Vendor Guideline at Shubham Halls

At Shubham Halls, we welcome professional vendors who help create beautiful, smooth, and memorable events for our guests. To ensure every event is executed safely, on time, and in coordination with our venue team, all vendors working at Shubham Halls must follow the policies below.

1. Vendor Approval

All outside vendors must be approved by Shubham Halls before the event date. This includes decorators, DJs, photographers, videographers, event planners, entertainers, dessert vendors, cake vendors, rental companies, and any other third-party service providers.

Shubham Halls reserves the right to deny access to any vendor who has not been approved in advance.

2. Insurance Requirement

Vendors may be required to provide a valid Certificate of Insurance before working on-site. Vendors are responsible for their own team members, equipment, setup, damages, injuries, and any liability related to their services.

Shubham Halls is not responsible for vendor equipment, personal belongings, delays, accidents, or damages caused by outside vendors.

3. Setup and Pickup Time

Vendor setup must be completed within the approved setup window provided by Shubham Halls. Standard setup time is up to 2 hours before the event, unless otherwise approved in writing.

All vendor items, décor, equipment, props, and personal belongings must be removed within 1 hour after the event ends, unless prior arrangements have been made.

Any items left behind may be discarded or subject to additional storage or cleanup fees.

4. Venue Protection

Vendors must protect the venue at all times. No nails, screws, staples, strong adhesives, glue, tape that damages surfaces, drilling, or permanent fixtures are allowed on walls, ceilings, floors, doors, LED screens, furniture, or any venue property.

All décor and equipment must be freestanding or installed using venue-approved methods only.

Any damage caused by vendors will be the responsibility of the client and/or the vendor.

5. Fire, Smoke, and Safety Rules

Open flames, fireworks, sparklers, fog machines, smoke effects, confetti cannons, glitter, powder, and similar items are not allowed unless approved in writing by Shubham Halls.

All electrical equipment, extension cords, lighting, and decorations must be safely installed and must not block walkways, exits, fire lanes, emergency doors, sprinklers, or venue equipment.

6. Coordination With Venue Team

Vendors must check in with the Shubham Halls team upon arrival and follow all venue instructions during setup, event time, and breakdown.

Vendors must work professionally and respectfully with venue staff, guests, and other vendors. Any vendor causing disruption, unsafe conditions, damage, or delays may be asked to stop work or leave the premises.

7. Food and Beverage Vendors

Outside food, beverage, dessert, or catering vendors are only allowed with prior written approval from Shubham Halls.

All approved food vendors must follow proper food safety, handling, setup, and cleanup standards. Vendors are responsible for their own equipment, serving items, staff, and cleanup unless otherwise agreed in writing.

8. DJ, Audio, and Entertainment Vendors

DJs and entertainment vendors must coordinate with the venue team regarding sound system access, setup location, power usage, microphones, screens, and timing.

Sound levels must remain within acceptable limits as determined by Shubham Halls. Vendors may not move, disconnect, or modify venue AV equipment without permission.

9. Photography and Videography

Photographers and videographers are welcome but must not block service areas, guest walkways, emergency exits, buffet lines, or venue operations.

Drones are not allowed inside the venue unless specifically approved in writing.

10. Cleanup Responsibility

Vendors must clean up their own materials, packaging, boxes, tape, floral waste, zip ties, rental items, and décor debris. The venue must be returned in the same condition in which it was provided.

Additional cleaning fees may apply if vendor materials are left behind or if extra cleanup is required.

11. Vendor Conduct

All vendors must maintain professional behavior while on Shubham Halls property. Smoking, alcohol consumption by vendors, unsafe work practices, disrespectful behavior, and damage to venue property are strictly prohibited.

Shubham Halls reserves the right to remove any vendor who does not comply with venue policies.

12. Final Responsibility

The client is responsible for ensuring that all vendors understand and follow Shubham Halls policies. Any damages, delays, additional labor, cleaning, or extra charges caused by outside vendors may be billed to the client.

By working at Shubham Halls, vendors agree to follow all venue rules, safety requirements, and staff instructions.