Limit the chaos

PLEASE, FIRST AND FOREMOST, RE-READ OVER THE RULES AND YOUR CONTRACT AS YOUR EVENT APPROACHES TO MAKE SURE YOU UNDERSTAND YOUR RESPONSIBILITIES 


Remember: WE DO NOT HAVE INTERNET OR GOOD CELL SERVICE. 


Speak to your vendors and ask their advice. 

They have experience and most are more than happy to help offer suggestions and advice in relation to their product or service (so that they avoid any problems and assure that you have a good experience). Their input can be priceless.

General Rules

It is your responsibility to know the rules and follow them.

Timeline/Itinerary

It cannot be stressed enough how important and helpful an itinerary or schedule can be for your wedding day or event. It helps keep people on track and lets your bridal party and vendors know when certain events are happening and when they need to be where (for photos, for the DJ, etc).

Sound System Rules

If you plan to use our sound system at any point, it is your responsibility to know the rules. If you do not follow the rules, you will not have access or permission to use the equipment.

DIY Music planning

If you are planning to do your own music/aka not hire a professional DJ, you will need to be very organized.**

**We recommend a professional DJ, as they can make or break the reception by selecting music and keeping the party going (Make sure to research each vendor you consider. Look at reviews and make sure they are reputable.)

General Advice on Avoiding Avoidable Chaos

Melted cakes/cupcakes, uncomfortable guests, running out of ice and water ... all things we want to help you avoid on your big day...

Timeline/Itinerary

*This section is meant only as a helpful tool. It is ultimately your responsibility to research and plan for your day. 


Your coordinator can help you with staying on track and creating an itinerary or you can make one yourself based off of suggestions from people with experience (or by researching suggestions).  


Before the wedding day

There are certain things you should take care of within certain timeframes ahead of the big day. If you wait too long, certain things may not be possible before your wedding. 


Day of Itinerary

 It is important that all your vendors have the same up-to-date schedule to follow. Some tips: Make sure to figure in "buffer time", which is a little extra time for certain things like hair and makeup. Also, make sure to set realistic timeframes. A lot of people underestimate the time it takes to get their hair and makeup done (usually at least 2 hours, depending on the size of the bridal party and number of stylists) or how long photos may take after the ceremony (usually an hour). Please make sure to check with your vendors and get suggestions from them.


Here are some helpful links (*remember that every wedding/event is different and not all the info on these sites may pertain to you):


https://www.weddingwire.com/wedding-ideas/wedding-timeline


https://www.herecomestheguide.com/wedding-party-ideas/detail/the-guide-brides-wedding-checklist


https://www.theknot.com/content/12-month-wedding-planning-countdown


Sound System rules

Sound System Rules

MICROPHONES & SOUND SYSTEM: 

Do not touch our sound system if we have not shown you how to use it and gone over the requirements/rules for using it in detail. These items are expensive. If any of these items are damaged by you or anyone associated with your event, the cost to repair or replace any component of the system will come out of your damage deposit & you will be responsible for any additional costs in excess of your damage deposit.


If you wish to use our microphones or sound system, we require whomever will be touching our system at any time to meet with us in advance. 

This means that you are responsible for arranging a specifically scheduled meeting time in advance of the wedding day. Almost every wedding ends up using our mics for the ceremony,so even if you plan to hire a professional DJ, you will probably need to make arrangements (please check with your DJ to see if they have a receiver and mics that will reach approximately 80 feet).

*IF YOU DO NOT ARRANGE A MEETING TO DISCUSS THIS WITH US IN ADVANCE OF THE WEDDING, YOU WILL NOT HAVE PERMISSION TO USE OUR MICS OR SOUND SYSTEM DURING THE CEREMONY OR AT ANY TIME.


**WE CURRENTLY ONLY HAVE 2 LAPEL MICS (ONE FOR THE OFFICIANT, AND ONE FOR THE GROOM).

If you need more mics, you will have to make your own arrangements to provide more.


WE DO NOT HAVE INTERNET OR GOOD CELL SERVICE. YOU WILL NEED TO DOWNLOAD ANY MUSIC YOU WOULD LIKE TO PLAY (onto whatever device/cellphone/MP3 player/computer you intend to use) TO BE ABLE TO PLAY MUSIC ON OUR SYSTEM. WE DO NOT HAVE A CD PLAYER.

**if your DJ or someone else is bringing other mics to use, please TEST THEM AHEAD OF THE WEDDING in the actual location in which they will be used (on the dock, etc).


OTHER RULES REGARDING OUR SOUND SYSTEM AND MICS:

  • Do not leave our microphones outside, as they can be damaged by rain/moisture.
  • DO NOT CHANGE ANY OF THE CORDS OR HOOKUPS AROUND ON OUR SYSTEM. THE COST TO HIRE SOMEONE TO COME OUT AND FIX IT WILL COME OUT OF YOUR DAMAGE DEPOSIT.


*OUR SOUND SYSTEM IS NOT MEANT TO BE USED AS A REPLACEMENT FOR A PROFESSIONAL DJ:

Our sound system is intended as a courtesy/extra convenience to our clients, not as a replacement for a DJ. If you plan to use our sound system for your ceremony or reception music, or if you plan to use our mics, please make sure you have made an appointment with us to review the system/microphones in detail. If you plan to do DIY music (aka not hire a professional), you will want to be very organized with your playlists and leave detailed instructions for whomever you put in charge of your music. We’ve seen it be a chaotic mess when people don’t plan accordingly.


*Most professional DJ’s will bring their own equipment. If you have a DJ, you are welcome to give them our contact info and we will happily answer any questions they have (we advise doing this far in advance of the wedding).

DIY Music planning

*This information is only meant as a helpful tool. Please remember that each wedding is different. It is ultimately your responsibility to have planned your music for your wedding/event.


Make sure you have reviewed all the rules regarding our sound system (the section above this one). If you do not follow the rules, you will not have access to using our system.


If DIY-ing your ceremony or reception music:

  • You will need to arrange a meeting with us and the actual person who will be operating the system on the wedding day.
  • We do not have internet or good cell service. You will need to download any music you would like to play onto whatever device you plan to use (your cellphone/mp3 player/computer) to be able to play music on our system.
  • You will need to disable whatever lock code is on the device with the music (aka a smartphone) in order for the person using it to be able to operate it. 
  • Make a music timeline/itinerary or risk a lot of confusion (see below). 


You will need to have planned out many of the tasks that DJ’s commonly take care of for you: 

  • Ceremony processional music for the ceremony (normally at least 3 songs) 
    • 1. special guests/family seating/groom & officiant or groom & groomsmen (varies based on personal preference)
    • 2. bridesmaids
    • 3. bride's entrance 
  • Ceremony recessional music [for your exit after you're announced to be officially married])
  •  announcement into the reception
  • first dance(s) music (normally 3 songs)
    • first dance (with bride & groom)
    • father/daughter dance (normally the bride and her father but if the father is gone or deceased there are a number of substitute options)
    • mother/son dance (normally the groom and his mother, but if the mother is gone or deceased, there are a number of substitute options)
  • toasts
  • bouquet toss/garter toss
  • keeping the dancing/partying going
  • any other announcements, etc.

General Advice

ICE & WATER: 

Many people underestimate the amount of ice and water they need for their reception. Please discuss this in detail with your caterer. Some caterers will provide ice and even bring coolers with ice for you. Others will not. You will need to check and make sure about this. It will be a huge inconvenience and discomfort for your guests if you run out of ice or water and it will take someone approximately an hour to go to town and get more water (15 mins into town, 15 mins in the store, 15 mins back). Please be prepared.

*We have some coolers our clients are welcome to use during their wedding to store ice, etc, if wanted. Please ask in advance (in writing/via email) for more details.


APPROPRIATE SHOES:

Please inform your guests that stilettos and high heels may not be a good choice for our venue (due to the outdoor nature and gravel and crushed rock that composes a majority of the grounds).


CAKE/CUPCAKES:

**Please do not set your cake/cupcakes out too early in hot weather. Make sure your cake is not sitting in the sun.IT WILL MELT.(Depending what time of day it is, the sun comes in under the pavilion.) You can store the cake in the refrigerator or in an AC-ed area until closer to the cake-cutting time (make sure there is someone appointed to move the cake if necessary.) Please talk to your cake maker or caterer about these issues.

*People often forget that they need someone to cut the cake. Your caterer will probably not do this unless expressly asked to do so ahead of time and put in writing. There are a number of videos online to show you how properly cut a wedding cake (just search for “how to cut a wedding cake”).Also, some people have latex allergies, so if using gloves when cutting the cake you may want to get vinyl gloves (they sell them at Wal-Mart). You may need to purchase cake plates and forks for your cake. Please talk to your cake maker or caterer about these issues.