Dear Function Hosts and Caterers:
The First Parish in Lincoln is looking forward to working with you. To avoid potential misunderstandings, we ask that you and anyone working at your event review these policies carefully. It is the responsibility of the host of the event to ensure that all the church’s requirements, and any applicable State and local Board of Health requirements are met.
Hosts are welcome to use the caterer of their choice provided they are properly licensed and insured. Caterers must be licensed in the town where their business is based and must already possess or obtain an Annual Caterer’s License from the Lincoln/Concord Board of Health at least seven days prior to the event. If a caterer has not previously worked with the Lincoln/Concord Board of Health, they should contact them at 978-318-3275 for instruction on how to proceed.
It is recommended that caterers who have not worked at The First Parish in the past, set-up an appointment with the Parish Administrator to see the kitchen facilities and the hall, and to discuss any equipment delivery plans.
Non-professional catering is permitted only if all food will be commercially prepared or prepared in a licensed kitchen under the supervision of a State Certified Food Safety Manager. The only allowed exceptions to these requirements are for food items which contain no high-risk ingredients as outlined in the Mass. Food Safety Laws.
If a host is self-catering, it is their responsibility to familiarize themselves with all Board of Health requirements and to apply for a food service permit if needed. In the event of self-catering, adherence to the First Parish Catering Policies outlined below becomes the responsibility of the host. A complete menu and the source of all food items must be attached to this form and the Parish Administrator in consultation with the Board of Health will determine if a food service permit is needed should it not have been provided.
Both the host and the caterer must sign and submit this form with all required documentation to the church, and necessary documentation to the Concord Board of Health at least four weeks prior to your event.
Requirements for Serving Food at Events Held at The First Parish in Lincoln’s Facilities
Commercial Kitchen License:
The First Parish holds a Commercial Kitchen license for the Parish House kitchen. This license allows for the kitchen to be used for a limited amount of food preparation for events held at the church facilities. The license is only applicable to the actual use of the kitchen and does not eliminate the need for required kitchen staffing or Temporary Food Permits as explained below.
General Requirements and Notifications:
The only events that do not require notification of the Board of Health, a Temporary Food Permit, or a designated Person in Charge/Certified Food Safety Manager, are:
- An event at which only baked goods will be served.
- An event where all food will be prepared and delivered by a licensed caterer (NOTE: Caterers are required to complete and submit to the Board of Health and the First Parish Office a notification form with all licenses, Food Safety Manager certifications, and complete menu information; the First Parish also requires that proof of both Liability and Worker’s Comp Insurance be provided).
- An event where all advertising, posters, etc. clearly list the event as a potluck so that all attendees are made aware that the food was not prepared in a licensed kitchen and that no enforcement of MA food safety laws occurred in the preparation of the food they are being served. All food must arrive ready to be served with no preparation or finishing occurring in the First Parish Kitchen.
All other events require that food be prepared in the Fist Parish Kitchen under the supervision of a Person in Charge or Food Safety Manager as explained below.
All events preparing food on the premises require a Certified Food Safety Manager (CFSM). The CFSM will be responsible for overseeing all food purchasing, transportation, preparation, and holding/serving, ensuring all MA food safety laws are complied with at every step. A copy of the CFSM’s certificate must be provided to the First Parish office at least two weeks prior to the event.
Temporary Food Permit:
Any event serving food prepared on the premises and open to the public requires a Temporary Food Permit. The Application for the Temporary Food Permit needs to be completed and submitted to both the Concord Board of Health as well as First Parish in Lincoln a month prior to the event.
The individual signing the application will assume complete responsibility for ensuring that safe food handling laws are complied with throughout the event. A copy of the Temporary Food Permit issued by the Board of Health must be provided to the First Parish Office at least a week prior to the event. Any group failing to provide the church with a copy of a Temporary Food Permit in advance will not be permitted to serve food other than baked goods and will be prohibited from using the church’s kitchen.
Caterers must provide The First Parish with the following:
- Proof of a minimum of $1,000,000 General Liability, worker’s compensation coverage for all employees, and
- if applicable $1,000,000 Liquor Liability. The First Parish in Lincoln must be listed as additional insured.
- A copy of the permit from the town in which this business is located.
- A signed acknowledgment that all policies are understood and that all responsibilities will be met.
If the event is being held at the Parish House, equipment available for use includes:
- Eight burner gas stove with two ovens
- Twelve sixty-inch round tables
- Approximately 150 folding plastic chairs
- Approximately eight rectangular tables of various sizes
- One commercial sized refrigerator and an under-counter freezer.
If the event is being held in the Stearns Room, equipment available for use includes:
- One apartment sized refrigerator with freezer
- Approximately 50 stacking chairs
Please note: The First Parish does not provide linens, glassware, or place settings; tables are not available for meals in the Stearns Room and must be provided/rented by the host.
Breakdown and Cleanup
- Caterers must leave the kitchen in the same condition they found it, i.e., all food, dishes, and garbage must be removed from the kitchen area. The floor must be left broom clean. Counters, stove, oven and refrigerators must be wiped down.
- All trash and left-over food must be removed from the premises at the end of an event. Caterers should consult with the host to determine who will be responsible for taking all the trash and leftovers.
- Rental equipment may be left for later pick up only if prior arrangements have been made with the Parish Administrator. Please be aware that if other events are scheduled on the following day, rental equipment may need to be removed from the premises immediately.
- All glassware, paper, cigarette butts, and debris must be picked up from the grounds as well as the interior of the building. Surplus ice may be dumped into the wooded area adjacent to the parking lot.
- Caterers must have a final check out walk through with the church’s Sexton before departure. Any action by caterers resulting in expense, breakage, spillage, failure to clean properly, etc. shall be the financial responsibility of the catering company (or, if the caterer defaults on payment, the host of the event named in the rental agreement shall be responsible).
- Telephones: The phone in the kitchen is available for emergencies and local calls only. Any toll or long-distance charges incurred during an event will be billed to the event host.
- Deliveries: Arrangements of rental delivery and pickup, as well as set up and breakdown of all rental equipment is the sole responsibility of the caterer or the event host. All delivery and pick-up times must be arranged in advance with the Parish Administrator.
- Candles: Only dripless candles are to be used along with sturdy and unbreakable candleholders with protective covers shielding the flame.
Requirements for Serving Alcohol at Events Held at The First Parish in Lincoln’s Facilities
- Delivery or arrival of alcohol must coincide with the arrival of the hired bartender. First Parish staff will not accept any alcohol deliveries on behalf of the host, bartender, or caterer.
- All alcoholic beverages must be removed from the premises by the end of the event. If anyone other than the bartender or host will be taking the remaining alcohol off the church property at that time, host must provide their name to both the bartender and the First Parish Staff in advance. All alcoholic beverages remaining on the premises after the event will be immediately disposed of.
The hired bartender must provide the following to the church office two weeks before the event:
- Insurance certificates showing a minimum of $1,000,000 General Liability, $1,000,000 Liquor Liability, and workman’s compensation insurance covering themselves and all employees. The First Parish in Lincoln must be listed as additional insured.
- A copy of a current business license and copy of certification (e.g., TIPS) is required.
- A signed acknowledgment (by way of this document) that rules and regulations have been read and that all responsibilities will be met. This must be provided to the Parish Administrator at least two weeks prior to the event.
Breakdown and Cleanup
- Bartenders must leave their area in the same condition they found it, i.e., the area picked up and left “broom clean.”
- All trash and garbage must be removed from the premises at the end of the event. Please consult with the host and the caterer to determine who will be responsible for taking all trash.
- All glassware, paper, and debris must be picked up from the bar area. Surplus ice may be dumped into the wooded area adjacent to the parking lot.
- Bartenders must have a final check out/walk through with the church’s Sexton before departure. As indicated in our rental policy, any action by caterers or bartenders resulting in expense, breakage, spillage, etc. shall be the financial responsibility of the bartender (or, if bartender defaults on payment, the event host named in the rental agreement will be responsible for all expenses).
I fully understand and agree to abide by the above policies in regard to the service of food in conjunction with all other rental policies pertaining to the use of the facilities of The First Parish in Lincoln.
(Business name, address and phone number):
(Business representative – print name):