1. When a client decides that he/she wants to book one of our ensembles for an event, a contract will be emailed, which will contain all of the appropriate information pertaining to the engagement. This includes the date, start time, end time, and location of the venue.
We require that all of our clients sign a contract in order to book us.
2. The agreed upon fee will appear on the contract. We require a 50% deposit at the time the contract is signed, in the form of a check or money order accompanying the document. The exact deposit amount will be printed on the contract for convenience. The security deposit may be waived if the client is a professional event planner, reputable hospitality venue(a hotel or a country club), school, or a religious institution (i.e. a church).
3. The start and end times in the contract specify the time that the ensemble is to begin playing music (also known as the “downbeat” time). For example, most wedding ceremonies we play are booked as a one hour engagement. There is usually a 30 minute prelude, and the actual ceremony only takes 30 minutes. So if the ceremony were to begin at 6:30pm, the contract for such a gig would read “6pm-7pm”. It is considered a professional courtesy for musicians to arrive 15-30 minutes early for any performance to set up and warm up, and we try our very best to arrive as early as possible to all of our engagements. Using the above example, musicians would begin arriving at 5:30pm at the venue.
4. The times written into the contract are firm. For wedding ceremonies, it is extremely important to go over with your wedding planner how long you will need the musicians to be engaged for, as overtime (for an additional fee) cannot always be guaranteed.
5. There are to be no cancellations on the part of the client nor of the vendor. Unfortunately, a commitment to your big day means much preparation must be made hiring the appropriate musicians and setting up the sheet music. As professional musicians, we will do our very best to fulfill our commitment to your event, and in a worst case scenario, where injury, illness, or travel emergency befalls one of our musicians, a comparable substitute will be engaged to ensure that the “show must go on”.
6. For outdoor engagements, proper covering must be provided in the event of rain. Our instruments are valuable, some costing as much as a luxury car or even a house! Of course, most well organized weddings make appropriate arrangements in the event of inclement weather. Bottom Line: If water falls from the sky, our instruments go into the case until it is dry again.
7. Reminder: Make sure all of the details in the contract are correct before signing and returning it! If there is a discrepancy between the time we agree upon on the phone/email and the time written into the contract, we will always follow the contract!