frequently asked questions
What does your booking process look like?
Do you perform music for events other than weddings?
Absolutely! We perform music for all events, as well as full length concerts.
Do you learn new songs?
Yes! While most traditional string ensembles do not take requests or will charge to learn new songs, a special feature of our services is that all of our packages and services include a set number of special requests. Additional requests are available at a rate of $5/request for solo violin and $15/request for our larger ensembles. Check out our extensive song list here, and don't hesitate to ask: our repertoire is constantly growing, so we may already know your request.
Do I need to know my music requests in order to book?
Nope! We will confirm your music requests one month before your wedding date.
Will you help me choose my music?
Absolutely! Clients will receive a personalized Music Selection Worksheet Google Doc to keep their requests organized. This document also includes a list of popular requests and suggestions, including YouTube links. All bookings also include unlimited email communication as well as 2-3 video or phone consultations. Manager Megan will be happy to guide you through your music selection.
I'm sick of making decisions. Will you choose my music for me?
Absolutely! Just let us know if you would like a pop or classical vibe and Manager Megan will put together a set list of our favorites for your approval.
Do you travel?
Yes! Venues located within 60 miles of Kalamazoo, MI are included within our rates. Venues located over 60 miles from Kalamazoo, MI will experience travel fees of 50 cents per mile, per musician, round trip. Venues located over 150 miles from Kalamazoo, MI will experience additional accommodations fees: typically $150 for solo violin or $300-500 for our larger ensembles, depending on Airbnb availability.
Why do I pay travel per musician?
Depending on our obligations for any given day, we are often not able to carpool from gig to gig. The 50 cent per mile fee compensates not only for gas and wear and tear on our vehicles, but time spent travelling.
What is my deposit?
Your deposit is a $200 non-refundable booking fee, paid via Square your Square invoice. If your venue is located over 150 miles from Kalamazoo, MI your accommodations fees will be added to your deposit as well.
What methods of payment do you accept?
All payments are processed through Square Invoices
Do you accept checks?
No. Unfortunately, due to a preponderance of check scams, we only accept payment via Square.
What are your COVID policies?
What is your cancellation policy?
All booking and accommodations fees are non-refundable. The full balance is due two weeks before the event date. If the client chooses to pay the balance early, it is refundable until two weeks before the event date. The remaining balance is not refundable if the event is cancelled 14 days or less before the event date.
What is your weather policy?
Musicians are not able to perform outdoors at temperatures below 55 degrees. Musicians are not able to perform outdoors in rain or snow without adequate coverage. To be considered "indoors", shelter must have heating capabilities, a roof, and 4 fully enclosed sides. In case of adverse weather, suitable shelter shall be provided for the protection of instruments and musicians (i.e. tent), or the event shall be moved indoors, to a rain location, or cancelled. Umbrellas do not provide suitable coverage for stringed instrument. A rain delay of up to one hour may be possible pending musician availability. The decision to play will always be at the discretion of the musicians, in order to protect themselves and their instruments. Musicians will always arrive at the agreed upon time, despite weather threats. As a result, we only book outdoor events from May-October.
What happens if one of your musicians gets sick?
In the unfortunate event of musician illness or injury, we will contact our large network of professional musicians and will be sure to provide musicians of equal caliber (this has happened once). If we are not able to provide replacement musicians, a full refund will be issued (this has never happened).
Will you attend our wedding rehearsal?
We typically do not attend the wedding rehearsal, but are happy to do so for your peace of mind, pending our availability. Let us know as soon as possible if you would like us to attend--ideally at time of booking--so that we can be sure to save the date on our calendar. We offer this service at a rate of $150/musician plus applicable travel and accommodations fees.
We understand that this can be expensive if you have booked a large ensemble for your wedding day. Some couples choose to have just one musician attend the rehearsal to get the important information and report back to the rest of the ensemble.
Typically, having someone to cue the musicians with a thumbs up or wave (the officiant or the day-of coordinator, for example) will suffice! Additionally, it is helpful if you let us know if you will not be announced as a couple for the first time after you kiss.
Do you have sound equipment that you can provide?
No, we do not own sound equipment, and typically perform acoustically. But, we are happy to perform with amplification using microphones and a sound system provided by your venue or DJ.
What equipment do I need to provide?
As a client, you will be required to provide chairs without arms (the foldable, white, wedding rental chairs are perfect!) and suitable shelter (such as a tent) in the event of adverse weather.
Does your contract require a vendor meal?
We do not require vendor meals, but they are certainly always appreciated! We typically will not stay for dinner if we only perform at the ceremony.
Do you offer any ensembles with piano?
We do not typically offer piano, but can offer selections from our classical catalogue for violin + piano or piano trio (violin, cello, piano) if your venue includes a piano. Just ask us!
Will you perform a special song with my loved one?
Yes! First, have your loved one confirm the key that they are comfortable singing/playing in. We will arrive one hour before your ceremony begins or 30 minutes before all other events. It would be helpful to rehearse with your loved one during this time, or to have us attend your wedding rehearsal.
Do you do this full time?
Yes! We are all full-time professional musicians. But, this means that we also teach music privately and through after-school programs, perform with professional symphonies, compose music, and have other musical professional activities.
I have a particular song in mind, and I don't see a video of it on your website. Will you record a sample for me?
Sorry, we are not able to offer individualized samples beyond the videos available on our videos page. This helps keep our costs low and our calendar clear to perform events.
Why is wedding music so expensive?
There are a few reasons. The first is that we are highly trained professionals in our field. Between the four of us, we have a combined 13 degrees in music. Secondly, our instruments, sheet music, and equipment are expensive investments. Third, we are self-employed, which means that we fund our own health insurance, retirement, and benefits. By performing weddings, we also give up weekends with loved ones. Finally, you are paying for industry-leading professionalism, communication, and experience. Your booking fee includes unlimited e-mail communication with a 24 hour average turnaround time, phone/video consultations, and hours spent planning for each event. We have performed for hundreds of weddings, ensuring that your wedding day will be seamless and stress-free.
- Contact us for a personalized quote
- Submit our Booking Request form:
- Receive your personalized contract
- Sign the PandaDoc Contract and submit a $200 non-refundable booking fee and any applicable accommodations fees via your Square invoice in order to hold your event date
- Receive a confirmation email that we have you down in our books, including a Google Drive Client Folder with copies of all our documents for safekeeping
- Confirm music requests and any remaining details using your personalized Music Selection Worksheet by one month before your event
- Pay the remaining balance via your Square invoice two weeks before your event
- Enjoy your special day!
Do you perform music for events other than weddings?
Absolutely! We perform music for all events, as well as full length concerts.
Do you learn new songs?
Yes! While most traditional string ensembles do not take requests or will charge to learn new songs, a special feature of our services is that all of our packages and services include a set number of special requests. Additional requests are available at a rate of $5/request for solo violin and $15/request for our larger ensembles. Check out our extensive song list here, and don't hesitate to ask: our repertoire is constantly growing, so we may already know your request.
Do I need to know my music requests in order to book?
Nope! We will confirm your music requests one month before your wedding date.
Will you help me choose my music?
Absolutely! Clients will receive a personalized Music Selection Worksheet Google Doc to keep their requests organized. This document also includes a list of popular requests and suggestions, including YouTube links. All bookings also include unlimited email communication as well as 2-3 video or phone consultations. Manager Megan will be happy to guide you through your music selection.
I'm sick of making decisions. Will you choose my music for me?
Absolutely! Just let us know if you would like a pop or classical vibe and Manager Megan will put together a set list of our favorites for your approval.
Do you travel?
Yes! Venues located within 60 miles of Kalamazoo, MI are included within our rates. Venues located over 60 miles from Kalamazoo, MI will experience travel fees of 50 cents per mile, per musician, round trip. Venues located over 150 miles from Kalamazoo, MI will experience additional accommodations fees: typically $150 for solo violin or $300-500 for our larger ensembles, depending on Airbnb availability.
Why do I pay travel per musician?
Depending on our obligations for any given day, we are often not able to carpool from gig to gig. The 50 cent per mile fee compensates not only for gas and wear and tear on our vehicles, but time spent travelling.
What is my deposit?
Your deposit is a $200 non-refundable booking fee, paid via Square your Square invoice. If your venue is located over 150 miles from Kalamazoo, MI your accommodations fees will be added to your deposit as well.
What methods of payment do you accept?
All payments are processed through Square Invoices
- ACH Bank Transfer with no fee
- Credit Card with 3% processing fee
- Cash App with 3% processing fee
Do you accept checks?
No. Unfortunately, due to a preponderance of check scams, we only accept payment via Square.
What are your COVID policies?
- We are a fully vaccinated staff.
- Musicians are happy to wear discreet black masks indoors upon request.
- All deposits are non-refundable. Full balances are due two weeks before event dates. If events are cancelled with 14 days' notice or more, deposits will be applied to new event dates.
- KalHaven Strings will continue to monitor and adhere to all federal, state, and local COVID orders. If an event is cancelled due to a governmental order with less than 14 days' notice, the deposit and balance will be applied to a new date, but will not be refunded if a new date is not selected.
- In the unfortunate event of musician illness, we will contact our large network of professional musicians and will be sure to provide musicians of equal caliber for your wedding day. If we are not able to provide replacement musicians, we will issue a refund.
What is your cancellation policy?
All booking and accommodations fees are non-refundable. The full balance is due two weeks before the event date. If the client chooses to pay the balance early, it is refundable until two weeks before the event date. The remaining balance is not refundable if the event is cancelled 14 days or less before the event date.
What is your weather policy?
Musicians are not able to perform outdoors at temperatures below 55 degrees. Musicians are not able to perform outdoors in rain or snow without adequate coverage. To be considered "indoors", shelter must have heating capabilities, a roof, and 4 fully enclosed sides. In case of adverse weather, suitable shelter shall be provided for the protection of instruments and musicians (i.e. tent), or the event shall be moved indoors, to a rain location, or cancelled. Umbrellas do not provide suitable coverage for stringed instrument. A rain delay of up to one hour may be possible pending musician availability. The decision to play will always be at the discretion of the musicians, in order to protect themselves and their instruments. Musicians will always arrive at the agreed upon time, despite weather threats. As a result, we only book outdoor events from May-October.
What happens if one of your musicians gets sick?
In the unfortunate event of musician illness or injury, we will contact our large network of professional musicians and will be sure to provide musicians of equal caliber (this has happened once). If we are not able to provide replacement musicians, a full refund will be issued (this has never happened).
Will you attend our wedding rehearsal?
We typically do not attend the wedding rehearsal, but are happy to do so for your peace of mind, pending our availability. Let us know as soon as possible if you would like us to attend--ideally at time of booking--so that we can be sure to save the date on our calendar. We offer this service at a rate of $150/musician plus applicable travel and accommodations fees.
We understand that this can be expensive if you have booked a large ensemble for your wedding day. Some couples choose to have just one musician attend the rehearsal to get the important information and report back to the rest of the ensemble.
Typically, having someone to cue the musicians with a thumbs up or wave (the officiant or the day-of coordinator, for example) will suffice! Additionally, it is helpful if you let us know if you will not be announced as a couple for the first time after you kiss.
Do you have sound equipment that you can provide?
No, we do not own sound equipment, and typically perform acoustically. But, we are happy to perform with amplification using microphones and a sound system provided by your venue or DJ.
What equipment do I need to provide?
As a client, you will be required to provide chairs without arms (the foldable, white, wedding rental chairs are perfect!) and suitable shelter (such as a tent) in the event of adverse weather.
Does your contract require a vendor meal?
We do not require vendor meals, but they are certainly always appreciated! We typically will not stay for dinner if we only perform at the ceremony.
Do you offer any ensembles with piano?
We do not typically offer piano, but can offer selections from our classical catalogue for violin + piano or piano trio (violin, cello, piano) if your venue includes a piano. Just ask us!
Will you perform a special song with my loved one?
Yes! First, have your loved one confirm the key that they are comfortable singing/playing in. We will arrive one hour before your ceremony begins or 30 minutes before all other events. It would be helpful to rehearse with your loved one during this time, or to have us attend your wedding rehearsal.
Do you do this full time?
Yes! We are all full-time professional musicians. But, this means that we also teach music privately and through after-school programs, perform with professional symphonies, compose music, and have other musical professional activities.
I have a particular song in mind, and I don't see a video of it on your website. Will you record a sample for me?
Sorry, we are not able to offer individualized samples beyond the videos available on our videos page. This helps keep our costs low and our calendar clear to perform events.
Why is wedding music so expensive?
There are a few reasons. The first is that we are highly trained professionals in our field. Between the four of us, we have a combined 13 degrees in music. Secondly, our instruments, sheet music, and equipment are expensive investments. Third, we are self-employed, which means that we fund our own health insurance, retirement, and benefits. By performing weddings, we also give up weekends with loved ones. Finally, you are paying for industry-leading professionalism, communication, and experience. Your booking fee includes unlimited e-mail communication with a 24 hour average turnaround time, phone/video consultations, and hours spent planning for each event. We have performed for hundreds of weddings, ensuring that your wedding day will be seamless and stress-free.
Have a question that wasn't answered here? No worries! We are happy to help. Submit our contact form or schedule a free consultation with Manager Megan below.