SPECIAL TOUR INFORMATION
  For Caterers & Hosts

PRELIMINARY SITE VISIT

Host must make a personal visit to the site to coordinate arrangements with the Site Manager or designated staff member.  It is advisable to have the caterer present at that time, especially if the caterer is new to the site.

In order to ensure that your event will proceed without problems, the site strongly encourages caterers that are new to the Mansion to notify the site well in advance of the event or reception and to make a walk-thru appointment with the Site Manager or designated staff member.  Often the host will find it extremely helpful to be present at the caterer's walk-thru appointment.

During the walk-thru appointment, staff will attempt to answer all questions concerning catering and the special use policy for the site.  During the event, staff members will be present to answer questions, monitor deliveries and entrance and exit areas, resolve any problems that arise, and help maintain the site.  We will do everything that we can to ensure that the host and the caterer will have an extremely pleasant experience during their event at the David Davis Mansion.

FOOD AND BEVERAGE POLICY - Interior Receptions

Foods should be prepared prior to arrival at the Davis Mansion.  No cooking is permitted in the house.   Beverage makers and warming plates/ovens may be used and are the responsibility of the host/caterer.

Caterer or host is responsible for all set-ups, serving, clean up.  All foods and beverages are to be served/passed. 

Acceptable Beverages: 

• Colorless soft drinks
• Champagnes
• White wines & light beers
• Bottled waters
• Pastel punches 

Prohibited Beverages  --  because they might stain fabrics and carpeting, the following are prohibited (except in the public basement area): 

• Red wines or dark beer
• Deeply colored fruit punches
• Coffee
• Hot chocolate
• Tea

Beverage Service - beverages are to be served only in glasses or goblets or in appropriate plastic-ware.  No beverages are to be served in cans or bottles.

Preferred Foods --  prepared finger foods are preferred, with the use of busing tables and servers.  It is desirable to avoid pastries that are extremely flaky, such as baklava. 

Prohibited Foods -- because of their potential to stain fabrics, foods containing red or other deep-toned colors are prohibited: 

• Tomato sauces
• Fruit sauces (strawberry, cherry, raspberry, etc.)
• Brown sauces
• Chocolates. 

FOOD AND BEVERAGE POLICY - Exterior Receptions

Food and beverages of all types may be catered.

DELIVERIES

Arrangements should be made with the site staff as to the location and time of deliveries and pick-up.  Supplies should be delivered on the day of the event and removed (except for coat racks) upon completion of the event.  Deliveries may be brought to the upstairs rear kitchen entrance (for beverages and beverage service supplies) and to the rear basement entrance (for foods and food service supplies).  The Site Manager or designated staff has authority to initial statements that deliveries were made but cannot be held responsible for misplaced items or billing irregularities.  The host or group holding the event is responsible for all deliveries.

SET UP

Set-up is not to begin until 5:00 p.m. on the days that the site is open to the public (Wed.-Sun.).  Set up may begin at any time after 9 a.m. on Mondays or Tuesdays.  Staff is not expected to carry equipment, food or beverages. 

FOOD USE AREAS

Beverages are to be served from one or more 8' tables set-up in the mansion kitchen.  Site staff is responsible for providing and setting up the table(s) and for covering the wooden floor beneath the table(s) with a runner.  Site staff is also responsible for setting up a trash barrel (with plastic liner) adjacent to the beverage service table(s).

Foods are to be placed upon and trayed up upon one or more 8' tables located in the mansion basement (volunteer room).  Servers will carry the trays upstairs from the basement to the guests on the first-floor of the mansion.  Site staff is responsible for providing and setting up the table(s) and for setting up a trash barrel (with plastic liner) adjacent to the beverage service table(s).

BUSMAN'S TRAYS

The site requires the use of busman's trays in each indoor area where foods or beverages are being served.  Even when paper products, plastic glasses, and plastic utensils are used, busman's trays are still to be used.  Caterers should have sufficient staff to monitor the removal of filled trays and to keep guests from placing glasses and/or cups on the furniture, window ledges, carpet, etc.

CLEAN UP

Plans should be made so that clean up, trash removal, and carryout of equipment is accomplished within one hour after the conclusion of the event.  Total event time should be approximately 4 hours.

CATERER'S USE OF MANSION FURNITURE

No Mansion furniture or artifacts are to be used or moved by anyone other than designated site staff.  When the caterer is setting up, no furniture, decorative objects, etc. should be used as bases for chafing dishes, trays, glasses, or other serving materials.  The site respectfully requests that the caterer and staff respect the historic furniture and environment of the Mansion.

PROHIBITED DECORATIONS: LIGHTED CANDLES AND RICE

Decorations cannot be applied in any form to any part of the building or furnishings, without permission of the staff.  No rice or lighted candles are permitted as decorations anywhere on the site.

FLOWER ARRANGEMENTS

Flower arrangements are permitted, with permission of staff. 

TRASH

All refuse should be placed in plastic bags and trash containers provided by the site (in the mansion kitchen and basement volunteer room) and left near the rear basement entrance.