Coordinator

Coordinator Guidelines

  1. Vendor Coordination: The Coordinator is responsible for ensuring all vendors (Decorator, Caterer, Bartender, DJ, Photographer) are informed of and adhere to the venue's rules and guidelines. This includes but is not limited to:

    • Decorator: Ensuring all decorations are approved and properly installed without damaging the venue. The area must be cleaned and returned to its original condition, with all trash taken off-site.

    • Caterer: Confirming kitchen usage is limited to warming and storage, and that trash removal and clean-up are properly handled. The kitchen and catering areas must be cleaned and returned to their original condition, with all trash taken off-site unless an extra trash removal service has been arranged. Go Over Kitchen Checklist when caterers first arrive and back over before they leave for the night.

    • Bartender: Ensuring alcohol service follows the venue’s policies, including no glass containers (except for toasts), no shots, and stopping service 30 minutes before the event ends. The bar area must be cleaned and returned to its original condition, with all trash taken off-site unless an extra trash removal service has been arranged.

    • DJ: Making sure sound levels are maintained within acceptable limits and that music stops by the designated time. The DJ area must be cleaned and returned to its original condition.  Coordinating timing with DJ for wedding schedule.

    • Photographer: Coordinating with the photographer to ensure all photography sessions are planned around the event schedule and do not disrupt other activities or damage property.

  2. Deliveries & Set-Up: The Coordinator must coordinate all vendor deliveries and set-ups within the rental period. Twisted Vines must approve any early or late deliveries.

  3. Send-Off Rules: The Coordinator must ensure that the send-off complies with rules:

    • Permitted Items: Bubbles, sparklers, glow wands, and lavender are allowed for outdoor send-offs only.

    • Prohibited Items: Rice, confetti, seed, glitter, fog machines, floating lanterns, and pyrotechnics are not permitted inside or outside the venue. Balloons only inside.

    • Clean-Up: The send-off area must be cleaned immediately after the event.

  4. Safety & Security: The Coordinator must ensure that all guests adhere to safety protocols, including no smoking in non-designated areas and no entry into restricted areas such as the pond, fountain or flower beds.  Be the designated person the Venue Manager connects with on questions or concerns.

  5. Event End Time & Clean-Up: The Coordinator is responsible for ensuring that the event ends at the scheduled time and that all clean-up is completed promptly. All areas used during the event must be returned to their original condition, with all trash taken off-site or placed in the appropriate area if the Client has paid the extra trash fee.

    Twisted Vines Vineyard Kitchen Usage/Clean-Up Checklist

    Please ensure the following usage rules are followed and tasks are completed before leaving the venue to ensure we are in compliance. All areas must be cleaned and returned to their original condition.

    1. Kitchen Use:   This is NOT A COMMERCIAL KITCHEN.  The kitchen area is for warming and storage only. 

      • ABSOLUTLY NO COOKING

      • NO Dishwashing is allowed

      • NO FOOD IN DRAINS-IT IS NOT A GARBAGE DISPOSAL. 

    1. Ice: Caterers must provide their own ice. Our Ice Machine is not for Vendor Use.

    2. Licensing: Caterers must be licensed and insured according to NC laws.

    3. Meal Provision: Caterers provide meals for up to 3 Twisted Vines employees when serving buffet-style.

    4. Trash & Clean-Up: The Caterer is responsible for ensuring that all food-related waste, packaging, and trash are removed from the venue at the end of the event. The kitchen and any other areas used must be cleaned and returned to the same condition as when you started. All trash must be taken off-site unless the Client has arranged for an extra trash removal service with Twisted Vines.

    General Clean-Up

    • ☐ Countertops & Surfaces: Wipe down all countertops, tables, and any other surfaces used.

    • ☐ Sinks: Clean and rinse out sinks. Remove any food debris and wipe dry.

    • ☐ Appliances: Clean any appliances used, including warming ovens, refrigerators, and microwaves. Ensure they are turned off.

    • ☐ Refrigerator & Freezer: Remove all food items from the refrigerator and freezer. Wipe down shelves if used.

    • ☐ Floors: Sweep and mop the kitchen floor, ensuring no food or liquid spills are left behind.

    Trash & Waste Disposal

    • ☐ Trash Removal: Bag and remove all trash generated during the event.

    • ☐ Trash Can Liners: Replace trash can liners after removing the trash.

    Food Storage & Removal

    • ☐ Leftover Food: Remove all leftover food from the kitchen.

    • ☐ Dispose of Food: Properly, do not throw left over food in yard or neighbor’s yard.

    Additional Clean-Up Tasks

    • ☐ Trash Cans: Wipe down trash cans if they are dirty or sticky.

    • ☐ Kitchen Equipment: Return all kitchen equipment to its original place/condition.

    • ☐ Borrowed Items: Return all borrowed or used items that belong to Twisted Vines.

    Reminder: Failure to complete this checklist may result in additional cleaning fees. Please leave the kitchen in the same condition as you found it.

    Thank you for your cooperation!