Wedding Band Services: What's Included?

A good wedding band should provide a range of services to ensure your special day goes off without a hitch. From the pre-wedding planning to the day itself, a good wedding band will be in constant communication to ensure your needs are met. This includes confirming the style of music you want, the number of musicians, and the length of their performance. They should also be able to adapt to the space and equipment available, and be flexible with timings and sound restrictions.

A professional wedding band will have public liability insurance and PAT-tested equipment. They should also be happy to send you videos of their past performances and provide references from previous clients.

On the day, a good wedding band will be able to adapt to any last-minute changes and will be flexible with their setup and soundcheck. They should also be able to provide recorded music to play in between their live sets.

Music and equipment

Music:

• Repertoire: Ensure the band has a diverse repertoire that will appeal to guests of all ages and keep the dance floor packed. The set list should include popular songs that are tried and tested at weddings.
• First Dance: Discuss with the band whether they can perform your chosen first dance song live. Most bands will be happy to do so, but some may suggest playing a recorded version if the song does not fit their style.
• Special Requests: Ask the band if they are open to taking song requests from you and your guests. Some bands may also be willing to learn a limited number of new songs for the event.
• Live vs. Recorded Music: Clarify with the band whether they will provide recorded music during breaks or if you need to arrange for a separate DJ. Some bands offer a laptop DJ service, creating a playlist to play during breaks, but this may not be as effective as a professional DJ who can read the room.

Equipment:

• Sound System: Confirm that the band will bring their own sound system and equipment, including speakers, mixing desk, lighting, and instruments. For large weddings, you may need to hire additional equipment to ensure adequate sound coverage.
• Setup and Soundcheck: Find out how much time the band requires for setup and soundcheck. This usually takes around 60 to 90 minutes and can be a noisy process, so consider the timing and location to minimise disruption to your guests.
• Space Requirements: Ensure your venue has sufficient space for the band and their equipment. Consider the size of the band, the number of instruments, and the space needed for setting up the sound system and lighting.
• Power and Electrical Requirements: Discuss power requirements with the band and coordinate with your venue to ensure all their equipment can be adequately powered.
• Insurance and Certifications: Verify that the band has public liability insurance and that their electrical equipment is PAT-certified (Portable Appliance Testing). These are standard requirements for wedding venues in the UK.

When choosing a wedding band, don't hesitate to ask detailed questions about their music and equipment to ensure they can meet your expectations and create a memorable celebration.

Budgeting

Determine Your Overall Wedding Budget

Before allocating funds for a wedding band, it's essential to have a clear idea of your overall wedding budget. This will help you understand how much you can realistically allocate for entertainment. Consider your priorities and allocate funds accordingly.

Research Average Costs

Wedding bands can vary significantly in price, depending on factors such as the number of musicians, their level of experience, travel expenses, and the duration of their performance. Research the market to get an idea of the average cost for bands in your region. This will help you set a realistic budget and avoid overpaying.

Define Your Preferences

The type of wedding band you choose will impact the cost. Do you want a DJ, a solo musician, or a full band? Are there specific instruments or genres you prefer? Do you want the band to perform for the entire event or just a portion of it? Knowing your preferences will help you allocate your budget effectively.

Consider Peak Season Rates

Like other wedding vendors, wedding bands may charge higher rates during peak wedding season, typically late spring through early fall. If your wedding falls within this period, be prepared for higher fees. You may be able to save money by booking during off-peak months.

Book in Advance

Wedding bands, especially popular ones, may increase their rates as your wedding date approaches. Booking early gives you more options and helps you secure the band you want at a better price. It also allows you to space out payments over a more extended period.

Ask for Customised Quotes

When contacting wedding bands, be transparent about your budget and what you're looking for. Ask for customised quotes that fit your requirements and budget. Be sure to get quotes from multiple bands to compare prices and services offered.

Be Flexible

If your budget is tight, consider booking a smaller band or a solo musician. You can also explore options like having the band perform only during key moments, such as the first dance or cake-cutting, to reduce costs.

Additional Expenses

Remember to factor in additional expenses beyond the band's performance fee. This may include travel costs, accommodation, meals, and technical requirements like sound equipment and lighting. These expenses can add up, so be sure to include them in your budget.

Payment Terms

Discuss payment terms with the band. Some may require a deposit to secure the booking, while others might offer payment plans. Understand their payment expectations and plan your budget accordingly.

Prioritise

If you have your heart set on a particular band that seems out of your budget, consider what other areas you could cut back on. For example, you might opt for simpler decorations or reduce the number of guests to free up funds for your dream band.

Remember, the most important thing is to choose a wedding band that suits your style and creates the atmosphere you want for your special day. By planning ahead, being flexible, and prioritising what's important to you, you can stay within your budget and still have fantastic entertainment.

Timing

Booking in Advance

It is advisable to book your wedding band as early as possible, ideally 12 to 18 months before your wedding date. The best wedding bands are often booked up to two years in advance, especially for weddings taking place during the peak season, which is typically from May to September. If your wedding falls within this period, booking at least a year to 18 months in advance is recommended.

Booking Timeline

The search for the right wedding band should commence about four months before the wedding. This gives you ample time to explore different options, compare prices, and make an informed decision. The actual purchase of the wedding bands is usually done four to six weeks before the wedding day. This timeline allows for any necessary resizing to be completed before the ceremony.

Day-of Timeline

On the day of the wedding, it typically takes a band around one to one and a half hours to load in their equipment, set up, and conduct a soundcheck. It is important to get the exact timing details from the band to plan the rest of your day, especially if you want to avoid any noise during the wedding breakfast or dinner.

Additionally, consider the band's arrival time and whether you want them to arrive earlier than the standard 5 PM to 6 PM. Early arrivals may incur additional fees, and it is worth discussing this with the band beforehand.

Performance Timing

Most wedding bands perform two sets, each lasting around 45 minutes to one hour. It is essential to confirm the length of their sets with the band to help you plan the flow of your wedding reception.

Curfew and Late Performances

Many wedding venues require live music to stop by midnight, and this is usually to comply with local laws and regulations. If you wish for the party to continue past midnight, you may need to apply for a late license and discuss this with the band, as there will likely be an additional fee for their performance beyond midnight.

In summary, timing plays a crucial role in hiring a wedding band. From booking in advance to confirming day-of timelines, these considerations will help ensure that your wedding entertainment runs smoothly and seamlessly.

Customisation

For example, if the couple is having a rustic, festival-style wedding, the band might learn some folk songs and include instruments like a cajon and banjo in their performance. On the other hand, if the wedding has a particular theme, such as the 80s or 90s, the band should be able to adapt their setlist to include songs from that era.

Additionally, the band should be flexible and open to taking requests from the couple. This could include learning a special song for the couple's first dance or accommodating specific song choices during the band's performance.

Furthermore, customisation can involve coordinating with the couple to ensure that the band's attire aligns with the wedding's theme or colour scheme. This could mean the band wears a specific colour or adopts a particular style, such as rustic or elegant, to match the overall aesthetic of the wedding.

In summary, customisation is vital to a wedding band's services. By tailoring their performance, setlist, and even their attire, the band can enhance the couple's special day and create a memorable experience for the newlyweds and their guests.

Logistics

When it comes to logistics, there are several factors to consider when hiring a wedding band. Firstly, it is important to think about the setup and soundcheck. Find out how long the band will take to set up and do a soundcheck, so you can plan the rest of your evening. This usually takes around an hour to an hour and a half. If you don't want to hear any noise from the band during their soundcheck, you may want to ask them to arrive earlier in the day. There may be an additional fee for an early arrival, so be sure to clarify this with the band beforehand.

Another logistical consideration is the space available at your venue. Ensure that your venue has sufficient space for the band to perform, especially if you are planning to book a large band with multiple members and instruments. Don't forget to account for the space needed for their equipment and sound system.

In addition, it is crucial to communicate with your venue about any noise restrictions or sound limits. Many venues have restrictions on noise levels, and it's important to ensure that the band can perform within these limits. If there is a curfew for live music, make sure the band is aware and can finish playing by the specified time.

When hiring a wedding band, it is standard practice to provide them with a hot meal and soft drinks. It is also appreciated if you can provide a secure and warm changing area for the band to leave their belongings and relax before their performance.

Finally, don't forget to discuss parking arrangements with the band. They will likely arrive by car, so having a few designated parking spaces available for them can be very helpful. In certain locations, you may also need to cover the cost of parking.

Frequently asked questions