Relax Band Rider & Checklist

SITE MAP

Please send us a site map with each location we will be performing/utilizing, clearly labeled and named. Example: East Lawn (ceremony), Grand Rotunda (Reception).

POWER

We request dedicated power drops easily accessible to our team. Our power needs will depend on the group performing at your event. For Strings, if they are performing acoustic without amplification, they will not need power. For every other group, we require two (2) dedicated 120V x 20 amp circuits (unless specifically noted otherwise). Please let us know if the power will be supplied via generator. We request the power is on prior to our team’s arrival. We are happy to connect with the person in charge of the power.

STAGING

We request armless chairs for each member for all performers in each area they will be performing.

We do not supply a stage and/or rugs. A stage is not required, but a clean, level surface is.

If you do move forward with a stage, the stage must be complete before our sound team arrives for load-in, and we require safe steps and paths to get on and off the stage.

SOUND CHECK

We request the band has time allotted for one hour of uninterrupted soundcheck up to one hour prior to their downbeat. Please let us know as soon as possible if this is not possible within the current timeline. Please note that additional fees may incur if the band must arrive more than two hours prior to their downbeat.

OUTDOOR PERFORMANCES

We require adequate shading for our performers, technicians, and equipment if they are stationed in direct/partial sunlight whether they are on stage or in their green room. For our smaller ensembles, a large umbrella would be sufficient as long as it covers the amount of players. 

We also require adequate heating for our performers, technicians, and equipment if they are stationed outdoors in cold weather.

We request a predetermined plan accounting for the event in cases of inclement/severe weather for any events with outdoor performance components.

LOAD-IN

Let us know the best instructions for our team to swiftly and safely load gear into each respective area on the property. We’re happy to connect with the venue staff on this aspect as well. If there are stairs or uneven terrain, please let us know.

PARKING

Let us know the best instructions for our team to park, whether on property or adjacent. If your parking includes shuttles and/or an alternate plan, make sure to detail that with us prior to the event. Please note that all paid parking must be reimbursed by the client.

INSURANCE

We are happy to provide a Certificate of Insurance (COI) upon request. Please let us know as soon as possible if your venue requires this and include any specific language or insurance requirement information.

BAND BREAKS

As you know, the band will be taking a few breaks throughout the night. We’re currently contracted for live sets at 45 mins on, 15 mins off. Typically we shift these around toasts to optimize performance time.

GREEN ROOM

We require a private room allotted for our team (band, techs, and liaison) to stash their belongings, change, prepare for their set, and eat. Please ensure this room has heat or AC depending on the weather and enough tables and chairs for every member of our team. We also request water available for our team We also request water available for our team and 1 x 20 amp circuit. Other accommodations might include a 4ft mirror, wardrobe rack, coffee & tea, and multiple 120V x 15 or 20 amp circuits. We also request that this room is located close to a bathroom with running water, and close to the stage. Please let us know if there are any unique challenges regarding the greenroom location.

ATTIRE

Generally, our band dresses in black tie attire. We can accommodate other color schemes with adequate advance. Please note that special attire requests might require additional green room accommodations.

VENDOR MEALS

Vendor Meal requirements will depend on when and for how long your group will be performing on the day. Please reach out to your logistics lead for confirmation.

MUSIC & REPERTOIRE

You will have received a list of the band’s repertoire as well as a music map to fill in your picks for music throughout the event. Please note there are deadlines, which are generally as follows…

• 4 weeks out from event date: any off-repertoire selections (limit of three, reach out for pricing)
• 3 weeks out from event date: special cues all selected (first dance, parent dances, etc)
• 2 weeks out from event date: general set requests and don’t plays

TIMELINE

Please send us your draft timeline at your earliest convenience. Even a skeleton timeline in its early stages will be helpful for us to begin to plan load-in, arrival, and soundcheck timing.

BALANCE

The Balance is due one month prior to the event date.