The paperwork, access, and safety items a property will ask for, and how we meet each one.
Luxury hotels hold outside florists to the same standards as any contractor on property: proof of insurance, vendor approval, scheduled dock and freight access, security check-in, safe ladder and lift work, fire-marshal compliance, and a clean strike. This page lists what a conference-services or catering team typically asks of CHIC Flowers and how we handle each item, so onboarding takes one email rather than a chain of them. Requirements vary by property, and we confirm the specifics with each hotel before the first event.
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Most properties ask for a certificate of insurance showing general liability, with the hotel, its ownership entity, and its management company named as additional insured, plus auto and workers' compensation coverage. We issue certificates on request to the exact wording the property specifies and renew them before they lapse. Where a hotel runs a formal preferred- or approved-vendor program, we complete the application, supply the W-9 and business license, and return the vendor agreement signed.
Load-in runs through the loading dock on a window the banquet or conference-services team books, with the freight elevator reserved where one is needed. We send the crew list and vehicle details ahead of time for security check-in, badge where the property requires it, and keep the dock clear: unload, stage in the assigned back-of-house area, and move the trucks. Nothing travels through guest corridors unless the property directs it.
Suspended installations and tall pieces mean ladder and lift work. Our installers are trained on the equipment we bring, we use the property's lift only where the hotel provides and permits it, and we confirm rigging points, weight limits, and any requirement for the house rigger or engineering sign-off before the design is final. Floors and finishes are protected under every lift and ladder.
Open flame, candle enclosures, fire-retardant treatment of fabrics and dried or preserved materials, and clearances around exits and sprinklers are set by the property and the local fire marshal. We ask for the hotel's current rules at the walkthrough and design to them: enclosed or LED candles where required, certified flame-retardant drapery and treated materials where the property or fire marshal requires it, and documentation on hand for the inspection where one is scheduled.
Strike happens in the window the property sets, usually the same night. We remove florals, structures, water, and debris, wipe surfaces, and leave rentals staged for pickup where the hotel asks. Where the property or client wants it, flowers in good condition can be repurposed for the hotel's lobby or donated to a local organization after the event; we arrange that in advance rather than on the night, and we never leave it for the banquet team to deal with.
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San Diego, CA 92101
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