Ensuring a Safe and Succesful Event
If you’re a host venue, we understand that you may have a number of concerns when hosting an event like a beer festival, tasting or any other large event. To help alleviate any worries, we have created this guide to help you understand the steps we will take to ensure our event is safe and successful, so that we (Fueled By Hops, LLC and the venue) leave feeling proud and satisfied with how everything went.
We will separate this guide into three sections: before the event, the day of the event and after the event.
However, before we go through our guide, we’d like to present our “Venue Promise” to you. We know that we are not just representing Fueled By Hops at our event, but also representing your venue as well. Therefore, we agree to act in the utmost professional and safe manner. Our “Venue Promise”, crafted to avoid costly and reputation-damaging mistakes, includes:
Venue Promise:
We, Fueled By Hops LLC, will treat your facility as if it were our own. This means that we will always operate with the utmost respect for your venue and brand. To achieve this, we will ensure our attendees act responsibly at the event, our staff avoids unprofessional behavior such as unnecessary conflicts and intoxication, and we leave the venue as we found it. Any individuals who act outside of this promise will be removed from the event and banned from all future events. This includes staff, attendees, and vendors/brewers.
Prior To The Event
Before the event, we will do the following:
- Provide payment to the venue promptly and according to the venue's terms.
- Provide a floorplan of the event, and general "flow" of the event at least 7 days prior to the event.
- Include the venue representative(s) on any and all festival communications with breweries and attendees, unless otherwise directed.
- Gain permission to tag the venue in festival-related social media posts/pictures.
- Obtain permission to have a professional photographer on site for the day of.
- Alert the venue of any vendor deliveries and/or pickups necessary for the festival, getting approvals where needed.
- Gain approval for signage locations and identify concerns with affixing signage to respective locations (ie. no tape, no staples, etc)
- Purchase a general liability/liquor liability policy listing the venue as "additional insured".
- Alert the venue of any electrical and/or sound needs for the event.
- Provide the names of all staff members working the event for Fueled By Hops, LLC.
- Provide the names of all breweries and vendors attending the event.
- Agree on times for set-up prior to the event, arrival at the event, and breakdown after the event.
- Agree on locations to access water, dump slop buckets, take trash during the event.
- Ask for any "no access" areas inside or outside of the venue that we may need to rope off/provide signage for.
- Create a plan for parking, identifying zones for staff, brewers, and attendees. Mark off "no park" zones.
- Obtain cold storage permission, and create a plan for accessing cold storage (ie. no brewers, FBH staff only, their staff only, etc.)
- Ask the venue for any other requests/needs they have or may ask us to follow.
Day of the Event
On the day of the event, we will do the following:
- Arrive at venue at agreed upon time.
- Meet with venue prior to the event to go over the layout and flow, making adjustments where needed.
- Create a "hierarchy" of staff and reps to contact with issues/concerns.
- Provide a set-up and clean-up crew, unless the venue agrees otherwise.
- Supply RAMP-certified pouring staff and ID-checkers, as needed.
- Supply security staff as needed.
- Agree on ticketing and entrance plan for attendees, making adjustments where necessary.
- Identify and communicate to FBH staff all locations to access water, sinks to dump slop buckets, and areas to take trash when needed.
- Identify any "no access" zones within the facility, roping off and/or providing signage where necessary to avoid access.
- Provide proof of insurance, if necessary.
- Gain access to wi-fi, if needed. (We bring a hotspot with us)
- Provide phone numbers of Ryan and Nick, and/or provide a walkie talkie to venue rep.
- Obtain venue's fire exit plan, in case needed.
- Provide final headcount of attendees, staff and brewers.
- Supply the event with an EMT(s), as needed.
- Follow all state and local liquor liability guidelines.
- Remove any overly-intoxicated attendees, staff or vendors from the venue safely, and promptly, according to our Visibily Intoxicated Persons Policy.
- Ask the venue for any other requests/needs they have or may ask us to follow.
After The Event
After the event, we will do the following:
- Break down, clean up and exit the venue in a timely manner (according to agree time schedule).
- Place garbage in designated dumpster/garbage areas.
- Sweep and mop all floor space used, unless otherwise directed by the venue.
- Remind the brewery of any equipment pickups agreed upon. Place equipment in venue's desired space.
- Remove all FBH equipment, as agreed upon.
- Remove all FBH and staff vehicles from the venue's parking lots.
- Obtain permission from venue to exit the property (ie. venue is cleaned according to agreement)
- Ask for feedback from venue.