Events at Judson Mill requires that any vendor entering our space be approved by our staff. We do this to ensure that you are working with reputable vendors who will not only do a great job for you, but also treat our venue well and follow our policies.
Although there are certainly hundreds of qualified event vendors to choose from in the Upstate area, we highly recommend choosing vendors that are already listed in our Vendor Directory, since getting new vendors approved takes time, and some vendors may be difficult about getting the right documentation turned in. If you do decide to use a vendor who is not on our preferred list, please note:
Although there are certainly hundreds of qualified event vendors to choose from in the Upstate area, we highly recommend choosing vendors that are already listed in our Vendor Directory, since getting new vendors approved takes time, and some vendors may be difficult about getting the right documentation turned in. If you do decide to use a vendor who is not on our preferred list, please note:
- Because keeping up with vendor paperwork is incredibly time-consuming for our team, we charge a $25 fee to process a new vendor outside of our preferred list. If a vendor fails to submit all their paperwork at least 45 days before the event, the fee increases to $75.
- We do not require any kickbacks or rebate fees from vendors.
- Outside vendors must sign a Vendor Agreement and send us a Certificate of Insurance (sample) listing us as an additional insured.
- The Client is responsible for securing these documents and getting approval from our staff before they sign a contract with the vendor. We are not responsible for lost payments in the event we are not able to allow a vendor to work in our space.
How to Get A New Vendor Approved
|
Questions about the approval process? Email [email protected]. Remember, there is a $25 fee to use a vendor who isn't on our list.
Frequently Asked Questions
Why do you require vendor approval?
We have been in the business long enough to have worked with many of the hundreds of vendors in the Upstate. Most of them are great to work with, but unfortunately there are some bad apples in the bunch that our past clients have had issues with. There are a few vendors we have chosen to blacklist due to excessive problems. We don't want any of our clients or their guests to have a bad experience on their event day. We have chosen a select list of exceptional vendors on our Preferred List that we encourage you to look at. Trust us when we say your event will go much more smoothly if you hire off our list!
Why do you require a certificate of additional insured (coai)?
First of all, let’s talk about what general liability insurance, or “GL” is. GL is a business insurance policy that protects a company’s assets and pays for medical payments if someone is hurt due to an employee’s negligence, accident, or property damage. GL also covers the cost of your legal defense and any settlement should you be successfully sued for causing any type of accident.
As a venue, we of course have liability insurance that covers us if, say, someone slips on a puddle that our staff fails to clean up. However, if the catering staff knocks over a pitcher of water and doesn't clean it up, then most likely their company along with Events at Judson Mill would be held liable for any medical payments and possible lawsuits.
We ask to be named as an additional insured on the vendor’s policy so that if they cause an accident or damage, their insurance company will automatically cover our attorney fees and company assets. We live in a litigious society, and if there is any kind of injury on the property, regardless of who is at fault, our venue is most likely going to be sued along with the vendor at fault. If your vendor doesn't have insurance, we end up on the hook for something we didn't cause. General liability insurance will also help us recover damages due to lost business. If there is a fire in the building and we have to cancel the wedding for the following day, that vendor's insurance will be able to compensate that couple for the inconvenience. sample-coai.pdf
Click here to see a sample COAI!
As a venue, we of course have liability insurance that covers us if, say, someone slips on a puddle that our staff fails to clean up. However, if the catering staff knocks over a pitcher of water and doesn't clean it up, then most likely their company along with Events at Judson Mill would be held liable for any medical payments and possible lawsuits.
We ask to be named as an additional insured on the vendor’s policy so that if they cause an accident or damage, their insurance company will automatically cover our attorney fees and company assets. We live in a litigious society, and if there is any kind of injury on the property, regardless of who is at fault, our venue is most likely going to be sued along with the vendor at fault. If your vendor doesn't have insurance, we end up on the hook for something we didn't cause. General liability insurance will also help us recover damages due to lost business. If there is a fire in the building and we have to cancel the wedding for the following day, that vendor's insurance will be able to compensate that couple for the inconvenience. sample-coai.pdf
Click here to see a sample COAI!
Which vendors need insurance?
Accidents happen to the best of us. We require any vendor who is working in our space–professional or not–to provide us with a COAI. This includes your caterer, photographer, baker, musician, event planner, florist, etc.
There are a few exceptions to the rule:
There are a few exceptions to the rule:
- Officiants
- Acoustic Musicians who ARE NOT plugging into a power source. These musicians must have their own completely portable amplification system. A completed vendor agreement is still required.
- Bakers or Florists who are not coming on-site do not have to submit a COAI, as long as the Client is picking up their goods and bringing them to the site. This exemption is NOT valid for other food items that are considered hazardous. If the Baker & Florist is delivering, they need insurance.
What if my vendor doesn't have insurance?
If your vendor doesn't have insurance, either you or the vendor will need to purchase a one-day policy. Most one-day policies range from around $90 to $200, depending on the type of vendor and their risk level. Your vendor might be able to get one-day insurance through their homeowner's insurance. They can also look into reputable insurance companies like K&K Insurance or The Event Helper.
What about the DHEC license for the caterer & Baker?
Because we have a DHEC-licensed kitchen, we ask that all caterers provide us with a copy of their DHEC license for their commissary kitchen, or the equivalent for out-of-state caterers. Although SC does allow some baked goods to be prepared in a home kitchen, a DHEC certificate is required for vendors who are providing meals, charcuterie, cheesecake, meat, nuts, canned foods, pies, repackaged foods, and certain breads. Learn more here.
What happens if my vendor doesn't submit paperwork or get insurance?
Our clients are responsible for making sure that all their vendors are approved and insured. In the event you have a vendor show up who is not approved, there will be a $300 fee taken out of your security deposit for each vendor who is not approved. They will also be asked to complete an electronic Vendor Agreement and purchase an instant, online insurance policy before being allowed in the space.
Is there a fee to get a vendor approved?
Yes, we do charge a $25 per vendor approval for any vendor not on our preferred list. The fee increases to $75 if the paperwork is not finalized within 45 days of your event. We end up processing hundreds of vendors per year, so it is a lot of administrative work for us to keep up with!
