Things to consider for wedding lights and sounds in the Philippines

Company & Experience

• How many weddings have you handled in the past 12 months, and what percentage were indoor vs. outdoor?
• Can you share recent wedding references we can contact (ideally in our venue or city)?
• Do you specialize in weddings or cover many event types (corporate, concerts, debuts)?
• Have you worked with our wedding planner, coordinator, or venue team before?
• Who will be the project lead/technical director onsite, and can we meet them before booking?
• Do you have recent videos or photos of setups comparable to our expected guest count and layout?
• What is your maximum number of events per day, and how do you avoid crew and gear conflicts?
• Are you a registered business (DTI/SEC) and can you issue BIR-acknowledged official receipts?

Availability & Package Fit

• Are you available on our exact date and times, including load-in and load-out windows?
• Which package suits our program (ceremony, cocktails, reception) and guest count?
• What are the differences between your basic, standard, and premium wedding packages?
• Can we customize packages (e.g., more microphones, fewer lights, add ceremony sound only)?
• How long is your standard service coverage, and what are overtime rates?
• Do you offer weekday or off-peak discounts?

Audio (Speakers, Mixing & Microphones)

• What speaker system configuration do you recommend for our guest count and room dimensions?
• Will the dance floor and back tables hear clearly without being too loud near the stage?
• What mixing console will you bring, and how many channels are available for band/DJ inputs?
• How many microphones are included (handheld, lapel, instrument DI), and can we add more?
• Do you provide dedicated mics for the officiant, readers, and speeches, with separate EQ?
• How do you manage feedback control and speech intelligibility for toasts and vows?
• Do you provide audio monitors for the band/singers and a separate feed for the videographer?
• Can you supply a clean audio recording of the program (speeches, vows) as a deliverable?

Lighting (Ambience, Stage & Dance Floor)

• What lighting fixtures are included (wash, spot, moving heads, uplights) and how many?
• Do you pre-program scenes for walk-ins, first dance, cake cutting, and dance party?
• Can we request warm, romantic ambience for dinner and more dynamic lighting for party time?
• Are there options for pin-spotting centerpieces and highlighting the couple’s table?
• Do you include haze or fog for light beams, and what happens if the venue bans it?
• How do you avoid blinding guests or washing out the projector/LED wall during key moments?
• Can you match our color palette and keep strobe effects minimal for guest comfort?
• Who operates the lighting on the day (live operator vs. static preset)?

Visuals (LED Wall, Projector & Screens)

• Do you provide LED wall or projector/screen options suitable for our venue throw distance?
• What pixel pitch and size do you recommend for our stage width and audience distance?
• Can you handle video playback for SDE/AVPs and coordinate cues with our photo-video team?
• Do you bring backup media playback (laptop/USB) and adapters for different file types?
• Is a video technician included to manage inputs and live feed switching?
• How do you prevent audio-video sync issues during the program?

Special Effects & Enhancements

• Do you offer cold spark fountains, confetti, bubbles, haze/fog, CO₂ jets, or laser effects?
• Are these effects allowed by our venue and covered by your safety protocols and insurance?
• What permits or clearances are required locally, and who secures them?
• Do you provide trained operators and fire extinguishers where applicable?
• Are there added cleanup fees for confetti/streamers from the venue?
• What alternatives do you suggest if certain effects are not permitted?

Power, Electrical & Technical Requirements

• What are your total power requirements for audio, lighting, and visuals?
• Can you share a power distribution plan (number of circuits, amperage, grounding)?
• Do you provide your own generator if venue power is insufficient, or can you arrange one?
• How do you prevent breaker trips and protect sensitive equipment from power fluctuations?
• Will you conduct a site visit to verify outlets, cable routes, and load-in paths?
• Do you bring proper cable ramps, gaffer tape, and safety mats for high-traffic areas?
• How do you handle brownouts or voltage dips during the event?
• Do you carry spare cables, DI boxes, microphones, and a backup mixer/laptop?

Compliance, Safety & Insurance

• Are your wireless microphones compliant with local regulations, and how do you avoid interference?
• Do you carry public liability insurance and equipment insurance? Can we see proof?
• Do you have standard risk assessments and method statements for rigging and electrical?
• Will a licensed electrician/qualified technician be onsite if required by the venue?
• What is your incident response plan in case of equipment failure or safety concerns?
• Can you provide safety datasheets and operator certifications for special effects?

Venue Rules & Local Considerations

• Have you worked at our specific venue, and do you know their noise, power, and load-in rules?
• Can you comply with curfew, quiet hours, and dB limits set by the venue/LGU/barangay?
• Does the venue require supplier accreditation, security deposits, or performance bonds from vendors?
• Are there restrictions on fog/haze, lasers, or rigging from ceilings/trusses?
• How will you coordinate loading bays, service elevators, and limited parking?
• If our ceremony is in a church or separate location, can you cover it and still set up the reception on time?

Timeline, Program & Coordination

• Will you liaise with our planner, host/emcee, band/DJ, and photo-video team for cueing?
• Can you share a technical rider and cue sheet template for the program?
• What are your recommended times for load-in, soundcheck, and lighting focus/programming?
• How do you handle schedule shifts (late ingress, extended program, surprise numbers)?
• Who calls the cues during the program (first dance, SDE showing, bouquet/garter)?
• Do you provide a comms system or WhatsApp/Viber group for live coordination?

Band, DJ & Backline Support

• Can you provide backline (instrument amps, drum mic kit, DI boxes) if our band needs them?
• Do you supply DJ booth/table, controller stands, and necessary audio interfaces?
• How many stereo DI lines are available for keys/tracks, and are XLRs balanced?
• Will you provide stage plots and input lists to the band/DJ ahead of time?
• Can you accommodate quick changeovers between live performers and DJ sets?
• Do you include stage monitors or in-ear monitor support for performers?

Outdoor & Weather Plans

• Do you have weatherproof covers, tenting options, or IP-rated fixtures for outdoor setups?
• How do you secure trusses, stands, and fixtures against wind and uneven ground?
• What’s your rain/typhoon contingency (relocation, delayed ingress, alternate power routing)?
• How do you protect cables from puddles and ensure safe grounding outdoors?
• If we move indoors last-minute, how fast can you pivot and what setup changes are needed?
• Are there additional fees for backup layouts or weather-related re-routing?

Logistics, Crew & On-Day Service

• How many crew members will be onsite, and what are their roles and call times?
• Do you require supplier meals, water, or a specific holding area?
• What is your uniform/dress code for weddings?
• Will a senior technician stay until event end to manage breakdown safely?
• How long is teardown, and can it comply with the venue’s load-out cutoff?
• Who is our single point of contact for urgent decisions on the day?

Deliverables & Post-Event

• Will you provide a stereo or multitrack recording of speeches/vows and key performances?
• Can you share a copy of our final cue sheet and patch list for records?
• Do you have a post-event checklist for any damages, deposits, or returns?
• How soon can we get any media files you recorded (audio/video)?
• Do you collect client feedback or provide a short handover report?

Pricing, Inclusions & Fees

• What exactly is included in the price (equipment list, crew count, hours, transport)?
• Are ingress/egress fees, parking, and venue permits included or billed separately?
• Do you charge extra for church+reception setups, multiple locations, or tight turnarounds?
• Are standby generators, special effects, LED walls, and additional microphones line-itemed?
• What are your overtime, relocation, or rush fees, if any?
• Do you offer payment schedules (reservation fee, milestones, balance due date)?

Contracts & Payments

• Can we review a detailed contract with the exact equipment list and timeline?
• What is your cancellation and rescheduling policy (force majeure, illness, emergencies)?
• Do you require a security deposit or damage bond, and how is it handled?
• What payment modes do you accept (bank transfer, QR, card), and do you issue official receipts?
• Are there penalties for late payments or changes after a cutoff date?
• Do you provide a pre-event sign-off on the final layout, cues, and equipment list?

Site Visit & Design Collaboration

• Do you include a pre-event ocular/site inspection in your package?
• Can you provide a simple lighting plot and speaker layout for our floor plan?
• Will you advise where to place the stage, dance floor, and LED wall for best coverage?
• Can you coordinate aesthetic lighting with our stylist/florist (e.g., avoid blocking florals)?
• How will you prevent lights from hitting photographers’ lenses during key shots?
• Can we do a brief rehearsal to test walk-ins, first dance, and spotlighting?

Guest Comfort & Accessibility

• How do you manage volume to keep senior guests and kids comfortable?
• Can you limit strobe effects for guests with photosensitive epilepsy?
• Will speakers be placed to keep aisles and emergency exits clear?
• Do you have low-profile cable covers for wheelchairs and gowns?
• Can you keep speeches clear without being harsh or boomy in a reflective ballroom?
• Will you make quick adjustments if guests complain about loudness?

Backup & Redundancy

• What redundancies do you bring (spare mics, mixer, playback device, power strips)?
• How fast can you switch to a backup if a key device fails mid-program?
• Do you have a contingency if wireless frequencies face interference?
• Is there a plan if the generator or venue power fails during a crucial moment?
• Who has authority to approve real-time changes (e.g., switching to wired mics)?

Red Flags to Watch For (Ask Directly)

• Can you itemize gear instead of generic “premium speakers/lights”?
• Will you confirm crew names and call times in writing before the event?
• Are you comfortable sharing proof of insurance and business registration?
• Will you provide a final tech checklist and cue sheet at least one week before?
• Do you agree to a no-substitution clause for key equipment without our approval?

Final Confirmation (One Week Out)

• Can you send the final equipment list, floor plan overlays, and cable routes?
• Will you share the program cue sheet with all vendors (planner, host, band, video)?
• Do you have all permits/approvals, venue access letters, and gate passes?
• Have you aligned on load-in/load-out times with the venue’s security and engineering?
• Who is the onsite lead’s name/phone, and what time will they arrive?