FAQ’s for Weddings
Here’s a list of the most common questions our clients ask us about their wedding. Enjoy!
1. What type of sound gear does Gordon Avenue provide?
2. What about lighting?
3. Does Gordon and Tarah attend rehearsals?
4. Should I “time-out” my processional walk?
5. How do I submit my music selections and preferences?
6. Can Gordon learn a new song for my wedding?
7. Will Gordon make announcements during the reception?
8. How early will Gordon and Tarah arrive?
9. How do I book Gordon Avenue?
10. What types of payment does Gordon Avenue accept?
11. What is the Client Portal?
12. Can we customize a package or service?
13. What are the travel & hotel costs?
14. What do we need to provide for Gordon Avenue on the day of our wedding?
15. What does “full-service catering” mean?
16. Does Tarah attend Wedding Venue Walk-Through’s?
Scroll down (or click question) to see the answers!
1. What type of sound gear does Gordon Avenue provide?
With every wedding we work, we provide three full sound systems. All systems are set up and tested before the ceremony. That way we can move from one location to the next, ensuring smooth transitions during the wedding. At the end of the day we tear the gear down.
The ceremony system is either a line-array style sound system made by Bose or a traditional PA with stereo mains. The system is set off to one side so that it stays out of wedding photos, yet covers the audience evenly. The ceremony setup includes a wireless lapel mic for the officiant as well as a handheld wireless mic for any readings, prayers, etc. The handheld wireless mic is also available for amplifying vows. We highly recommend using the wireless handheld instead of placing a lapel mic on the groom (or having the officiant unclip their lapel mic in an attempt to use it like a handheld). Using a mic on the groom, to try and pick up the bride’s spoken vows, is a recipe for feedback. We recommend one of two options: 1) have the officiant hold the handheld mic for the bride and groom or 2) simply allow the bride and groom to each hold the mic when they speak their vows.
The cocktail/reception systems are a line-array style sound system made by Bose, with all the DJ gear included. The tower has 24 speakers and two subwoofers, providing uniform sound coverage of 180 degrees. Whether you stand in front of the system or off to the side, you will experience the same crystal clear sound.
Depending on which package you select, FX lighting for the dance floor may also be included. See the FAQ related to lighting. The reception setup includes a wireless handheld mic that is available for speeches/toasts. (top)
2. Do you provide lighting for the dance floor? What about Uplighting?
All our packages come with FX lighting, designed to spread color and movement around the dance floor. Often this can help make your reception feel more like a party. In most cases, we have the FX lights mounted a lighting stand and placed near the DJ table. Either way, the effect will be color and movement spread around the dance floor.
We also offer uplighting. This beautiful lighting is not designed to spread color or movement around the dance floor. Instead, it becomes part of the decor of the room, highlighting walls, columns, or accent pieces. Uplights are low-power-consumption, high-output LEDs, that can be programmed to any color. Uplighting is available as an add-on at $40 per light, including delivery, setup & teardown.
As a fun extra, Uplights can also be programmed – once the dancing begins – to change or “move” with the music, making the entire room come alive!
Here are a few examples of uplighting:
3. Do you attend rehearsals?
We do not attend rehearsals. The main reason is that we’re often working at other weddings or events during the time the rehearsal is scheduled. And secondly, it’s just not necessary
Reason #1: Most weekends we’re working weddings; and several weekdays we’re performing other public and private events. From a scheduling standpoint, we’re simply not free during most rehearsal times.
Reason #2: In light of our extensive experience, having us (especially Gordon) attend the rehearsal is just not necessary. By asking a few simple questions to the right people the day of your wedding (what will the cue be to start the processional? who is the last person walking in before the bride?) we can swiftly gather the info we need to make Gordon’s song transitions at exactly the right moment. Plus, since Gordon will be performing (in most cases) the processional music LIVE, he will be able to adjust the length of each song (longer or shorter) to fit the moment when people are walking. It’s simply not necessary for us to practice getting this timing right at a rehearsal. Just walk at whatever speed you’d like and we’ll take care of all the timing.
Tarah has helped many of our clients plan out their rehearsal by talking through the order of bridal party, how they will walk up the aisle, stand upfront, and how to best organize the rehearsal. In fact, you will get a Detailed PDF Rehearsal Guide before your date. This helps you or a friend know how to run a smooth rehearsal if you want to practice. We’re here for you!
Exception: If you would like us to help run your rehearsal, check out our “Weekend Planning Package.”
4. How do we “time out” our processional music for the ceremony?
As we mentioned above, there is no need to try to “time out” your processional with Gordon’s music. Since he will be performing the processional music LIVE, he will be able to adjust the length of each song (longer or shorter) to fit the moment when people are walking. It’s not necessary for Gordon (or for you) to practice getting this timing right at a rehearsal. You just walk at whatever speed you’d like and he’ll take care of the rest.
And remember, when you hire Tarah as your planner, she will be present on the day of the wedding to send each party member down the aisle and will time it up appropriately to your DJ or Live Musicians cue’s.
One exception: you choose to use pre-recorded music. If so, just let us know if there’s a certain section of the song you’d like to start or end at for each specific moment. We can also edit the audio files ahead of time to ensure they are long enough in the event of delays or people walking more slowly on the day of the wedding. (top)
5. Can we choose the songs we want for the ceremony and dancing? How do we share that information with Gordon Avenue?
Absolutely. We encourage our clients to have as much direct input about their wedding music as possible! Unlike other music or DJ companies, we don’t want to come in with an agenda of doing “our thing.” Instead, we want to do “your thing.” In the process, we’ll offer help and advice, and ask our clients to provide me input on what they want.
Many of our clients select specific songs for each moment (i.e. processional, recessional, first dance, cake cutting, last dance, exit song, etc.), while other couples don’t have specific preferences. Both are great! We provide each of our clients with questionnaires that provide us with all the info we’ll need. If our clients don’t have specific preferences, we’re happy to select pieces that work well for each moment.
One of these is the “DJ Questionnaire.” Clients provide us information about genres they like or don’t like, how they want Gordon to handle song requests, and so forth. This includes the option to give us their “must play” songs as well as they’re “do not play” list. (top)
6. Can Gordon learn a new song for our wedding?
He’d love to! We have a “standard setlist” of all the songs Gordon knows & performs. We do the best to keep the list updated since he’s always learning new material. If the song you want is not on the list, no problem! Clients can hire Gordon to learn and perform a song not currently on the list for only $50 per song.
The only exception is the Basic Package, where Gordon only performs songs he already knows. 🙂 Learning and performing a new song is part of what makes the Classic, Deluxe, and Platinum Packages so great! (top)
7. Does Gordon make all the announcements at our wedding/reception? Can he direct our guests so that everyone knows where to go and what’s happening next?
Gordon is thrilled to make all announcements at your wedding. This includes things like introducing the couple, announcing special dances, cake cutting, and toasts, as well as directing your guests at various times. In general, you can think of Gordon as the “master of ceremonies.” We want to make sure you and your guests always know what’s happening, coming up next, and how to prepare for it.
Take toasts, for example. If you plan to toast with whatever your guests have in their glass, Gordon will make a few announcements beforehand, encouraging them to visit the bar or beverage station. This ensures they’re prepared for the toasts “coming up shortly.” (top)
8. How early will Gordon & Tarah arrive on-site the day of the wedding?
Whether we are providing music services, planning services, or both, we prefer to arrive 4 hours before the ceremony. We like to set up in a relaxed fashion, not rushing at the last minute, which only adds to the stress of your day. This extra time also allows us to troubleshoot any issues that may arise and fix things before the ceremony begins. If by chance, access to the venue is delayed, we can set up much faster; we just don’t like to. (top)
9. I’m ready to book Gordon Avenue! How do I complete the process and secure my date?
Booking your wedding involves two steps:
1. signing the contract
2. submitting a 50% deposit payment
The contract establishes the basic logistical information about the wedding (who, where, when, etc) and details the services we’ll be providing. It also sets the terms of our agreement (sound gear, policies in case of cancellation, sickness, etc). The deposit payment for each wedding differs since it’s calculated as 50% of the total price. Most deposits are somewhere between $600-$1,000.
There are four ways to pay: credit/debit card, bank transfer, check, or cash. The most popular way is with a credit/debit card. Once you have decided what package (and any other additional services) you want for your wedding, we will send you a Proposal, which will include the package details, contract, and invoice. Once we receive the 50% deposit and signed contract we’ll be officially booked. Woohoo! Your date will be secured and you can breathe easy.
Your final payment will be due on the day of your wedding by card, bank transfer, check, or cash. Whatever works best for you! Paying the remainder before the wedding starts is usually best. That way you can just enjoy your day without things like “we still have to pay Gordon!” in the back of your mind.
If you decide to make the final payment via card or bank transfer, we kindly ask that you pay the night before or earlier, by logging into your Client Portal. (top)
10. What types of payment do you accept?
Gordon Avenue accepts payment via credit/debit card, bank transfer, check, and/or cash (payments in cash must be made in person). Your deposit and final payment do not have to be the same form of payment either. Many of our clients prefer to pay the deposit with card and the final payment with cash. It’s a matter of preference. We can accept all four forms of payment, in whatever combination is best for our clients. (top)
11. What is the Client Portal? And how do I log in?
We know how crazy planning a wedding can get. So we want to make the process as simple and stress-free as possible. The Client Portal is your best friend. All of our emails back and forth, invoices, contracts, and questionnaires will be there. Everything, in one spot. No more searching through endless emails to find links to questionnaires, invoices, etc. I mean, who wants to do that?! Simply log in to your personal Client Portal and everything will be waiting for you.
How do we log in to our personal Client Portal? Once the booking process is complete, we’ll send you an email with a special link where you will create your secure password. After you’ve set up your password, you log onto your Client Portal at any time by following these steps. . .
1. go to our website (GordonAvenue.com)
2. click on the “client portal” tab on the top of the webpage
Then simply put in your email and password, and you’re there! (top)
12. Can we customize a package or service?
Yes! The packages listed are simply the most popular configurations of our services. Each can be customized by removing unwanted services, adding additional services, or starting from scratch. In such cases these packages serve as “pricing guideposts.” (top)
13. What are the travel & hotel costs? How are they calculated?
Many of our weddings are close enough that we do not need to charge anything extra. But sometimes this is necessary. Travel costs are determined by how long it takes us to drive to the wedding location and back home. Here’s how it works:
* Our first hour of travel (roundtrip) is FREE.
* Any additional hour of travel (roundtrip) is $50 per hour.
(i.e. 2 hours roundtrip = $50; 3 hours roundtrip = $100; etc.)
Hotel Room requirements are determined by travel, wedding timeline, and the season of the year. Here’s how it works:
*3 HOURS: At 3 hours of travel (roundtrip) we kindly ask our clients to pay for a Hotel Room for the night of the wedding.
*PLATINUM: We kindly ask our “Platinum Package” clients to pay for a Hotel Room for 2 nights (the night before & the night of the wedding).
*WINTER: During the winter months (December-March) we kindly ask our clients to book us a Hotel Room (the night of the wedding). (top)
14. What will Gordon Avenue need on-site the day of the wedding?
We require our clients to provide a few simple things for us on the day of the wedding:
1. Ensure all performance spaces are covered. This means that you have access to a covered space (tent or indoors) or that you’ll reserve a popup tent for us (8ft by 8ft) for each uncovered performance area (we provide one 8×8 tent with each package). We simply cannot set up thousands of dollars of gear with no cover and then “hope for the best.”
2. Provide a meal for both Gordon and Tarah. On occasion we may have another assistant, who will also need a meal. But we are happy with either the same food you’re serving your guests or a “vendor meal” from your caterer.
3. Provide safe and adequate power within 100 feet of all performance areas. We don’t mind running extension cords to power, but we don’t carry more than a few hundred feet of cord. Plus, if there’s no power, we need to know ahead of time, so we can reserve you a generator or battery power supply.
4. Provide a 6-foot table, linen, and two chairs, adjacent to the dance floor, on which Gordon can place his DJ gear. This enables us to travel in a more fuel-efficient vehicle that doesn’t fit a table of that size.
5. Reserve for us a free parking spot, please. We like to show up early (2-4 hours depending on the situation) and won’t be leaving until after the wedding. So we will need a good place to unload (reasonably close to the performance areas) and a parking spot to park our car until the wedding is over. We don’t mind a little walk, but please keep the distance reasonable.
Note: Some venues do not have any parking for Vendors and require them to pay for parking. Since we’re going to be there 2-4 hours early, and won’t leave until late in the evening, parking can cost us a fortune. Rarely, a venue doesn’t have free vendor parking, so most likely this won’t be an issue. But if this is the case, we kindly ask that you pay the parking fee or find another viable solution. (top)
15. What does “full-service catering” mean?
When booking Tarah as your Planner she will be working with all of your vendors, especially the Caterers. The Catering team plays an important role in making your wedding day incredible. They do a lot of work! From setting up the dinnerware to managing food service to cleaning up at the end of the night, they play a vital role in a successful wedding.
Most legitimate Wedding Caterers are full-service and are wonderful to work with. However, from time to time (especially at DIY venues) Caterers have packages they offer that are not full-service. This means that it lands on Tarah (your wedding coordinator) to pick up the slack. While we are happy to do the extra work, these extra services are above and beyond her duties as a wedding planner.
If any of the following services are not provided by your Caterer, and you have booked Tarah as your Planner, then we kindly ask that you pay a Catering Assistance Fee ($750) for her to fulfill these duties.
Here are the minimum requirements for your Catering to fulfill:
*Set Up Dinnerware (plates, utensils, glassware, etc.)
*Food Service (managing all food service, filling water glasses, dismissing tables, etc.)
*Cake Cutting (if needed)
*Bussing Tables
*End-of-the-Night Duties (take out the trash, clean up kitchen space, tear down tables & chairs, sweep & mop if needed, etc.) (top)
16. Does Tarah attend Wedding Venue Walk-Through’s?
Typically we do not attend walk-through’s. In our experience we’ve found that they are 1) Not necessarily needed, and 2) Takes us away from our office on a typical work day.
*Why are they not needed? Tarah always connects with vendors well in advance and works extensively with each to ensure every detail is noted before your big day.
*What does being out of the office mean? Our office hours are very important during the wedding season as we are not only planning and prepping the current year’s weddings but also booking weddings for the following year. Since our office hours are slim during the season, it means we need to utilize as much time as possible.
If your venue requires us to attend a walk through, a $250 charge will be added to your invoice as well as any travel expenses occurred over an hour travel roundtrip. (top)