Terms & Conditions
Caterer Information
Company ____________________________________________ Tax ID # ________________________
Owner/Manager _______________________________________________________________________
Address, City, State ____________________________________________________________________
Phone ________________________________ Cell Phone _____________________________________
Email ________________________________ Website ______________________________________
Serving Options:
On –Site Catering
Delivery Only
Pick-up Only
Preferred Event Size: __________________________________________________________________
Maximum number of people served: _______________________________________________________
LeGrand Center Management will remit all payments to the following within 10 business days of the
event:
Payee _______________________________________________________________________________
Mailing Address _______________________________________________________________________
________________________________________________________________________
Any Additional Information, Account Numbers, Special Instructions, etc.:
____________________________________________________________________________________
_____________________________________________________________________________________
____________________________________________________________________________________
Please always thoroughly consider all food costs, service charges, additional item fees, and
additional staffing needs as you develop menus and pricing. Be sure to cover your expenses to
insure our partnership is beneficial to your Catering business’ economic growth. Your success as
a catering partner is important to us.
1800 EAST MARION STREET | SHELBY, NC 28152 | 704-669-4700
www.TheLeGrandCenter.com
Rev. 3/8/16
1
REQUIRED DOCUMENTATION
Please attach a current photocopy of the following documents to this application:
o
Health Department Food Service Permit
o
Department of Health and Human Services Food Service Establishment Health
Inspection Report
o
W-9 (attached)
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Sample Menu with Current Pricing (Portfolio)
o
Current Safe Service or ServSafe Certificate
o
Proof of insurance coverage for off-site catering ($1 million) Liability Insurance Certificate Required
o
Workers Compensation Certificate
o
Three (3) References
o
Cleveland County Vendor Registration
1800 EAST MARION STREET | SHELBY, NC 28152 | 704-669-4700
www.TheLeGrandCenter.com
Rev. 3/8/16
2
CATERER OPERATIONAL GUIDELINES
for Third-Party Caterers at the LeGrand Center (LEGRAND CENTER)
Initial
LeGrand Center Management will engage third-party catering organizations (caterers) in the
operation of the LeGrand Center. Only caterers pre-approved by management will be permitted
to serve clients at the LEGRAND CENTER. The following guidelines, terms and conditions have
been established for Caterers who wish to operate at the LEGRAND CENTER.
When working with caterers LeGrand Center Management will provide:
o
An application for caterers to provide services at the LEGRAND CENTER;
o
A copy of LEGRAND CENTER Caterer Operational Guidelines, including:
(A copy will be posted in the LeGrand Center kitchen)
o
Catering Protocols and Standards,
o
Uniform Standards,
o
Event Set-up Guidelines,
o
Staffing Requirements,
o
Food Handling Requirements,
o
Breakdown and Clean Up Procedures,
o
Event Conclusion Protocol,
o
Terms and Conditions,
o
Handling of Funds, and
o
Acceptance of Agreement
o
Use of kitchen facilities for staging, warming, and finishing food product for service;
o
Kitchen equipment and supplies as needed for service (fees for certain items will apply);
o
Tables and chairs set to client specification;
o
Linen, china, glassware, flatware and other service items (fees for certain items will apply);
o
Reasonable set-up and decorating time to be arranged for each event; and
o
One primary LEGRAND CENTER staff contact for planning of resources and details for each event.
1800 EAST MARION STREET | SHELBY, NC 28152 | 704-669-4700
www.TheLeGrandCenter.com
Rev. 3/8/16
3
CATERING PROTOCOLS and STANDARDS
Initial
As a catering partner for the LeGrand Center, we welcome you to share your culinary creativity
and services at our facility. We intend to respect and encourage each partner’s individuality.
Great partnerships are created by outlining expectations in advance while working together
should questions arise. The Catering Protocols and Standards exist to ensure that all clients and
guests at the LeGrand Center have consistent and positive experiences that reflect well on the
Caterer and the Center. Please keep in mind that the model for use of outside caterers is a
relatively new business model that we are consistently working to improve. As such, changes
may be made in the Catering Protocols and Standards at any time. It is the responsibility of the
Caterer to make certain your copy of the Protocols and Standards is the most current version.
While the LeGrand Center Management is ultimately responsible for the outcome of all events
contracted for our facilities, we have entrusted the food and beverage experience to be
managed through our catering partners. Once you have contracted for a LeGrand Center event,
you are responsible for the food and service of that event from set-up to final breakdown as
well as all Food and Beverage areas and equipment until they have been returned to the state at
which you found it.
UNIFORM STANDARDS
Initial
Front of House (F.O.H.) Uniform Standards
All F.O.H. staff must arrive in uniform, NO EXCEPTIONS! Standard uniform and appearance will
include:
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Black long sleeve Oxford (pressed with crease) unless otherwise cleared with LeGrand
Center Planning Manager;
Black Dress Slacks;
Black Belt;
Black socks;
Black non slip shoes or black sneakers (NO CLOGS, NO HEELS OR OPEN TOED SHOES);
Cleanly shaven and/or manicured face (no in progress beards or other facial styling);
No facial piercings, no earrings larger than a quarter in diameter or 1 inch from bottom
of earlobe;
Hair coloring within a natural range (no pink, blue, etc.); and
1800 EAST MARION STREET | SHELBY, NC 28152 | 704-669-4700
www.TheLeGrandCenter.com
Rev. 3/8/16
4
Back of House (B.O.H.) Uniform Standards
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Chefs must be in a chef coat, chef pants, nonslip shoes and an approved hair covering.
Stewards must have a kitchen shirt, nonslip shoes and chef pants.
If a chef will be working an action station in F.O.H. they must have a second coat (white or
Black) ready and pressed along with a LeGrand Center approved hair covering.
Ball Caps are not an acceptable hair covering at the LeGrand Center.
All B.O.H. must meet the F.O.H uniform standards where applicable.
EVENT SET-UP GUIDELINES
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Initial
Caterers are responsible for complete set –up of all events, including proper placement of
silverware, glassware, plate ware, salt and pepper, sugar caddies as well as all buffets, food
stations, and other serving fixtures and equipment in a timely and professional manner.
Upon Caterer’s arrival, LeGrand Center Operations Staff will have placed all guest and
caterer required tables in proper locations with linen tablecloths.
Table napkin placement will be the responsibility of the caterer.
All service items must be polished with no visible prints by the Caterer; the LeGrand Center
will provide disposable gloves for the handling of silver or glassware.
All china & glassware should be inspected & cleaned if necessary before usage.
Buffet tables and action station tables will be clothed by LEGRAND CENTER Operations,
Chafing dishes and carving stations will need to be placed by the caterer.
Caterers must provide labeled buffet cards for all buffet items.
The LeGrand Center can provide sternos or butane for portable cookers if requested at
least 72 hours in advance. Pricing for Sternos are $1.00 each and Butane is $1.25 per
canister. These items will be subtracted from the caterer’s invoice submitted to LeGrand.
Common areas may not be used as a set up or breakdown station or a refill station without
first getting consent from onsite management
Carts are not allowed to be used in common areas once guest are on-site.
All service areas should be in safe and clean state before the start of service.
Set up of room must be 100% complete with staff in designated areas no less than 1 half
hour prior to the start of service.
Break down station should be set up no less than 30 minutes prior to start of the service.
1800 EAST MARION STREET | SHELBY, NC 28152 | 704-669-4700
www.TheLeGrandCenter.com
Rev. 3/8/16
5
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All wait staff is required to have a copy of the menu & timeline of the event. The wait staff
is also required to have knowledge of the menu including how the dish is prepared,
ingredients, etc. if a guest should ask questions.
A facility orientation is required of all staff prior to an event. Staff must know where all
equipment, glassware, linens, etc. are located.
STAFFING REQUIREMENTS
Initial
 Standing Receptions, Pre-event receptions and/or Cocktail Hours require at least one (1)
server for every fifty (50) guests for the clearing of plates and glassware.
 Buffet events will require one (1) service member for every three (3) tables (or 24-30
guests).
 Plated events will require one (1) server for every two (2) tables (or 16-20 guests)
 All buffets require a minimum of 1 attendant. That person cannot be a server, chef,
dishwasher, etc.
 Station attendants will be the responsibility of the caterer.
 Caterer must provide one (1) Designated Dishwasher per every 100 guests (not a chef) for
each event.
 Each event must have a Designated Banquet Captain that has been introduced to
LEGRAND CENTER management and the client; the caterer should not count this person as
a service member when determining the number of staff needed to properly service any
contracted event.
 Chefs & kitchen staff cannot be used as a server, buffet attendant or banquet captain.
FOOD HANDLING REQUIREMENTS
Initial
 All food items must be unloaded and placed in proper holding areas.
 All food items must be held at proper and healthy temperatures.
 All food items that are being brought on property must match the client’s Banquet Event
Order (BEO).
 All non-required food items must be returned to catering transport vehicle.
 All food items must be labeled with accurate cook dates and times.
 LEGRAND CENTER will provide all equipment needed for the brewing of tea and coffee for
events however we will not provide the following items, teabags, coffee, sugar, creamers
or lemons.
1800 EAST MARION STREET | SHELBY, NC 28152 | 704-669-4700
www.TheLeGrandCenter.com
Rev. 3/8/16
6
BREAKDOWN AND CLEAN UP PROCEDURES
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Initial
Queen Mary’s should be used for breakdown stations; these are to be located outside of
kitchen doors or in the kitchen. No breakdown stations are allowed along the back wall of
the Ballroom due to the amount of noise created.
Caterers will be responsible for washing all glassware and placing in proper racks from
dinner AND BAR SERVICE. Caterers will NOT be responsible for cleaning bar items such as
store and pours and fruit caddies, but are responsible for all glassware.
At the conclusion of events all service stations, table linens, service items, fixtures and
equipment must be broken down, cleaned and returned to the proper storage areas.
Failure to do so will result in an additional Operational Fee of $250.00 to cover additional
labor expenses for LEGRAND CENTER.
All food items must be returned to the Caterer’s transport vehicle.
Any leftover food items must be disposed of properly.
All recyclable items must be placed in correct bins and all trash cans emptied and cleaned.
All kitchen equipment must be turned off and thoroughly cleaned and all surfaces sanitized.
LEGRAND CENTER will provide the cleaning supplies.
Dish machine must be broken down, trap cleaned and the entire machine detailed.
All floors in kitchen, service area and drink areas must be mopped and squeegeed.
All soiled linens must be placed in linen bin and any clean linen has been returned to the
storage area.
Spandex table coverings belong to The LeGrand Center and are not to be discarded with
soiled linen. Lost or damaged spandex due the result of the caterer or negligence will be
billed to the caterer. Lost spandex is billed at a rate of $250 each.
EVENT CONCLUSION PROTOCOL
Initial
LEGRAND CENTER will conduct a full walk-through at the conclusion of each event with the
caterer to ensure that all requirements have been met. If you, as a Caterer, notice any damaged
or broken equipment beyond the scope of normal wear and tear, please notify management of
the deficiency prior to walk-through. This will help with keeping all equipment in a clean working
manner and prevent additional fees to you in the form of Damage Fees. LEGRAND CENTER will
strive to keep all catering items needed stocked and ready for you to use for any event.
LEGRAND CENTER will work with all caterers to ensure the overall success of the catering
partnership, the event, and client satisfaction.
1800 EAST MARION STREET | SHELBY, NC 28152 | 704-669-4700
www.TheLeGrandCenter.com
Rev. 3/8/16
7
TERMS AND CONDITIONS
Initial
1. LeGrand Center Management reserves the right to assign and host Caterers at its sole
discretion.
2. Loading and unloading of product, equipment and supplies must take place at the
loading dock in the rear of the building unless otherwise permitted by the LeGrand
Center.
3. All deliveries made on behalf of Caterers or clients must be preapproved and
communicated to the LEGRAND CENTER in advance.
4. Paper or plastic service items may not be used at any time. Exceptions would require
prior approval of the LEGRAND CENTER management.
5. LEGRAND CENTER will provide service items as available and upon request, some of
which may incur additional charges. Caterers should confirm all such needs with the
Primary Center Staff Contact prior to the event.
6. Caterers may provide only those services and products for which they are authorized
and adhere to all local and state ordinances.
7. Caterers must remain on site for the duration of the event. Drop off service will not be
permitted without approval by LEGRAND CENTER management prior to the event.
8. Caterer’s staff must be of legal working age, in a clean pressed uniform at all times and
observe safety standards. (No open toe shoes, no headsets, dangling earrings, exposed
tattoos, exposed piercings to include tongue rings, hair must be up and cannot be
hanging down, must be legally able to work in the U.S.A.)
9. Caterers must observe and adhere to LEGRAND CENTER standards for recycling as
described by LEGRAND CENTER management.
10. Caterers will return all work areas to their original condition and proper location. Also
required disposing of trash in the cleaning areas thoroughly at the conclusion of
service.
11. Improper or inadequate cleanup after an event will result in a $250.00 cleaning fee and
be deducted from the Caterer’s final invoice for service.
1800 EAST MARION STREET | SHELBY, NC 28152 | 704-669-4700
www.TheLeGrandCenter.com
Rev. 3/8/16
8
12. The Caterer agrees to compensate LeGrand Center Management for any loss or damage
to facilities, equipment or supplies.
13. LeGrand Center Management will continuously evaluate caterers and provides feedback
to ensure a quality experience for all parties.
14. Caterer agrees to hold harmless Cleveland County, Cleveland Community College,
Cleveland County Schools; LeGrand Center Management LLC; their officers and
employees in the event of any personal injuries, loss of life, theft or damages arising out
of the use of the LEGRAND CENTER facilities.
15. Caterers should obtain and hold their own liability insurance. Proof of liability insurance
should be provided upon request to the LeGrand Center Management.
16. The LeGrand Center Management does not discriminate on the basis of race, color,
creed, national or ethnic origin, gender, religion, age, disability, political affiliation or
belief, veteran status, or citizenship status.
HANDLING OF FUNDS
Initial
LeGrand Center Management will collect a “Venue Fee” in the amount of 20% of the Gross Food
Revenue which should not be discussed with any outside parties. This fee provides for the
following:
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Tables and chairs set to client specifications;
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Table cloth (one cloth per table, hangs halfway to the floor);
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A place setting consisting of one dinner plate, bread and butter plate, salad fork, dinner
fork, knife, spoon, linen napkin, water glass, coffee cup, and saucer;
o
Salt & Pepper Shakers (2 sets per table) (caterer will fill, LEGRAND CENTER will provide);
o
Fully Stocked Sugar Caddies (2 per table) (caterer will fill, LEGRAND CENTER will
provide);
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All necessary cleaning supplies for clean-up and dishwashing; as well as
o
Full Access to the Kitchen, Dishwasher, Culinary Equipment, Walk-In Cooler, serving
trays, Chafing Dishes, Pitchers, Coffee and Tea Makers, Ice Machine, the Back of the
House and Cage Area.
1800 EAST MARION STREET | SHELBY, NC 28152 | 704-669-4700
www.TheLeGrandCenter.com
Rev. 3/8/16
9
For an additional charge, the Center can provide Sternos, Butane, Tea, Coffee, Oil for Fryers,
any on-site food item or beverage (if available). These items should be requested 72 hours prior
to an event. Additional charges will be deducted from the payment amount in The Caterer’s
final invoice.
Following the completion of a catered event, the Caterer should invoice LeGrand Center
Management for 100% of the Gross Food Revenue (GFR), less 20% GFR for the Venue Fee. The
LeGrand Center charges Sales Tax to the client (end-user). Please do not include sales tax in your
invoice. We prefer to receive invoices via email, but they may also be hand delivered or sent
USPS. Please deliver to the following address:
The LeGrand Center
Linley Crocker, Planning Manager
1800 East Marion Street, Shelby, NC 28151
704-669-4700 | linley@thelegrandcenter.com
LeGrand Center Management will issue a check within 10 business days to the Payee and Payee
Address on file for The Caterer from the time of receipt of the aforementioned invoice.
AGREEMENT ACCEPTANCE
Caterers must have carefully read and understood the details explained in the LeGrand Center
Operational Guidelines (the “Guidelines”) included in this Catering Package. At the discretion of
the LeGrand Center Management, changes may be made in the guidelines from time to time. It
is the responsibility of the Caterer to make themselves aware of any and all changes, which may
affect their services at the LeGrand Center.
Caterers are subject to incur any costs resulting from the unsatisfactory completion of required
tasks while operating at the LEGRAND CENTER. This may include, but is not limited to, removal
of trash and cleanup of kitchen in a timely manner. Additionally, caterers who fail to abide by
the Caterer Operational Guidelines in full including Catering Protocols and Standards, Uniform
Standards, Event Set-up Guidelines, Staffing Requirements, Food Handling Requirements,
Breakdown and Clean up Procedures, Event Conclusion Protocol, Terms and Conditions, and
Handling of Funds will be removed from the approved catering list. This will prohibit the
rendering of any further services at the LeGrand Center, whether contracted directly by the
LeGrand Center Management or by customers utilizing the LeGrand Center facilities. If removed
from the list, caterers may reapply for approval and may be granted approval at the discretion
of the LeGrand Center Management.
1800 EAST MARION STREET | SHELBY, NC 28152 | 704-669-4700
www.TheLeGrandCenter.com
Rev. 3/8/16
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By reviewing and signing this document you are also agreeing to abide by, support, and
communicate the Catering Protocols and Standards set forth in this document. In addition, you
are agreeing to deliver these protocols to all of your respective staff members and management
prior to contracting with LeGrand Center Management and prior to all events at the LeGrand
Center.
I attest that I have included the necessary paperwork from the checklist items. I have also read,
understood, and have in my possession a copy of the LeGrand Center Caterer Operational
Guidelines; and I have had any and all questions satisfactorily answered. I will comply with all
Caterer Operational Guidelines; and I understand that failure to follow these Guidelines may
result in charges and/or removal from the list of caterers approved to operate at the LeGrand
Center. I hereby certify that I have read and understood this agreement.
The terms & conditions of this agreement are confidential and should not be discussed with
any outside parties.
______________________________________________________________________________
Company Name
Date
______________________________________________________________________________
Client Name
Title
1800 EAST MARION STREET | SHELBY, NC 28152 | 704-669-4700
www.TheLeGrandCenter.com
Rev. 3/8/16
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