State of Downtown Catering

Event Overview:
Thank you for your interest in catering the 2025 State of Downtown event! This annual celebration brings together local businesses, community leaders, and the public to highlight all that Downtown Fresno has to offer. We anticipate 300 guests in attendance.

Event Requirements
Capacity: You must be prepared to serve up to 300 guests within the event hours (5:00 pm–7:00 pm).
Please ensure your staff and food quantities can accommodate this number.
Outdoor Service: You should be prepared for an outdoor setup (e.g., popâ€up tents, tables, etc.) and have sufficient staff on hand to serve food.
Serving Staff: Provide a team large enough to handle plating/serving/buffet lines efficiently.
Menu: You must include at least one vegetarian option in your menu.
Variety is strongly encouraged—please highlight if you offer vegan, glutenâ€free, or other dietaryâ€friendly dishes.
Menu Submission: You will be prompted to upload a PDF menu as part of this application. A PDF copy of your full catering menu (with pricing, if applicable) must be uploaded through this application.
If you plan to serve an abbreviated or custom menu for the event, clearly label it as such.

Additional Guidelines & Considerations
Health & Safety: You are responsible for complying with all local health department guidelines. If permits or special licensing are required, be prepared to furnish them.
Equipment & Power: If you require electricity or special hookups, please note it in the application. Outdoor power sources can be limited, so we need this information in advance.
Weather Contingencies: The event is rainâ€orâ€shine. In the event of inclement weather, we will do our best to accommodate covered spaces, but please have a plan for protecting food and equipment.
Professionalism & Conduct: As an event partner, you and your staff are expected to conduct yourselves courteously and professionally. Please help us cultivate a welcoming environment for all guests.
Damages & Cleanup: You are responsible for any damages caused by your equipment or team, and for ensuring your designated area is cleared of trash and debris after the event.

Application Process & Key Dates
Submit Your Application

Complete the online form with your business information, staff details, and any special requirements.
Upload a PDF of your menu and up to four (4) supporting photos of your dishes, past events, or setup.
Review Period

We will review all applications on a rolling basis beginning January 31.
Our goal is to finalize the selected caterer by April 3, 2025.
Approval, Rejection, & Waitlist Notices

If approved, you’ll receive an email confirming your participation. This message will outline next steps, including any additional fees, permits, or logistical details.
If rejected, you’ll be notified via email. We sincerely appreciate your interest and encourage you to consider future events.
In rare instances, applicants may be waitlisted due to space, scheduling, or other constraints. We will contact you if a spot opens.

Contact Information
If you have any questions or concerns, please contact:

Downtown Fresno Partnership
Email: marissa@downtownfresno.org

1. Payment

Contract & Invoice: Upon selection, Caterer and Downtown Fresno Partnership (“DFP”) will finalize a catering contract and invoice detailing total costs (including any taxes, fees, or gratuities).
Schedule: Payment terms and due dates will be clearly stated in the contract.

2. Cancellation Policy

Event Cancellation: If the State of Downtown event is canceled or postponed by DFP, Caterer will be notified immediately. Any deposit or partial payment refunds will follow the terms outlined in the contract.
Caterer Cancellation: If the Caterer must cancel, they must inform DFP in writing as soon as possible. Late cancellations may incur penalties or fees, as specified in the contract.
3. Setup & Breakdown

Schedule: Caterer must adhere to designated setup and breakdown times provided by DFP. Failure to arrive on time may result in inadequate setup or delayed service.
Equipment Removal: All catering equipment, decor, and trash must be removed from the venue by the agreedâ€upon teardown deadline.
4. Service Requirements

Serving Staff: Caterer must provide sufficient staff to serve up to 300 guests from 5:00 pm – 7:00 pm on April 17, 2025.
Outdoor Service: The event is outdoors; Caterer is responsible for bringing any necessary tents, tables, or weatherâ€related equipment.
Menu Adjustments: Any changes to the approved menu must be communicated in writing and authorized by DFP.
5. Compliance

Health & Safety: Caterer must hold all relevant permits and licenses, comply with local health department regulations, and maintain any required insurance coverage.
Food Handling: Proper food storage, preparation, and handling procedures must be followed at all times. DFP reserves the right to request proof of compliance.
6. Liability

Caterer agrees to hold harmless DFP, the City of Fresno, event organizers, and all associated parties from any liability, damage, or injury resulting from Caterer’s operations.
Damages: Caterer is responsible for any damage to the venue or property caused by Caterer’s staff, equipment, or negligence.
7. Professional Conduct

Behavior: Caterer and its staff are expected to act professionally, courteously, and in accordance with DFP guidelines.
Removal: Any inappropriate conduct or repeated nonâ€compliance may result in immediate removal from the event, subject to any fees or penalties stipulated in the contract.
8. Agreement

By submitting a caterer application and signing any resulting contract, you acknowledge that you have read, understood, and agree to these Terms & Conditions.
DFP reserves the right to modify or supplement these Terms & Conditions at any time. Any changes will be communicated promptly to the Caterer.
 
By submitting this application, you agree to these Terms & Conditions.