Payments & Event Policies
Our goal is to provide elegant, reliable sound while helping your event feel smooth and stress-free. The following policies outline booking procedures, payment information, and event logistics so everything runs clearly and professionally
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Booking & Retainer
A 25% booking retainer is required to secure your event date. Your date is not reserved until the retainer is received and confirmation has been provided. The remaining balance is due 10 days prior to the event date.
Payment Schedule
25% booking retainer – due at time of booking
Remaining balance – due 10 days before the event
If additional services or time are requested during the event and equipment is available, these additions will be documented and added to the final invoice.
Setup & Arrival
Blue Note Audio Group typically arrives 90 minutes before event start time to ensure proper setup and sound testing. Larger events or events with live musicians may require additional setup time. Access to the venue and electrical power must be available during this setup window.
Power Requirements
Standard events require access to at least one dedicated 120V electrical outlet. Outdoor events must provide stable power access. If reliable power is not available, generator solutions may be discussed in advance.
Outdoor Events & Weather
For outdoor events, equipment must be placed on a stable, dry, and level surface with protection from rain or excessive moisture. For safety and equipment protection, Blue Note Audio Group cannot operate audio equipment in active rain or hazardous weather conditions. If weather conditions arise, we will work with you and the venue to relocate services if possible.
Equipment Protection
For safety and equipment protection, guests should avoid handling audio or lighting equipment. Clients are responsible for any equipment damage caused by guests or unsafe venue conditions.
Event Timeline & Announcements
For weddings and formal events requiring introductions, first dances, or announcements, scripts or pronunciation notes should be provided in advance when possible. We are happy to make reasonable adjustments if event timelines change. Events are dynamic by nature, and we pride ourselves on remaining calm, adaptable, and helpful when adjustments are needed.
Rehearsal Attendance (Optional Add-On)
While not required, rehearsal attendance can help ensure everyone is comfortable with timing and microphone usage. Two rehearsal options are available:
Rehearsal Coordination – $100
Attendance to assist with ceremony timing, microphone placement, and coordination with officiant and participants.
Full Rehearsal Sound Setup – $250
Includes bringing ceremony audio equipment and microphones to the rehearsal so participants can practice with the sound system. Rehearsal services must be requested at least 14 days before the event date.
Additional Time
If an event runs longer than the original contracted time and services are requested to continue, additional time may be available at a rate of $150 per additional hour. Additional time must be approved onsite and will be added to the final invoice.
Travel Area
Blue Note Audio Group proudly serves:
Anniston
Oxford
Jacksonville
Gadsden
Birmingham
and surrounding Northeast Alabama/West Georgia communities.
Events located more than 50 miles from Anniston, Alabama incur a travel fee. Travel details will always be discussed during booking so there are no surprises.
Cancellation Policy
Booking retainers are non-refundable as they secure your event date and reserve preparation time. If an event must be cancelled or rescheduled, please contact us as soon as possible. We will make reasonable efforts to accommodate rescheduling when available.
Our Approach
Blue Note Audio Group was founded on a simple idea: Professional preparation should exist alongside flexibility and calm support when events change. With decades of experience in music education, live performance, and formal event coordination, we understand that important moments deserve both structure and adaptability. Our goal is always the same: Deliver clear, elegant sound and help your event feel effortless.
Questions
If you have any questions about booking procedures, logistics, or event planning, please visit the Contact & Availability page and we will be happy to assist.