General Info
Attire: All staff is to wear a plain all black or white shirt and closed toe shoes. Please avoid any ripped pants and distracting logos. We suggest bringing a hat in the summer and jacket in the winter
Hours: Please email hours to events@renewablefarms.com after the event worked. Payroll is run Tuesday at 9am (following the weekend worked). Hours not submitted by this time will show up on following weeks pay period. Direct deposit should arrive by Friday AM,
Events Sheet: Please refer to events sheet for details of event and assigned roles
Tips: All tips received in cash or via venmo are to be split among staff members. You may use an agreed upon personal venmo or our venmo (@renewablefarms). If sent to our venmo please have guest specify farm location and date. We will split out and send any tips sent to our venmo to the staff that worked (will not be recorded as income)
Important contacts:
Aaron Flora: 714-362-4233
Orange County Sheriff Department : 949-770-6011 1-9-1 to be transferred to dispatch
Lyons Security: Nick (manager) 714-504-8969
AV City Maintenance: reportanissue@avcity.org KBolender@avcity.org
AV City during events: 949-425-2550 or email AVRanch@avcity.org or Andrew at AAlbers@avcity.org
Riverbed Venue LEAD
Todo List
Before Event
Make sure site is clean
Pick up trash (especially little pieces in mulch), sweep front area, clean restroom, hose off decks, etc
Wipe down tables and benches
Check Power: Test Everything, dance floor, bathroom, walkway, and bistro lighting.
Dinner lights - switch on both pergola switches
Patio Cover / Fence Trees - plug on power pole
Dance floor - switch in office
Landscape lighting - switch in the wooden bathroom
Turn on DB meter: Located behind patio
Plug in white cord to power box
Make sure Greenhouse is clear and open for renters to use as storage
Give Kitties food and water: food located in shed in white airtight food container
Make sure we have enough trash bags, toilet paper, and paper towels, soap, etc: let us know if we are running low
Make sure chickens and ducks are put away, water bowls are clean and filled ( use food to lure in)
Set up sound systems and sound check DJ (see the section below for set up directions)
Open up Bathroom / Clean
unlock door, turn on power (switch locatedfirst lower cabinet), turn water valve on (located behind trailer)
test water and check for unusual leaks or smells
mop floor, windex mirror, clean toilet, whip off counters, make sure supplies are stocked
if second restroom in back is being opened up: unlock, clean and dust, and turn on light switch
Double check no glass drinking bottle / cups are being set on tables: glass bottles are only allowed if renter provides non glass cups to pour into at the bar (ie. wine/beer bottles). The couples single champaign flute pair is allowed
When people are moving tables / furniture, make sure they do not drag legs on ground (legs are fragile)
Any candles being used must be in a vase or container with flame under glass line. No exposed flames or bottoms allowed (to avoid flame danger or wax melt on tables)
Do not allow renter to put holes in anything for hanging - use string/zipties
Set up cones to block off alley and back South West lot
Check for bugs - spray area if needed
Make sure Bar, tools and Freezer are clean, clear, and ready to use.
Box of bar tools can be found in bridal room
Keep an eye on parking lot as guests arrive to make sure they are parking in appropriate spots
During Event
Absolutely no alcohol outside of gate and no smoking inside of gate
Make sure windows are closed in Patio Cover
Keep music at a reasonable volume, consider the neighbors. (check DB meter is under 65 at all times)
- keep loud screaming towards dance floor and away from fence line.Nobody allowed in office except bride and groom (no drinks or food in office)
Remove trash - (farm and restroom) replace bags and put trash in our dumpster
Nobody is allowed to use Wooden Restroom (employees only): unless paid for and noted in event sheet
Keep an eye on ponds and grow beds, make sure people are not messing with things
No smoking in the venue, no smoking by the neighbors fence.
have them smoke on the backside of the bathroom trailer
Nobody but staff is allowed in back Storage Shed
Keep people in venue facility and away from neighbors, alley, office buildings, park, parking lot, etc…
At Sunset - turn on lights
Dinner lights - switch on both pergola switches
Patio Cover / Fence Trees - plug on power pole
Dance floor - switch in office
Landscape lighting - switch in wooden bathroom
There must always be a bartender present at bar
no self serving, no shots, bartender cannot be drinking
Please do not allow any large vehicles (food trucks, shuttles, etc) to be parked or idleing near the neighbors fences
After Event
Clean entire facility with the wedding party (not responsible for moving furniture or throwing away decor, thats on them but you may assist once your duties are complete)
Table / Chairs / Furniture must be put back to original position unless told otherwise. Please help direct wedding party if they are uncertain of locations
Do walk through before renter or coordinator leaves and take note of any damages with photos and send to events@renewablefarms.com
Clean up debris in parking lot and alley (including balloons, bottle, trash, and signage off street)
Make sure people don’t get to loud and rowdy in the parking lot while leaving (no screaming)
Pack up extra alcohol and keep behind bar until passed off to those packing in car - do not let renters drink alcohol after bar close
Wash and dry all renewable farms bar supplies and place in Tupperware container and lock in bridal room:
wine opener, bottle openers, ice bucket and scooper, bar mats, stir sticks, knife/cutting board, pitcher and beverage dispenser
Put all the cones away: this can be done earlier in the evening once you believe all guests and vendors have parked
Take trash to dumpster
Turn off all the lights, including bathroom and landscaping
Put speakers away in office / turn off sound system (mixer and limiter)
Check to make sure all windows are closed in the office
Make sure all doors are locked (office, green house, bathrooms, and tool shed)
Keep security light switch in office on (red switch)
Bathroom
- turn power off (switch inside 1st lower cabinet on right), turn water valve off behind trailerLock big metal gate (remove our lock and pin, slide bar into tube, place our lock back in)
Make sure there are no signs / balloons / trash left out on the street outside the alley
Things to Remember
Music off by 9:30pm for late events (7:30pm on a Early Events)
Party must end by 10pm or 8pm as noted on events sheets. Guests can only stay past that point if helping with clean up (Security can help enforce this)
If renter borrows extension chords or anything else, make sure they put them back
Make sure my iPad, speakers and microphone are locked up safely in the office.
No cars can park in front area of the farm (with the exception loading and serving food trucks)
Codes:
- Gates 4233 / Office 6317 / Bathroom 6317 / Greenhouse 4233 / Tool Shed 4233, 6317
Security: Feel free to lean on our hired security or notify if you need assistance managing an area or attendee. Please introduce yourself so they know who is working
They arrive at start of ceremony and stay until 30minutes after event
They are to be primarily stationed at entrance and can make sure alcohol stays inside and smoking stays outside
They can assist in patrolling parking lot throughout event and clearing out lot at end of the night
Please notify security if you think someone may be sneaking in alcohol or have a hidden outside alcohol not provided by the bar so that they can kindly ask them to return it to car.
Riverbed Bartender
Todo List
Before Event
Please make sure bar is dusted/wiped down and bar tools are clean and ready to be used
Assist renters in unloading drinks into our galvanized rolling bin and ice into freezer
Start icing down drinks upon arrival
Familiarize yourself with the menu: feel free to prep mixed drink in our beverage dispenser
We allow any variety of beer and wine, canned cocktails like seltzers and one signature mixed drink recipe. Please notify event lead if it looks like other hard liquor outside of this mixed drink recipe is present
Place Tip Jar out once event begins: some choose to “start” tip jar with cash of their own. If you do so please wait until after event starts so it does not look like drinks were served and tips received before event
During Event
Alcohol service starts after ceremony and ends an hour before event end time unless otherwise specified in events sheet
All alcohol must be served by Renewable Farms staff only: non-staff not allowed behind that bar
Bar is to always have a Renewable Farms Staff person during event, staff is not to drink on shift.
Outside servers (ie from caterer, coordinator, or family) may assist with passing out drinks for toasts ONLY if poured/opened at the bar
No glass bottles are to leave the bar: alcohol must first be poured into a non glass cup before being served
Please notify event lead if you think a guest may have alcohol not provided by the bar. They and security can help make sure this is handled
Any alcohol brought to the bar from a guest and asked to serve must be approved by both event lead and wedding couple/coordinator : additional liquir will not be approved unless to replenish for signature drink. Beer and wine okay if aproved
Liquor may only be served if in the single signature mixed drink or in a canned cocktail (like a seltzer).
No shots are allowed
Other mixed cocktails may not be made/served outside of the single signature mixed drink
After Event:
Pack up all remaining alcohol and store behind bar until clean up commences and alcohol is passed to someone who will directly take it to a car
Keep an eye to make sure guests are not helping themselves to alcohol.
Do NOT serve alcohol after bar closes. Non acholic drinks may be served until event end.
Dump ice bin in planter (not in mulch walkway)
Wash and dry all Renewable Farms bar supplies and place in Tupperware container and lock in bridal room:
wine opener, bottle openers, ice bucket and scooper, bar mats, stir sticks, knife/cutting board, pitcher and beverage dispenser
Wipe down bar and freezer
Once bar is clean - assist venue lead with other clean up duties while keeping watch over any alcohol that has not yet left venue
RIVERBED STEREO
Inputs
Lines that accept a signal (sound) into our system (mixer / limiter / speakers)
ie: microphone, music, piano, guitar, ipad, etc…
We have 3 inputs at the farm:
XLR Plug located on the back of the speaker that goes under Patio Cover.
XLR Plug located on the outside of the Office near the ground close to the Dance Floor.
Bluetooth Connection located in the office. (B03 Pro)
MixerAccepts all inputs to one location and allows adjustment of signal coming in and going out.
Currently our mixer accepts the inputs listed above.
Each input can be adjusted by the gain knob.
The output of mixer (combination of all input signals) is controlled by the Main Volume knob.
LimiterAccepts master signal from mixer and restricts its output (to speakers) to a specific level.
This allows us to maintain a pre-set volume, no matter how much signal is coming in.
No matter how much signal or volume coming in through the inputs or mixer, limiter will cap it.
Speakers
Receives signal (from inputs to mixer to limiter), and transforms it to sound.
We use 3 speakers at the farm.
DRX12 - Dance Floor
DRX12 - Dance Floor
DRX8 - Patio Cover
The (2) DRX12 speakers are connected directly to the limiter.
The DRX12 speaker closes to the fence has a “link out” wire that connects to the Drx8 speaker.
Helpful Videos
Connecting to Input near Dance Floor
If Sound is Distorted
Setup Instructions
Start by powering on the limiter (square button on front left) and mixer (switch on back right). Make sure the Limiter dials and buttons are all set to specified positions based on the instructions written across the top. Then make sure all mixer dials are set to 12 o’clock.
Install the (2) DRX12 Speakers on the stands along the office wall on the dance floor. Place speaker hole on stand post that keeps it furthest from wall. On the back of the speaker, plug the power chord in to the bottom and the XLR cable into the very top channel “1 Mic/Line”. Turn the volume/level knob closest to the XLR cable you just plugged in to 9. Turn “D-Contour” switch to OFF. Turn “HPF” switch to 100Hz. Power on Speaker by pushing round black button on bottom right.
Install “Link Out” XLR cable to the speaker on the L when on dance floor and facing office wall.
Install DRX8: Place speaker hole on black stand located in the patio cover. Use hole that keeps speaker furthest from wall. On the back of the speaker, plug power cable into the bottom “AC IN”, and XLR cable into top “1 MIC/LINE”. Turn “D-Contour” switch to OFF. Turn “HPF” switch to OFF. Power on Speaker by pushing round black button on bottom right.
Microphone: Plug microphone line into the marked XLR input on the back of the DRX8 speaker under patio cover. Run microphone along permiter of patio cover and to the center of pergola. Place on mic stand for ceremony, turn microphone on, turn volume nob on back of speaker for the microphone all the way up, and test.
Adjust Volume: Run a signal (some music) through one of the inputs. If the DJ is not present, hook your phone or the iPad up to the bluetooth device in the office (B03 Pro). Once playing music, make sure the volume is at max on both the phone/ipad and bluetooth device. If working correctly you should hear music outside, and see lights flashing on both the mixer and the limiter.
The volume on the larger dance floor speakers is fixed by the limiter, but now we need to adjust smaller speaker volume at the patio cover. Using the knob closest to the XLR cable you plugged in, adjust volume so it is not loud, but comfortable (around 12’clock). We don’t want to upset the neighbors. This speaker volume should be checked all throughout the event.Turn on DBmeter: Once volume is set in both the dance floor and the patio cover, turn on the DB meter behind the patio cover by plugging in white power cord to power box. Go to the alley and make sure it doesn’t sound too loud. If the problem seems to be coming from the dance floor speakers, use the “Main Volume” knob on the bottom right of the mixer to lower overall volume.
Trailer Restroom
Water - comes from a hose in the back of the trailer, and attaches to the backside of the trailer.
Make sure ball valve is turned vertically and hose valve is turned open to allow water to flow to trailer.
Turn on sink faucet to make sure water is working.
Power - Turn on power switch (bottom right cabinet near door) to make sure power is working. (lights should come on)
comes from an outlet located inside the venue against the fence and at the corner of the dance floor.
Plugs in to the back of the outside of the trailer above the water input line.
How the restroom works:
Hand washing sink - Water must be turned on and plugged in for sink to operate. (see above)
When turned on, water from faucet is discharged beneath trailer onto the ground.
Toilet - Water and Power must be turned on and plugged in for toilet to operate. (see above)
When flushed, water first goes into small white box located on floor directly behind toilet.
Water is then automatically pumped from white box (through a 1” PVC pipe) to a 375 gallon holding tank on the other side of the wall.
When this first tank fills up, water then overflows into a 2nd 375 gallon holding tank. (also behind the wall)
When the 2nd holding tank fills up, water then overflows out into a 400 gallon hole located outside beneath the trailer.
Draining 2nd tank
Step 1 - open back trailer door.
Step 2 - open 1.5” (yellow) valve located on the bottom of the passenger side storage tank.
This valve should have a 2” black pipe connected to it. Do no open valve on 1st tank (driver side).
Step 3 - outside of the trailer (rear passenger side) make sure hose is securely attached to 3/4” ball valve.
Step 4 - Make sure other end of hose is in desired draining location.
Step 5 - open outside 3/4” ball valve to begin discharging tank 2 through hose.
- Close all Valves when finished.
Gold Coast Venue Coordinator
Todo List
Before Event
Make sure site is clean - Pick up trash (especially little pieces in mulch), sweep front area
Double check restrooms are clean and stocked: additional supplies can be found in drawers in bathrooms or cupboards in kitchen
Make sure Bar and Ice Chest are clean, pulled out and ready to use: bar surface clenaer located in kitchen cupboard
Pullout all be supplies from kitchen cupboard
Make sure we have enough trash bags, toilet paper, and paper towels, soap, etc: email events@renewablefarms.com if we
Wipe down tables and benches (cobwebs, dirt, etc)
Set up sound systems and do sound check with DJ: communicate sound ordinance and cut off
set up a microphone at arch, plugs into to XLR output on mixer: stand and mic found behind desk in bridal room
set up third speaker by the ceremony: stored in office behind desk. You will need power cord and xlr cord. Plug into top input and run to dance floor xlr port
third speaker is moved to by the foreman house after ceremony - do not set volume above 12oclock on third speaker
Check that no glass drinking bottle or glass cups are being used: bottles can be used if poured by bar into nonglass cups
Candles must be in vase or candle holders with flame under glass line
Do not allow renter to put holes in anything for hanging - use string/zipties
If tape is used please make sure they remove in order to avoid damage
Turn on farm streams in pump room (four pumps on north side - turn to “hand”
Check in with the city office located in Red Barn building
Get three walkies from city
inform them who will be working our event and see who is working theres
Clarify if they will be closing before us so you know if you must lock up gates
Check in with security when the arrive so they know who is working
Make sure people dont set large items on walnut desk
Set up a-frames that say “private event” (located in city shed attached to our shed - need key card to access. City sometimes sets up
Make sure people are not drinking on the farm or playing full volume loud music (unless sound checking DJ) prior to event.
soft music (under 65 DB) is appropriate while setting up
NO amplified sound is permitted before 12pm on Saturdays and 10am on all other days
Please make sure people are not stopped in red fire lane. have anyone unloading pull into DG clearing or park outside the parking lot on park avenue. They may not block fire lanes or entrance to parking lot
During Event
Absolutely no alcohol outside of white picket gate.
No photos allowed outside of the white picket gate
Make sure guests are not entering in and out of bridal suite (for bridal party only).
Keep music at a reasonable volume, consider the neighbors. Shoud be at 75db with peaks no higher than 80db(check meter constantly) keep loud screaming towards dance floor and away from fence line.
Remove trash - (farm and restroom) replace bags and put trash in our dumpster as trash cans fill up
Keep an eye on ponds and grow beds, make sure people are not messing with things or being loud in farm near fencing
Move third speaker after ceremony to the foreman house area for the remainder of the evening
No smoking in the venue: smoking takes place outside of the ranch property only
No sparklers or confetti allowed
Nobody but staff is allowed in back Storage Shed
Keep people in venue facility and away from neighbors, office buildings, park, parking lot, etc…
Keep employee cubby locked and items off of the desks/furniture
There must always be a bartender present at bar and staff is not to drink on duty.
After Event
Clean entire facility with the wedding party: you are not responsible for moving furniture or throwing away decor. However please assist once your clean up duties are complete and direct party where furniture goes to help make closing up faster
Table / Chairs / Furniture must be put back to original position unless told otherwise in events sheet
Clean up debris in parking lot and alley (including balloons, bottle, trash, and signage off street)
Make sure people don’t get to loud and rowdy in the parking lot while leaving (no screaming)
Turn off all the lights in bridal suite (landscaping lights are automatic)
Wash and dry all renewable farms bar supplies and place in Tupperware container/ or kitchen cupboard and lock in formans room:
wine opener, bottle openers, ice bucket and scooper, bar mats, stir stick, knife/cutting board, pitcher and beverage dispenser
Lock yeti cooler inside foreman’s house
Check to make sure all windows are closed
Make sure all doors are locked (office, bathrooms, tool shed, farm gates)
Take all trash to the dumpster in the back of the lot (you may use the golf cart for that). Make sure parking lot is clean.
Sound system: Put microphone and stand away behind desk in bridal house, turn off mixer and limiter, Lock up mixer and speaker boxes, Place third speaker and cables in bridal house behind desk
Do a walk through of parking lot making sure no one is on site and all Aframe city signs are put away.
Do not leave before all our vendors are out of the parking lot
Lock parking lot gates if you are the last ones on site.
If the city has an event - inform their employees before you leave.
No items or cars may be left overnight: cars may be parked on Park Avenue
Things to Remember
Music off by 9:30pm for late events (or 30 minutes before event end)
Party must end by 10pm, please prevent people from loitering and screaming
Codes:
Gates 6317 / Tool Shed 4233 / Office/bridal suite: keys hung in tool shed / Bathroom: keys in tool shed / Employee cubby in bridal suite: 714 / Mixer box and speaker boxes: 714 / Golf Cart: Keys in tool shed
Gold coast Bartender
Todo List
Before Event
Please make sure bar, ice chests and bin are dusted/wiped down and bar tools are clean and ready to be used
Assist renters in unloading drinks into our galvanized rolling bin and ice into freezer
Start icing down drinks upon arrival
Familiarize yourself with the menu: feel free to prep mixed drink in our beverage dispenser
We allow any variety of beer and wine, canned cocktails like seltzers and one signature mixed drink recipe. Please notify event lead if it looks like other hard liquor outside of this mixed drink recipe is present
Place Tip Jar out once event begins: some choose to “start” tip jar with cash of their own. If you do so please wait until after event starts so it does not look like drinks were served and tips received before event
During Event
Alcohol service starts after ceremony and ends an hour before event end time unless otherwise specified in events sheet
All alcohol must be served by Renewable Farms staff only: non-staff not allowed behind that bar
Bar is to always have a Renewable Farms Staff person during event - staff is not to drink on duty.
Outside servers (ie from caterer, coordinator, or family) may assist with passing out drinks for toasts ONLY if poured/opend at the bar
No glass bottles are to leave the bar: alcohol must first be poured into a non glass cup before being served
Please notify event lead if you think a guest may have alcohol not provided by the bar. They and security can help make sure this is handled
Any alcohol brought to the bar from a guest and asked to serve must be approved by both event lead and wedding couple/coordinator : additional liquor will not be approved unless to replenish for signature drink. Beer and wine okay if approved
Liquor may only be served if in the single signature mixed drink or in a canned cocktail (like a seltzer).
No shots are allowed
Other mixed cocktails may not be made/served outside of the single signature mixed drink
After Event:
Pack up all remaining alcohol and store behind bar until clean up commences and alcohol is passed to someone who will directly take it to a car
Keep an eye to make sure guests are not helping themselves to alcohol.
Do NOT serve alcohol after bar closes. Non acholic drinks may be served until event end.
Dump ice bin in planter by white fence (not in mulch walkway)
Wash and dry all Renewable Farms bar supplies and place in Tupperware container and lock in bridal room:
wine opener, bottle openers, ice bucket and scooper, bar mats, stir sticks, knife/cutting board, pitcher and beverage dispenser
Wipe down bar
Once bar is clean - assist venue lead with other clean up duties while keeping watch over any alcohol that has not yet left venue
GOLD COAST FARM SECURITY
Venue coordinator to get walkie talkie from under Andrews desk (ask front desk at AV Ranch for it if he is not there)
Walkie to be kept on the entire day/night
Use it to communicate with security and Andrew/Ranch staff during events. Let AV Ranch know when our ceremony is over and all vendors have arrived so they can close gate
Parking lot gate near us to be kept closed during reception. Late guests can park on street (not at school) and come through pedestrian gate
Security to arrive 30 min prior to event start time
Security Officers are to not be sitting
Make sure “private event” Aframe sign is out by pedestrian gate (if city does not place it, it can be found in city side if she’d. Need key pass to get in) Please put Aframe signs back in city’s side of the shed at the end of the night. There is usually one at each entrance and sometimes right outside our parking gate.
Gold Coast staff to introduce self to security so they know who is working. Gold Coast to let security know name of wedding so they can make sure guests are in the correct venue
Security will ask Gold Coast staff member to come out via walkie if someone shows up asking for us. No one not a guest will be permitted inside white fence
Gold Coast staff to wear black or white shirts so they look like staff
Do full once around if av Ranch in cart to make sure clean and no one on site before locking gates
Makes sure both driveway and pedestrian gates are locked (two swipes with the card. Will turn red)
If malicious noise from neighbors or trespassing occur we can report to sherif department. OCSD #is 949-770-6011 and then the prompts are 1-9-1 to be transferred to dispatch. Please have venue coordinator with this number in phone If someone does make it past security we can inform them they are trespassing during a private event and will need to leave or we are instructed to call the sheriffs department. Then walkie security who can escort them off premises
Gold Coast STEREO
Setup Instructions
Start by opening the mixer box (code: 714) powering on the limiter, speakers and mixer (two power strips). Make sure the Limiter dials and buttons are all set to specified positions based on the instructions written across the top. Then make sure all mixer dials are set to 12 o’clock.
Open to (2) DRX12 Speakers boxes (code: 714). Speakers should be on. If not on, Power on Speaker by pushing round black button on back bottom right. Speaker levels should be set at: “1 Mic/Line”. Turn the volume/level knob closest to the XLR cable you just plugged in to 9. Turn “D-Contour” switch to OFF. Turn “HPF” switch to 100Hz. Place third speaker on stand by bridal house. Plug into wall outlet and turn on (keep between quarter mark and half mark never higher than 12ocklock). Run XLR cable from speaker to the left dance floor speaker.
Adjust Volume: Run a signal (some music) through one of the inputs. If the DJ is not present, hook your phone or the iPad up to the aux cord. Once playing music, make sure the volume is at max on both the phone/ipad device. If working correctly you should hear music outside, and see lights flashing on both the mixer and the limiter.
Set up third speaker and stand in ceremony area facing away from the neighbors houses. Plug into power next to ceremony site and plug xlr cable into availble cable along sound fence below right dance floor speaker. Test speaker
set up xlr cable from formans house to the availble xlr input underneath left dance floor speaker. Tuck this cord so it does not cause trippin hazard.
Run Microphone line into an open XLR line and set to 12 o’clock. Plug microphone into XLR line and run to mic stand. Test microphone to make sure you can hear it during the ceremony. The mic line can be adjusted if need be separate from the music line.
After ceremony move speaker from ceremony, stand and power cord to the xlr cable ready to go by the foreman house. please keep no higher than 12oclock