The State Historical Society of Missouri’s Preferred Vendor Application

Welcome to the Preferred Vendor Application for events hosted by the State Historical Society of Missouri (SHSMO). To ensure quality events and satisfied clients, any vendor coming into our venue must be approved by our staff. By completing this application, you acknowledge your understanding and commitment to adhere to our event rental guidelines and policies, ensuring seamless operations and exceptional experiences for our clients and guests. If you are a new vendor, please fill this out BEFORE signing a contract with a potential client. This agreement is valid for two years from the signed date. This agreement is not a contract of exclusivity; this only grants a vendor privileges at our venue. Thank you for considering this opportunity to collaborate with us in creating unforgettable moments for our clients.

• The State Historical Society of Missouri (SHSMO) takes great pride in ensuring the quality of events that are hosted in our venue. We count on our supporting Vendors to provide exceptional service to our Clients, their guests and our staff. We do require the approval in advance of any Vendor, whether paid or unpaid who will be conducting a service or providing goods in our venue.
• SHSMO reserves the right to deny or exclude any Vendor from working in our venue for any reason. Vendors who have been denied may not book Clients in our space.
• We feature a list of preferred vendors on our website. These vendors work in our venue consistently and don’t need to ask for approval regularly. Invitation to be a part of this list is given when our team determines that a Vendor has gone above and beyond to provide exceptional customer service and has demonstrated their ability to work well with our venue management team. Vendors invited to this list must maintain a COI and Vendor Agreement to remain featured. 
• Vendors must re-apply to the preferred vendors list every two years. 
• Events at SHSMO cannot be held responsible for any theft or loss of Vendor’s equipment, products, or vehicles while on-site or in our parking areas.

• The Vendor will be billed for any damages made by their chefs, staff, or subcontractors. All damages should be paid within 10 business days to avoid the charges being taken out of Client’s security deposit. Failure to pay stated damages will result in loss of privileges.
• With respect to SHSMO’s event schedule, the Vendor agrees to refrain from bringing clients by without an appointment or allowing uninvited guests to enter the venue for any kind of meeting. Client meetings are allowed by appointment only.
• All Vendors are required to check out with the Venue Manager before they leave.

• Vendors must provide a Certificate of Liability Insurance (COI) to SHSMO with liability limits of not less than one million dollars ($1,000,000) per occurrence and $2,000,000 in the aggregate from a reputable insurer licensed to do business in the state of Missouri approved by SHSMO and naming SHSMO as an additional insured, evidencing that insurance will be in full force and effect on the Event Date. The COI will stay on file with SHSMO. Upon expiration, it is the vendor’s responsibility to provide SHSMO with an updated copy.
• Vendors who have been approved for the preferred vendor list must maintain a COI with us to continue to book events in the future. Failure to do so will result in being removed from our approved list of vendors. All COI's must be turned in at least 30 calendar days before the event.
• If you are a University of Missouri department, your insurance is already on file.

• We cannot open any earlier or stay later than the Client’s contracted times.
  All set-up and breakdown must take place within the contracted time. Overtime charges will be billed to the Client at the rate of 1.5 times the hourly rental rate every 15 minutes.
  We are not able to accept any deliveries or hold any items outside of event access times, unless otherwise agreed upon in writing prior to the event. If items are left after the venue has closed, we cannot guarantee when the venue will be open to pick them up.
  We highly recommend that you are set up and ready to go before any event starts, unless otherwise instructed by a Client. Noise travels in our venue and any set-up sound will be heard.

• The Vendor must park in a parking space or designated loading zone.
• Do NOT park in unauthorized parking areas, such as handicapped parking spots.
• Should you need to utilize SHSMO's loading dock, the Event Manager must be notified 5 days in advance of the event. 

• If a vendor causes or sees a spill, no matter who caused it or what it is, please clean it up and notify an SHSMO staff member.
• Vendors should clean up their own messes immediately after they are done with their project or when the spill occurs. 

• The kitchen will be offered to you in clean operational conditions. It is required that the kitchen must be left in the same conditions you found it. The catering kitchen is a prep kitchen only - to be used for staging and completing dishes before serving.
• A caterer or responsible party must leave the kitchen area clean in accordance with the posted cleaning requirements or a cleaning fee of $100 will be added to the Client's final invoice. Caterers are responsible for wiping down all kitchen surfaces and making sure that it's left clean. The refrigerator and other appliances that have been used need to be wiped down as well.
• Food or beverages from the event must be removed from the kitchen and event spaces.
• All trash should be disposed of safely IN the onsite dumpster. Do NOT carry bags of trash through the venue. Wheel the whole can to the dumpster and dump it. DO NOT leave trash bags next to or beside the dumpster. If the dumpster is full, caterers should take trash back to their headquarters. 
• Caterers are responsible for removing all catering-related trash from the venue (e.g. food items, utensils, plates, buffet line items, etc.)

• SHSMO must approve all bar caterers for events.
• Bar caterers are responsible for obtaining liquor licenses from the city and state prior to an event. The template letter to receive a liquor license should be filled out by a bar caterer representative and sent to the SHSMO Event Manager for review and signature before sending to the Missouri Department of Public Safety. A copy of the letter will be saved in the client’s event folder.
• ALL alcohol must be served from the bar area by a licensed and insured bartender.
• All event bar catering equipment must be delivered and removed within the event reservation time.
• No person under the age of 21 is allowed to drink on the premises.
• Bar caterers are responsible for removing all bar catering-related trash from the venue (e.g. drink items, bottles, cans, etc.)
• All trash should be disposed of safely IN the onsite dumpster. Do NOT carry bags of trash through the venue. Wheel the whole can to the dumpster and dump it. DO NOT leave trash bags next to or beside the dumpster. If the dumpster is full, caterers should take trash back to their headquarters.