Outside vendors: requirements, access, equipment and safety

1. Before hiring an outside vendor

Share this guide before booking photographers, videographers, makeup artists, florists, decorators, candy tables, furniture rental, mariachis, bands, trios, saxophonists, violinists, singers, soloists, versatile groups, ceremony musicians, hora loca, batucadas, stilt walkers, robots, dancers, clowns, magicians, comedians, entertainers, hosts, masters of ceremonies, children’s entertainment, projections or shows of any kind.

The list is illustrative. These requirements also apply when a vendor only needs a microphone or a connection to play a backing track. Photography and videography are not exclusive services: you may choose your own providers, with prior coordination of access, schedules and setup.

For services booked through Jardín Allegra 55, we coordinate audio and resources according to the service purchased.

2. Vendors bring their own equipment and staff

Each outside vendor must bring everything needed to provide their service from start to finish: speakers, amplifiers, mixer, microphones and spare batteries, computer or playback equipment, cables and adapters, floor monitors, stands, lighting, extension cords, power strips, stages, platforms, ladders, scaffolding, tools, hand trucks, tables, chairs, linens, furniture and cable protection as applicable. Spare cables and connectors are recommended.

Vendors provide their own staff for loading, installation, operation and removal. The garden’s equipment and staff are assigned to the contracted event services. We do not lend equipment, materials or staff for outside vendors’ setups.

3. Site visit and electrical connections

We recommend a prior site visit arranged with Operations to review the performance area, equipment access route, authorized power outlets, electrical needs, cable distances and the extensions, adapters and protection required.

The garden has electrical outlets; connection points and cable routes must be agreed beforehand. Vendors bring their own extensions and power strips and secure or protect cables across walkways following Operations’ instructions.

The garden has no backup generator. Vendors whose service requires backup power must arrange it themselves. Utility outages are outside the venue’s control.

4. Garden audio and lighting

The garden’s audio and lighting system is operated exclusively by our staff for services contracted with Jardín Allegra 55. It is not rented or lent to outside vendors. External equipment may not be connected to the garden’s speakers, mixer or fixed wiring.

This also applies to brief microphone use, instruments and backing tracks for a show: vendors must provide their own equipment.

Ceremony audio

The ceremony setup includes a lectern, microphone and speaker for the priest, judge or officiant. It does not include use by outside musicians, entertainers or other vendors.

5. Arrival, setup and sound check

Vendors must contact Operations before the event to agree arrival, access routes, setup, sound check and removal. Do not arrive without prior notice. Setup may take place on the event day or the previous day, with prior authorization. There is no charge for vendor access or equipment entry.

There is one event per weekend. Access and setup are coordinated with kitchen, service, ceremony and table setup. Uncoordinated access may not be accommodated.

Sound limits are 68 dB from 6:00 a.m. to 10:00 p.m. and 65 dB from 10:00 p.m. to 6:00 a.m., for both garden and outside equipment. Vendors must observe these during sound checks and performances.

6. DJ included in the package

All packages include the garden’s DJ, audio and lighting. DJ service is exclusive to Jardín Allegra 55. Outside DJs are generally not accepted; any exception requires prior authorization from General Management, which should be obtained before hiring. Authorization does not include use or lending of the garden’s audio or lighting equipment. Live music is welcome with prior coordination.

Sales can clarify package inclusions and coordinate with Operations any preparations required before the event.

7. Parking and vendor meals

The garden has parking and event valet operated by an outside company. Vendor cars are handled like guest cars: MXN $100 per car for the event. Coordinate loading trips with Operations to avoid interfering with guest arrivals.

Vendor staff meals use an executive menu served separately from guests, with a recovery cost of MXN $350 per person. Meals are not assumed or included by default: the couple requests them during planning. Vendors should provide their staff count in advance.

8. Protect the installations

• Do not drill, nail, hang, paint or alter walls, roofs, structures, trees or installations.
• Outside furniture requires prior written authorization.
• Keep hydrants, extinguishers and emergency exits clear.
• Use of installations that can be authorized requires prior agreement and may incur a charge disclosed before the event. This excludes the audio and lighting system, which is not rented or lent to outside vendors.

9. Insurance and permits

Risk-related services such as structures, stages, platforms, mechanical rides, inflatables or fireworks require valid liability insurance and applicable permits before the event. Setup is not authorized without these documents.

The client who hired the vendor is responsible to the garden for the vendor’s acts or omissions. Provide documents on time.

10. Safety during the event

• Fireworks, spark fountains and sparklers are prohibited inside the marquee. In the garden they are only allowed following the event coordinator’s logistical instructions and applicable requirements.
• The garden may remove equipment or require staff or vendors to leave when people, installations or regulatory compliance are at risk. When caused by an outside vendor, costs and consequences are borne by the client who hired them.
• Instructions during the event go through the client’s representative and the garden’s representative, not through guests.

11. Care of vendor materials

The garden does not inventory outside vendors’ decorations, furniture, equipment or products and cannot be responsible for their loss, theft or damage during or after the event. Assign someone to safeguard valuable or rented items. Forgotten items are collected the following day by prior arrangement, without the garden assuming responsibility.

12. Removal after the event

Removal takes place within the window agreed with Operations. There is a 30-minute allowance to vacate at event closing; extra time after that is charged to the client.