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The Process from Hiring to Finalizing

The Type Of Event

Get to know the timeline, duration, and every little detail that we cover differently for the 4 different types of events we host:

> Wedding Reception

> Wedding Ceremony

> Company Event

> Birthday Party


In each of the Excel sheets above (we call it Agenda List & Itinerary), you  decide on the agendas (Yes/No). It is also important that you find out our setup duration, & the guest arrival hour is not part of the event duration.


Refer here below for the timeline:

Vendors' Setup > Guest Arrival > Event Duration (Agendas) > Overtime

Info For Invoicing

Fill up the details below completely (copy, paste, edit, and send it to weddingincharlie@gmail.com) so that we can reply you with the invoice.


Bill to: Co. Name & Registration No. / Client's Name & Identification No.

Contact No. & Email: +6012 345 6789 (quitehandsome@gmail.com)

Regarding: E.g. The Wedding Reception of Brida & Gruum / Event Title

Event Date (Day): 28th September 2025 (Sunday)

Time: Luncheon (generally 12:30 PM) / Dinner (generally 7:30 PM)

Venue (Location): Hotel X (Ballroom Y, Level 2)

Total Guest Pax: 888 persons


A booking fee (50% of the total price) is required to make sure the performers lock in their date for the event. This Booking Fee acts as a security and is only payable within 7 days upon receiving the invoice.

Selecting The Songs

These repertoires here below are song-selection sheets for the live band performances. The march-in songs and BGM for the other agendas are to be listed in the Agenda List & Itinerary (see above: Select Your Event).

Download the repertoire according to the combination of the male-female singers from the package you hire:

> Company Annual Dinner Repertoire

> Damien & Jingle (JJB / KL Team)

> Angeline & Moses (Penang Team)

> Angeline & Damien (ACDC)

> Jingle & Moses (Jingle Tree)

> Cross & Edison (Credbo)

Once this songs selection is done, together with the Agenda List you have decided, the songs will be inserted into the 'itinerary tab' in the Excel sheet.

Balance Payment

When the song selections are done, we will require a pre-payment of the balance to be made for the preparation work by the musicians to begin. Upon payment, the finalized itinerary can finally be shared with the vendors i.e. the hotel, cameraman, emcee, make-up artist (MUA) and your helpers.

If other types of additional charge(s) such as overtime (OT) is required after the planning or if OT happened after the event is done, then the invoice will be amended and resent to you.

Datelines

It may seem like there's a lot to consider, to decide, and then to prepare the plans made. While some agendas require more time to prepare, it is best to have all the agendas confirmed by 1 month prior to the wedding/event date so that everyone involved could still have the time to prepare them. Below are the tasks you might want to decide early on if you wanted to have them:

• Photo compilations (co. history, childhood, dating)

• Dance training (first-dance, group dance)

• List of your bridal entourage (morning ceremony games)

• List of your speakers (to roughly know their lengths)

• Total budget & the number of prizes (lucky draw)

• Fashion/event theme (best-dress crowning)

• Song request (song that's not in the band's repertoire)

If not, the latest to decide on the rest of the matters, such as the live band's performance songs, is to be at least 2 weeks from the event date.

And once you have decided everything in the first tab of the Agenda List & Itinerary Excel sheet, the songs will be inserted and arranged accordingly to the flow of the itinerary (on the following tab inside that Excel sheet).

And while anticipating for 'the day', make sure you get enough rest and keep a well balanced diet amidst the stress and hecticness that may possibly come by. I'm sure that you want to enjoy the band's performance as well as celebrating the night with your loved ones in the best health!

Important Remarks

If you had separately hired a planner, please share this with him/her so that he/she is aware of the setup duration required, and the overtime charges. Other than that, below are the technical side of matters to look out for.

Audio/Video (AV) Technicalities

Please assign someone to prepare the video presentation file(s) using your own laptop and cable(s) – possibly getting it from the venue/hotel.

We are unable to provide you with a laptop for the video presentation nor an assistant to help play the video due to inconvenient system placements and having no extra personnel.

However, your laptop's audio output can be connected and sent to our live band's PA system for a unified sound quality.

Avoiding Clashes With Vendors' Setup Activities

Decorations & lightings setup to be done no later than 3.5 hr prior to the Event Opening (before PA system's setup).

PA System off-loading & setup to be done no later than 3.0 hr prior to the Event Opening (before live band's setup).

Banquet team's briefing to be done no later than 2.5 hr prior to the Event Opening (before live band's soundcheck).

The allocated B&G's photography session should avoid the live band's setup & soundcheck timing (view our setup itinerary).

The wedding tea ceremony may be affected by the setup noise if it is not done in a separate room.

To Start On Time; To Avoid Overtime (OT) Charges

Settle for a smooth plan by following our template itineraries (available in few variations); you can avoid unnecessary agenda delays.

Avoid an unusual early starting time, e.g. 7pm or earlier; the possibility of guests being late is much higher, hence OT charge very likely.

Aim to prepare the vendor meals on time i.e. ready by 1 hour before the event starts (live band eat during guests arrivals).

Assign helpers (or simply any usherers) to usher your guests lingering outside the hall to enter and take their seats 20 minutes prior.

The emcee on-duty should announce for everyone to get ready by giving a heads-up on the starting time earlier (10 minutes prior).

In the situation where the dishes served could not be completed within 2.5 hours of event, the live band's OT rate will be charged separately unless we get special orders from you on the spot for us to end our performance.