Wedding Band Management: Secrets To Success

Running a wedding band is a serious business decision that requires time, investment, and good decision-making. It is not the same as being in an average pub covers band, as the higher the band's price, the higher the expectations and required level of professionalism.

When starting a wedding band business, you may find yourself in a place where you have to make some big decisions. You may be asking yourself:

- What's the first step in establishing my business?

- How much will it cost to start my wedding band business?

- How do I price my wedding band business?

- How do I market my wedding band business?

The first step is to pick the right people. The vocalist(s) will be the focal point of your act and demos and usually the main reason a client decides to book. As well as a great voice, they'll need to be a skilled performer and entertainer – charismatic, committed to the performance and embodying the spirit of the event.

You'll also need to decide on a management structure. Do you want a band that you run entirely, and pay musicians to play in, or do you want everyone to have a stake in it and pool their talents?

You'll also need to build a brand and give guests the songs they know and love, keeping party song choices up-tempo and uplifting. You'll also need to get the right equipment and have a Plan B in case things go wrong.

Choose the right people

The most important element of a function band is the front person/people. The vocalist(s) will be the focal point of your act and demos and usually the main reason a client decides to book. As well as a great voice, they’ll need to be a skilled performer and entertainer – charismatic, committed to the performance and embodying the spirit of the event.

When it comes to musicians, professionalism and attitude are as important as musicianship. Songs can be rehearsed and musicians improve over time – a lack of organisation and a bad attitude are harder to fix. Choose band members who are in control of their time and don’t have so many commitments that they’re likely to cancel last-minute gigs. Gig opportunities require quick responses, so make sure you’re working with people who return phone calls and emails quickly and can manage their diaries.

If you don’t know where to look for band members, Facebook’s a great place to start as it has lots of dedicated groups designed for musicians looking for work. You could also try the places where musicians get together – such as music colleges, rehearsal studios or jam nights.

If it takes a while to find the perfect people, don’t get disheartened. All bands evolve over time so go for a best fit and see how things go. We’re not going to get on with everyone 100% of the time, so weigh up what’s important and stay professional. Some people like to be best mates with their band members, but in the function world, as long as everyone’s on time, prepared and polite, you might consider saving yourself the stress of finding the ‘perfect’ people.

Management and finances

Management

As soon as you can, work out a management structure with your bandmates. Do you want a band that you run entirely, and pay musicians to play in, or do you want everyone to have a stake in it and pool their talents? For example, one of you might be good at admin, someone else could drive the van, and another person could deal with clients and agencies. It’s important to be clear on your expectations from the beginning to avoid issues later on.

Finances

The cost of running a band is not just limited to the price of instruments and equipment. Depending on the size of the venue and the crowd, your costs can vary. In addition to paying all your musicians and crew, you may also need to pay for insurance policies, cover taxes and accounting costs, invest in repairs and maintenance for your vehicle(s), purchase office supplies, and pay for utilities if you have an office space.

To keep your band running smoothly, you'll need to consider the following costs:

• Back On Stage app subscription
• Accounting (income tax, sales tax, reporting)
• Marketing: website hosting
• Marketing: email list software
• Marketing: website building and design
• Social media marketing
• Customer Relationship Management software
• Dropbox for file sharing
• Business banking account fee
• Wardrobe (purchase of band uniforms, blazers, dresses, ties etc)
• Arrangements, charts
• Audio recordings for promo and new band member training
• Promo video and video content (film, edit)

Profit

When you're talking about the "profit margin" of an event band, that refers to the amount of money left over after all expenses have been paid. For example, if your band charges $2500 per gig and has total expenses of $1800, then you'd have a profit margin of $700.

This is important because it'll help you grow your business in good times and weather the bad ones. It may be tempting to not put aside much profit so that you can pay yourself more money on each gig; however, if this can result in you needing to pay for expensive things like insurance deductibles or business costs out of pocket if and when your business cash flow is tight.

It's about your audience

While you need to enjoy what you do, the remit of a function band is to entertain, create a celebratory atmosphere and, in most cases, get people dancing. You're not here solely to indulge your own musical whims.

So give guests the songs they know and love, and keep party song choices up-tempo and uplifting. There's a reason The Smiths and Bob Dylan don't often feature on party playlists – unless you’ve been booked as a niche band.

Also, bear in mind that private parties and weddings are more often than not multi-generational events; you need to appeal to the grandparents without alienating the teenagers. So if you're a rock, pop or soul band playing covers, make sure you play songs from all eras. Keep your set lists up to date with the latest chart-toppers. A varied set won’t just keep partygoers entertained; it’ll save you from performing songs you might grow to hate!

While you need to be professional, the vocalist(s) will be the focal point of your act and demos and usually the main reason a client decides to book. So as well as a great voice, they’ll need to be a skilled performer and entertainer – charismatic, committed to the performance and embodying the spirit of the event.

If you're the singer/guitarist in a 4-piece band but don't think you're up to standard, perhaps bring in a great female vocalist and take a back seat.

Give the promotional material your best shot

Word-of-mouth referrals and recommendations from friends will likely get you some gigs, but most people book a wedding band without ever seeing them play live. This means that the quality of your promotional material is crucial. Invest in the best promotional video, audio, and photos you can afford. It will pay off in the long run.

Video is expensive, but most clients won't book a band without it. Consider your filming location and the backdrop to your video, and the message this sends about your act. Your potential customers need to be able to envisage you at their event. If you're not filming live at a gig, try to replicate the atmosphere of an event, even if it's just in the choice of backdrop and lighting. A video in a stale rehearsal room is less persuasive.

Make sure your video showcases your best songs and is carefully edited to gain mass appeal. When it comes to budgeting for your video and promo, try not to cut corners as it's bound to show on the final cut.

Get the best studio photos you can. With hundreds of wedding bands and live entertainment agencies advertising on Google, a good studio photo is vital to make sure you don't slip through the net. Live shots are great for the gallery but will inevitably be glanced over on a page full of polished studio shots. Make sure you get at least one awesome shot of the whole band.

Demos and rehearsals

As with an original band, the demo is everything. You'll need at least four high-quality, studio demos. A client may also want to hear you live, which is rarely an option for a band that only plays at private events. So, some live demos would be good to have just in case.

Make sure you know your material well. When you play live, you want to be concentrating on entertaining the crowd and giving a good performance, not trying to remember the next chord or thinking about the structure of the song. Rehearse like crazy. Reading lyrics off a sheet or iPad is a no-no. If you want to get paid for playing, you should know your material and be able to learn new lyrics quickly (unless it’s a last-minute, one-off request).

Get out there and get gigs

As with all marketing, the audience is key, so think about how your potential clients will find you. If you were a bride looking for a wedding band, where would you search? Wedding exhibitions, music agencies, wedding dress shops, Google…? There are plenty of places to advertise your services, and you don’t need to be a marketing specialist – just think creatively and see what’s successful for you.

One of the simplest ways to get gigs is to get on the books of a trusted live music agency. They’ll add a commission to your fee, but can often get you better rates and more regular gigs. They’ll have longstanding client relationships to help you get repeat bookings and will be able to offer help and advice to make sure your band is delivering on every level.

Rehearse, rehearse and rehearse again

Rehearse, rehearse, and rehearse again. This is the key to a successful wedding band. Here are some tips to help you get the most out of your rehearsals:

• Choose a point person: Select a leader who is comfortable with logistics to be in charge of scheduling rehearsals and communicating with band members.
• Be punctual: Respect the time of your bandmates and arrive at rehearsals on time. Also, consider travel time and set up, especially if you're renting a rehearsal space.
• Practice individually: Band members should learn their parts in advance. Rehearsals are for putting everything together, not for individual practice.
• Set clear goals: Decide in advance what you want to accomplish during each rehearsal. This could include working on a specific song, fine-tuning your stage presence, or finalising your set list.
• Be courteous: Respect your bandmates' space during rehearsals. Avoid playing loud instruments or singing while others are trying to work out harmonies or discuss something with the group.
• Leave friends behind: Unless they are running sound or part of the act, friends and family should not be at rehearsals. Also, maintain sobriety during rehearsals to ensure everyone is playing at their best.
• Control the volume: Keep the volume as low as possible, especially if you're rehearsing in a small space. Use a live desk to control individual instrument levels in the mix.
• Repeat and refine: Don't be afraid to repeat sections of songs multiple times to smooth out any rough spots. Rehearsals are the perfect opportunity to fix mistakes and perfect your performance.
• Take breaks: Build in time for snacks, drinks, and bathroom breaks during longer rehearsals. Also, allow time for everyone to check their cell phones to stay focused and productive.
• Rehearse for a live audience: Once you have your set list finalised, set up like you would for a live performance, with band members facing the audience instead of each other. This will help you perfect your stage moves and ensure you have enough room to navigate the stage.
• Record your rehearsals: Use audio or video recordings to evaluate your progress and identify areas for improvement. Review the recordings together and take notes for your next rehearsal.
• Practice set up and tear down: Use rehearsals to practise setting up and tearing down your equipment efficiently. This is especially important if you're opening for another act or sharing the bill with other bands, as you'll need to load in and out quickly without intruding on their set times.
• Plan your rehearsals in advance: Decide in advance what you'll be working on at the next rehearsal so that everyone can prepare and make the most of your time together.

Frequently asked questions