National Cattlemen’s Beef Association Order Deadline: Monday, July 19, 2021
Food Preparation Requests Received After Deadline Will Be Subjected To A $200.00++ Late Fee Gaylord Opryland requires the Kitchen/Product Preparation Form completed, along with a completed Shipping Notification Form for Vendors in order for product to be accepted.
The Hotel will begin accepting deliveries of Refrigerated and Frozen Items on Monday, August 2, 2021. Anything delivered before Monday, August 2, 2021 will be returned at your own expense.
Perishable items can be shipped to the hotel for cooled storage at $15.00 plus tax per box. Items arriving on pallets for cooled storage will be charged $250.00 plus tax per pallet.
There will be an additional $50.00 plus service charge and tax for Delivery/Runner Fee to get the product to and from refrigerator/freezer to exhibit hall, per delivery
Refrigerator/Freezer hours to retrieve product are:
Monday, August 9-Friday, February 13, 2021 6:00 AM – 5:00 PM
Hotel Contact & Shipping Information
Send This Completed Form By Monday, July 19, 2021 To:
Ship Food Product (PERISHABLE ITEMS) To:
Robin Guest
Senior Event Manger
rguest@gaylordhotels.com2800 Opryland Drive Shipping/Receiving Dock Attention: Kristian Wheldon
National Cattlemen’s Beef Association
Nashville, TN 37214
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Food Preparation Service Rules & Regulations
• Items dispensed are limited to products manufactured; repressed or processed by the exhibiting firm
• Note: All sample items MUST receive prior approval and confirmation form Gaylord Opryland. Exhibitors not in compliance will be asked to remove the item(s) from the facility immediately.
• All items are limited to sample size portions. Below are maximum sample size quantities.
• Non-Alcoholic Beverages are limited to maximum of 3 oz samples.
• Alcoholic Beverages are limited to a maximum of 1 oz samples. Exhibitors cannot bring in alcohol products on their own to sample. All Alcoholic beverages MUST be purchased (or if donated, then ordered on a Zero Balance Invoice) through and served by Gaylord Opryland, to comply with the state of Tennessee liquor laws and premise liquor license.
• Food Items limited to “bite size” (3 oz. or less).
• The Gaylord Opryland liquor license requires all alcoholic beverages can only be dispensed by an Opryland Alcoholic Beverage Commission (TABC) certified bartender and must be hired from the hotel. If you will be serving alcoholic beverages in your exhibit booth, you are required by the Hotel to complete the Bartender Request Form. Each bartender is $200.00+ (Rate covers 3 hours of service)
• Food and/or beverage items used as booth traffic promoters (i.e. coffee, popcorn, soda, bar service, etc.) MUST be purchased through Gaylord Opryland.
• Food and beverage MAY NOT BE SOLD on the premises.
• All utensils, plates, cups, etc. that are provided at the exhibit booths must be disposable.
• If you require food preparation, all items must be prepared by Gaylord Opryland Chefs/Staff. Chef’s Labor fees will be determined by the amount of preparation required for the product. Additional details are in this packet for costs.
• Any products received by Gaylord Opryland will be applicable to a 25% Service Charge and 9.25% State Sales Tax.
• Exhibitors are permitted to use the following appliances at their exhibit booth for food preparation:
Microwave Oven Coffee Maker Crock Pots
Electric Convention Oven, Electric Range, Skillet, Griddle & Grill
• Exhibitors may use the following equipment to hold food:
Heat Lamps Chaffing Dishes
• No food preparation of any kind is allowed in exhibit space with the following equipment:
Gas or Propane Deep Fryers Roasting
Pressure Cookers Open Flame
In signing below, I understand and agree to the terms and condition above.
Applicant Signature
____________________________________________________________
Date
________________________
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FOOD PREPARATION WAIVER AND INDEMNIFICATION AGREEMENT
HOTEL POLICY
It is the Hotel’s policy to allow food tradeshows to take place on the Hotel’s premises. The Hotel recognizes that, in connection with food tradeshows, food tradeshow vendors will purchase food from sources other than the Hotel. Food tradeshow vendors may also want to use the Hotel’s kitchen facilities to prepare and serve food during the tradeshow to the tradeshow guests. Improper handling of food may lead to food poisoning or other health hazards. Therefore, the Hotel may only allow a food tradeshow vendor to participate in a food tradeshow at the Hotel, if such food tradeshow vendor acknowledges by its signature below, its agreement to accept responsibility and abide by the terms set forth in this Agreement.
WAIVER
The undersigned food tradeshow vender (“Vendor”) agrees to waive any claim for damages of any nature whatsoever and to release the Hotel, the Hotel owner, the Hotel Manager, Marriott International, Inc., and each of their respective subsidiaries, affiliates, officers, directors,
employees and agents from any liability or responsibility whatsoever for any ill-effect, injury, or loss incurred by a Hotel patron or any third party including, but not limited to, all manner of actions, causes of action, suits, debts, damages, claims, demands, costs, losses and expenses of any type or kind whatsoever, arising from, connected with or related to the purchase of food from sources other than the Hotel, the preparation of food by persons other than Hotel employees, or the service of food to Hotel patrons by persons other than Hotel employees.
INDEMNIFICATION
Vendor agrees to indemnify, defend and hold harmless the Hotel, the Hotel owner, the Hotel Manager, Marriott International, Inc., and each of their respective subsidiaries, affiliates, officers, directors, employees and agents from and against all liability, claims, actions, causes of action, suits, demands, damages, judgments, costs, losses and expenses, including reasonable attorney’s fees, to which any of the above-named parties may be subject, including, but not limited to, any claim for any injury to or the sickness or death of any person or persons, or for damages to property or otherwise, arising from, connected with or related to the purchase of food from sources other than the Hotel, the preparation of food by persons other than Hotel employees, or the service of food to Hotel patrons by persons other than Hotel employees.
INSURANCE
Vendor shall carry comprehensive general liability insurance including products liability and contractual liability for bodily injury or property damage with a combined single limit of not less than $1,000,000 ($1 Million) each occurrence. Vendor shall provide the Hotel with a certificate of insurance evidencing such coverage and naming the Hotel Manager and the Hotel owner as additional insured’s prior to the food tradeshow.
OPERATION OF KITCHEN FACILITIES
Vendor agrees that it, its employees and agents will follow the rules, directions and instructions of the Hotel staff. If the Hotel determines that Vendor or its employees or agents are using the kitchen facilities in a dangerous manner, it may immediately revoke Vendor’s privileges to use the kitchen facilities. In the event Vendor or its employees or agents damage any of the kitchen equipment, Vendor agrees to promptly pay for all costs and expenses associated with the repair or replacement of the damaged kitchen equipment.
VENDOR’S ACKNOWLEDGMENT
Vendor’s signature below indicates that Vendor has read and understood this Agreement and agrees to its contents. Vendor also acknowledges that the person signing on behalf of Vendor is authorized to bind Vendor to the terms of this Agreement.
VENDOR:
Company/Organization:__________________________________________________ Booth Number:________________________
Representative Signature:________________________________________________ Title:________________________________
Printed Name:__________________________________________________________ Date:________________________________
*Completed form must be sent to Christian Nix @ cnix@gaylordhotels.com, at least 7 days prior to start of show to ensure confirmation. Vendor will not be able to serve food products without turning in a completed waiver*
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Attendance Estimates & Guarantees
1. Ten (10) business days prior to all food and beverage functions, the Hotel requires the customer to submit an updated estimate attendance count. Your catering manager must be notified of the updated estimate of attendance by 8 a.m. Central Standard Time on the specified days. In the event an updated estimate of attendance is not received by 8 a.m. Central Standard Time, the original or most recent estimated attendance count will be utilized. The 10-day estimated attendance numbers can be increased or decreased by a maximum of 10% when submitting the 72-hour final guarantee. Increases above 10% will be accommodated based upon product availability from suppliers and cannot be guaranteed. Your catering manager will provide you with a schedule of dates the updated estimates are due.
2. A 72-hour (3 working days) guarantee is required on all meal functions. Prior to each event, your catering manager must be notified of the exact number of attendees from whom you wish to guarantee payment by 8 a.m. Central Standard Time on the specified days. In the event a guarantee is not received by 8 a.m. Central Standard Time, the most recent estimated attendance count will be prepared and billed. For functions scheduled on Tuesday, the guarantee must be received by 8 a.m. Central Standard Time on the preceding Friday. On plated food and beverage functions, the Hotel will set seating for 3% over the guarantee for all group events with a maximum over set of 50. Food will only be prepared for the guarantee, not the overset.
Additional Fees, Taxes, Pricing & Payment
1. All food and beverage functions are subject to a 25% service charge and 9.25% sales tax. Wine and liquor are subject to an additional 15% tax.
2. All bars are subject to a $200.00 +tax bartender charge.
3. Attendants for stations including Carvers are $200.00 +tax charge per station.
4. Pop-Up Fees – The hotel reserves the right to add an $85 fee to all “pop-up” requests. A “pop-up” is classified as an event that is requested for the hotel within 72 business hours of the group arrival.
5. Seating arrangements are 72” round tables set up for 10 persons per table. Requests for seating arrangements with fewer than 10 persons per table will incur additional labor fees.
6. When entertainment is contracted, the client will be responsible for any costs incurred for additional audio/visual, electrical hook-ups, Food & Beverage and Security. Client should be aware and inform the hotel of setup times for contracted entertainment.
7. Any meal functions requiring complete table setup by more than one half-hour prior to serving time or a delay of one half-hour over the planned starting time is subject to a labor charge.
8. Prices – Prices herein are subject to increase in the event costs of food, beverages or other costs of operations increase at the time of the function. Patron grants the right to the hotel to increase such prices or to make reasonable substitutions on the menu with prior written notice to the patron, providing, however, patron shall have the right to terminate this agreement within 7 days after such written notice from Gaylord Opryland Resort and Convention Center Nashville.
9. Payment must be made in advance of the function unless credit has been established to the satisfaction of the hotel, in which an event deposit shall be paid at the time of signing. The balance of the account is due and payable 30 days after the date of the function. A deposit of 25 percent of the total balance of social functions is required.
10. All event orders must be signed prior to the first event.
General Information & Policies
1. The hotel does not allow any food or beverages to be brought in from the outside by guests, due to city, state, health and liquor laws.
The hotel will purchase any special items requested from a licensed purveyor.
2. Carved menu items can be served a maximum of 2 hours per state health codes. After a 2-hour period has elapsed, the carved item must be removed and/or replaced if additional quantities were ordered and still available.
3. Outdoor Functions – Our highest priority is the well-being and safety of our guests and our STARS. The hotel reserves the right to make the decision to move any outdoor function to the inside backup space due to inclement weather or extreme temperatures. Extreme temperatures are defined as when the “feels like” temperature is below 42 degrees or above 85 degrees. You will be advised of all options for your function at a minimum of 8 hours in advance of the event. The hotel’s decision is final.
4. Gaylord Opryland Resort and Convention Center, as a licensee, is responsible for the administration of the sale and service of alcoholic beverages in accordance with the Tennessee Alcoholic Beverage Control Board’s regulations. It is our policy, therefore, that all liquor must be supplied by the hotel and sold by the drink. The hotel will purchase specific items requested from licensed vendors.
5. The hotel, according to the guaranteed minimum number of people anticipated, assigns function rooms. Room rental fees are applicable, and additional set-up fees could be applied for room sets changed on the day of the event. The hotel reserves the right to change groups to a room more suitable at the hotel’s discretion, if attendance decreases or increases.
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Booth Food Preparation Order Form
NCBA Exhibitor Contact Information
Ordering Contact Name Title Phone Number Email Address
Company Name Company Mailing Address
On-Site Contact Name On-Site Phone Number On-Site Email Address
Order Information
Exhibit Hall Booth Number Date Time
Shipping Information
Distributor / Broker Name Phone Number
Shipping Manifest
Hotel Product Handling and Storage Fee:
$150 plus tax will be charged to each exhibitor for handling and storage of their shipped products.
Fed Ex / UPS Shipments:
All tracking numbers must be forwarded to the Catering Manager by August 8, 2021. If you ship directly into the hotel, please note you will be charged the Hotel Product Handling and Storage Fee of $150.00 plus tax, PLUS applicable fees from FedEx. Please contact the hotel for Fed Ex pricing if needed.
Broker Deliveries:
$150.00 plus tax Product Handling and Storage Fee will be applicable for these deliveries. All broker deliveries MUST be scheduled with your Catering Manager, in advance. Unannounced deliveries will incur a special handling fee.
Deliveries may not be sent to the hotel any earlier than 5 days prior or any later than 2 days prior to the show beginning.
Please contact your Catering Manager to schedule the date and time of your delivery.
Product Information *Use Product # That Will Appear On Box*
List the product(s) and quantities that you will be shipping in for preparation and/or display.
1. Quantity (lbs):
2. Quantity (lbs):
3. Quantity (lbs):
4. Quantity (lbs):
5. Quantity (lbs):
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Cooking / Preparation Instructions
All orders that require Culinary Preparation MUST include cooking / preparation instructions. These should include specific cooking and serving instructions (chafing dish, carving board, etc.). Instructions can be submitted with your order forms or e-mailed to your Catering Manager directly. Instructions must be sent in advance by the deadline. Instructions sent in with your product shipment will not be accepted. *Please note orders WILL NOT be processed without this information.*
Explanation of Preparation and Onsite Delivery Fees
Upon review of Recipe and Prep instructions, Chef reserves right to increase quote based on level of culinary involvement and the volume of product being prepared.
Basic Preparation - $150++ per hour – Two Hour Minimum
• Items where no Recipe is required. Includes items that have simple preparation such as warming, frying, baking and basic plattering of pre-prepared food items.
• Preparation instructions are required for Basic Preparation products and must be submitted with the order.
Your Anticipated Basic Products:
Advanced Preparation - $200++ per hour – Two Hour Minimum
• Simple Recipe and Preparation are required for items.
• Includes items that require additional preparation and cooking time / expertise.
• Vendor must provide all ingredients to follow recipe. Any additional products required will be charged at retail price.
• Recipe and Preparation instructions are required to be submitted for Advanced products and must be submitted with the order.
Your Anticipated Advanced Items:
Expert Preparation - $250++ per hour (or above) – Two Hour Minimum
• Expert Recipe and Preparation are required for items.
• Includes items that require significant preparation and cooking time / expertise.
• Vendor must provide all ingredients to follow recipe. Any additional products required will be charged at retail price.
• Detailed Recipe and Preparation instructions are required to be submitted for Expert products and must be submitted with the order.
Your Anticipated Expert Items:
