the documentation that we require as well as completed all of the steps in the approval process and received confirmation that you have been approved directly from us by email you are not yet approved.
Our clients are aware of our vendor requirements and policies and have agreed to not hire vendors until after they have been approved. Because our vendor approval policies are very firm, we recommend that vendors complete the approval process before entering into an agreement with the client.
Prior to being approved, all vendors must provide Ocoee Crest with a copy of any applicable permits and/or licensing required for their industry.
Prior to being approved, all vendors must meet insurance requirements and provide a copy of their Certificate of Insurance (COI) naming Ocoee Crest as a certificate holder.
Anyone servicing food or alcohol must also list our companies and principles as additional insureds using our specified language.
Prior to being approved, all vendors must complete a VENDOR APPLICATION and sign a vendor industry specific VENDOR AGREEMENT.
We are unable to approve vendors prior to completing the steps listed above and vendors cannot be approved within 90 days of the event date. We recommend finalizing the approval process as soon as possible so that it does not delay the client's wedding day planning process.
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While we can process approvals up to 90 days before the event, we recommend completing the process as soon as a client has contacted you with an interest in hiring you for their big day.
Because our vendor policies are firm, our clients agree to not hire any vendors until after they are approved and we suggest that vendors not enter into agreement with a client until after they have received approval by email from us.
There is no way for us to guarantee that you will be approved ahead of time until we have received the required information and you have completed the approval process.
We recommend finalizing the approval process as soon as possible so that it does not delay the client's wedding day planning or hold up a possible booking date on your calendar.
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Yes, any vendors not approved at least 90 days from the event date must be chosen from our list of vendors that have already been approved.
We highly recommend finalizing the approval process as soon as possible so that it does not delay the client's wedding day planning or hold up a possible booking date on your calendar.
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A COI (certificate of insurance) is an official document issued by the insurance company that provides proof of insurance and documents details about coverage (who is covered; dates of coverage etc.).
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Being listed as a certificate holder on a Certificate of Insurance (COI) simply provides proof of insurance and allows us to be notified if there was a change to the policy under the listed policy term.
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Being listed as an additional insured on a certificate of insurance (COI) simply provides that the listed entities (companies and their principles) are covered if named in a lawsuit that comes about due to the negligence brought on by you, your employees, or your company while on the Ocoee Crest property. Listing our companies and principles as additional insureds is a firm requirement for anyone serving food or alcohol at Ocoee Crest.
If serving food your COI must name: Ocoee Crest, Inc. and Polk County Rentals, LLC and the respective shareholders, directors, officers, members, and agents of Ocoee Crest, Inc. and Polk County Rentals, LLC. as additional insureds for general liability.
If serving alcohol your COI must name: Ocoee Crest, Inc. and Polk County Rentals, LLC and the respective shareholders, directors, officers, members, and agents of Ocoee Crest, Inc. and Polk County Rentals, LLC. as additional insureds for general liability AND liquor liability.
Note: Polk County Rentals, LLC owns the Ocoee Crest propery.
