Our list of Approved Caterers includes those offering beverage service options. Any alcohol must be poured by a licensed, insured bartender. Although a bartending service will manage the distribution of alcohol, the renter is ultimately responsible for the safety of all its invitees, guests, agents, or subcontractors, including for the distribution of alcohol. Absolutely no alcohol may be served to minors. We reserve the right to confiscate alcohol and any illicit substances from underage attendees, and contact the appropriate authorities if deemed necessary. When alcohol is being served, sufficient food is required.
Harassment or discrimination against individuals on the basis of race; color; national origin; ancestry; religious creed; physical and/or mental disability; medical condition; sex, gender; gender identity; gender expression; sexual orientation; age; or any other protected category under applicable state or federal law (Protected Characteristic) is prohibited by this policy. Such conduct by or toward any Klamath employee or contract worker, client, guest, vendor, or anyone who comes into contact with a Klamath employee in the course of an event process will not be tolerated.
Availability/Timelines/ Right of Access
The Conference Center is available for rental Monday through Sunday from 8am until 11pm. Load-in and setup may begin at 7.00am and all events must be complete, including strike, load-out and approved clean-up by midnight.
All rental blocks (except daytime packages) include a ninety minutes pre- and one hour post-event at no charge for setup and strike.
Animals, except those specifically trained to assist the disabled, are not permitted on the premises.
Candles / Open Flame
There is a strict no open-flame policy throughout the facility.
We recommend the use of Preferred Caterers for all events. For social events, outside caterers may only be used with specific permission. For daytime meeting / business events catering delivery services are permitted. Each caterer on our Preferred list is familiar with our facility, procedures, rules and regulations, and carries our required insurance, health permits, and liquor liability insurance.
The event rental area and event prep areas should be bussed for stray plates, glasses, etc. All debris and garbage should be bagged and removed from the premises. Caterers are to provide their own cleaning materials and must supply extra trash and recycling containers. Any food or liquids on the floor must be swept or mopped up. All trash, recycling, compost (including flowers, decor, etc.) must be removed from the premises on the night of the event.
Cleanup is subject to the approval of the Event Coordinator. After an event, we ask that the catering wrap-up crew be out promptly so we can secure the building. If catering teams go past the contracted load out time, client will be charged additional hours.
For any events that are not full-facility rentals, we reserve the right to book concurrent events in any areas not included in your rental contract. We will work to avoid conflicts when there is more than one event scheduled concurrently.
Decorations may not be applied to any non-rentable areas. Decorations may not be hung from any pipes or track lighting rods. All decorations must be removed without leaving damages directly following the departure of the last guest, unless special arrangements have been made with the Event Manager.
NOTE: The only adhesive material allowed is drafting tape which will not damage surfaces. The only adhesive material on the floors is gaffer’s tape. No masking tape, duct tape, electrical tape, transparent tape or double stick tape is allowed. All other decoration must be freestanding. Nails and staples may not be used.
NOTE: The use of birdseed is permitted only outside for wedding and reception farewells. Rice, confetti, flower petals, balloons, glitter, fog machines, pyrotechnics, sparklers and blowing bubbles are not permitted inside or outside the facility.
We are a no-smoking facility. No smoking is permitted on any of the surrounding Pier or entryways.
All exits must remain clear at all times and emergency exit signs must not be obscured from view.
Use of any liquid nitrogen during an event will require you to obtain a Fire Permit.
Floor Plans/Event Timelines/ Walkthru
We must approve specific plans involving event timelines, caterers, musicians, florists, and all décor, including sound, plants, and lighting schemes. Approval must also be given for positioning of tables, bars, musicians, etc., and any special needs that the renter may have to ensure compliance with our general policies and our Public Access Operations Plan. All requests for planning must be received by us no later than three weeks prior to the event. Please note that plans requiring permits from the Port of San Francisco may require a longer lead time.
All events will be staffed by our Event Coordinator. The Event Coordinator is the final authority for special activities and will okay or deny last minute changes by the client or client’s subcontractors.
Our staff persons are not available to lift, carry, load unload or move anything that is not our property.
Renter will incur additional load-out fees for any guests or vendors who are not finished loading out by the contract end time. We generally suggest 1 – 2 hours of load out time past guest departure. All decorations, promotional materials, supplies, decor, etc., must be removed immediately following the event. We do not have available storage areas, so rental deliveries and pickup must be made the same day as the event unless previously arranged. There will be a charge for equipment that is not removed post-event. We are not responsible for any materials left behind.
All entertainment, stage, and speaker placement must be approved by us at least two weeks prior to the event and must be supplied by our Preferred Vendor. Any amplified music is subject to volume control at the discretion of the Event Coordinator, and must adhere to the noise limits set by the San Francisco Entertainment Commission in our LLP. Please refer to your event contract for music licensing information. Sound systems are available in select spaces. All music must end by 11pm (10pm for outside area events)
Special rates are available to non-profit organizations. To qualify for these rates, proof of your organization’s non-profit status (i.e., a copy of the 501(c) letter) must be sent along with your reservation deposit.
Outside Vendors / Vendor Management
Before each event, all vendors are required to schedule a walkthrough with our Event Coordinator to make arrangements regarding deliveries, power needs, floor plans, loading areas, and pickup times. Outside vendors are also required to provide a certificate of insurance with an Additional Insured Endorsement meeting our insurance requirements.
All vendors providing onsite services are required to submit their staff guidelines for safe services prior to arriving on site on the day of their rental. Vendors remain responsible for removing all waste and product that they had brought onto the piers, including liquids and ice, and are responsible for cleaning and disinfecting their activation locations, using products outlined by the CDC.
Event spaces are booked in pre-approved minimum hours blocks. Additional hours may be purchased, based on availability. Additional hours will be charged at the full hourly rental rate. These fee will be charged in whole one-hour increments for any part-hour used.
Certain installations, décor, and amplified sound affecting the exterior of Pier 9 will require a permit from the Port of San Francisco. Please discuss any exterior event plans with the Klamath Events Department to determine whether or not a Special Event permit will be required.
Complete clean-up of all rented areas is required. A post-event walk-through with your Event Coordinator is required at the close of the event. If we find the clean-up to be inadequate, special maintenance services will be contracted band charged to the client.
All vendors must notify their Event Coordinator of their power needs prior to the event. While we can accommodate most requests, we may ask that you provide a generator. We do not provide extension cords or other equipment, and we require that any cables on the floor be safely covered and taped using gaffers tape.
Public Access Plan
Renter understands and agrees that certain areas are required to be available for public use and access during certain days / hours. All use of the Premises for public gathering under this License must be conducted in a manner compatible with public access and is subject to the Licensee’s separate Public Access Plan Agreement.
A security guard will be present for all events where alcohol is served, and all events that take place after 9pm. This service is non-negotiable. Cost of the service will be charged to the client. You may bring in additional security for your guests, please inform the your Event Coordinator if you choose to do so.