Hiring A Wedding Band: Key Questions

Planning a wedding can be stressful, and you want every detail to be perfect. One of the most important elements is the music, which sets the tone for the entire day. So, how do you choose the right wedding band?

First, you need to ensure they're available on your wedding date. It's also crucial to ask about their experience – how long they've been performing together, and how many weddings they've played. You'll want to know their musical style and whether it aligns with your vision for the day. Ask for a sample setlist and whether they're willing to learn new songs.

It's important to discuss logistics, such as their equipment requirements, the space they need, and their setup and breakdown times. Don't forget to ask about their cancellation policy, pricing, and whether they have liability insurance.

By asking these questions, you'll be well on your way to finding the perfect wedding band to create a memorable celebration.

Band's availability on the wedding date

When hiring a wedding band, one of the most important things to consider is their availability on your wedding date. It is recommended to ask at least 12 months in advance.

If you are speaking to a company that manages multiple performers, ask for a list of all those who are unbooked on your selected date. It is not worth discussing other details until you know for sure that they are available.

If the band is available, you should also ask about their schedule for that day. For example, will they be performing at other events? If so, how many? And will they have enough time to get to your venue without rushing?

You should also ask about their arrival and departure times. It is recommended to get a confirmed arrival time from them, and it should be early enough that they have plenty of time to set up. You should also find out when they plan to leave. If you want them to stick around for the after-party, negotiate this into your contract before the wedding day.

Finally, it is worth asking about their setup and breakdown times, as this will help you determine their arrival time and perform sound checks.

Band's experience and references

Bands Experience and References

It's important to know how long a wedding band has been performing together. While it's not a deal-breaker if they're new to the scene, experienced bands will know how to handle your dance floor and read the crowd's mood.

Seeing a band perform live will give you a true taste of their style and energy. Many bands host showcase events, work with local bars, or have video recordings of their performances, so be sure to ask if you can watch them in action before making your decision.

Have you ever worked at our venue before?

If the band has previously performed at your venue, they will be familiar with the best spots for acoustics, where to set up their equipment, and any venue rules. This can help ensure a smooth performance on your big day.

Reviews from real couples can provide valuable insights into the band's professionalism, energy, and musical style. You can often find these on wedding vendor websites or ask the band for references.

Inquire about the band's usual lineup and whether they make member substitutions. A band that performs together frequently will likely be more musically tight than one that regularly substitutes musicians.

If you have limited space at your venue, a large band might not be feasible. Ask if the band can adjust the number of musicians to fit your needs and venue constraints.

Passionate bands will eagerly discuss what sets them apart from the competition. Their enthusiasm for their work can be a good indicator of their potential performance at your wedding.

Reviews and testimonials from past clients can provide valuable insights into what it's like to work with the band and how they performed on someone's special day. Don't hesitate to ask for references or testimonials to get a sense of their experience and reputation.

Logistics and requirements

When hiring a wedding band, it's important to cover all the logistics and requirements to ensure the band can perform at your venue without a hitch. Here are some key points to consider:

Space and Setup:

• Inquire about the space requirements for the band and their gear. Some bands may need a minimum space allocation, such as a 20x8 foot area. This will help you plan the layout of your venue.
• Ask about their setup and breakdown process, including the time required for these activities. It's crucial to coordinate this with the venue's rules and your wedding timeline.
• Find out if they require a stage and, if so, whether they will make arrangements for it or if that responsibility falls on you.

Equipment and Technical Needs:

• Ask if the band provides its own sound system, speakers, microphones, and lighting or if these are additional expenses that need to be covered.
• Inquire about any special electrical requirements. Do they need specific outlets or power sources? This information is vital to share with your venue to ensure they can accommodate the band's needs.
• Discuss backup equipment. What is their plan if a speaker fails or a guitar string breaks? A professional band should always have backup equipment on hand.
• Ask if they require wireless microphones for the ceremony.

Performance Details:

• Discuss the band's performance timeline, including their arrival and departure times. It's essential to coordinate this with the venue and your wedding planner.
• Find out if they will be performing at more than one event on your wedding day. You don't want an exhausted band that is rushing between events.
• Inquire about breaks. How many breaks does the band need, and what happens during those breaks? Some bands may step away while others continue performing, or you may need to plan alternative entertainment.
• Ask if they will be acting as the emcee, making announcements, and introductions. If not, you may need to assign this role to someone else.

Meals and Appearance:

• Discuss the band's meal requirements. Are they expecting a vendor meal, and do they have any specific dietary needs or allergies?
• Inquire about their attire. Will they be dressing in a way that aligns with your wedding theme, or do they have specific preferences?

Insurance and Cancellation:

• Ask about liability insurance. It's important to know if the band is insured in case of any accidents or damage to equipment or property.
• Understand their cancellation policy. Inquire about the repercussions of changing the date or your mind about the music. Get a copy of this policy for your records.

These logistics and requirements will help you make informed decisions when hiring a wedding band and ensure that their performance runs smoothly on your special day.

Music style and playlist

Music can make or break a party, so it's crucial to ensure that the wedding band you hire will create the right atmosphere for your celebration. Here are some essential questions to ask prospective wedding bands about their music style and playlist:

• Performance style: Ask the band about their performance style to ensure it aligns with the vibe you're aiming for. For example, if you want a low-key cocktail hour with casual conversation, a hard rock band may not be the best fit.
• Specialty music type: Inquire about the type of music they specialise in. If you're looking for a particular style, like jazz, a band that primarily plays surf music may not be the best match.
• Sound level: Discuss how the band ensures a comfortable sound level for all guests, especially if you have sound-sensitive guests or want to facilitate casual conversation during their performance.
• Favourite wedding songs: Understanding the band's favourite wedding songs to play can give you insight into their style and help you determine if it aligns with your taste.
• Live performance or tracks: Some bands may supplement their performances with pre-recorded tracks, while others perform everything live. Be sure to ask this question so you know what to expect.
• Advance setlist: Ask if the band can provide their setlist in advance so you can review it and indicate your favourite selections. A diverse setlist catering to different tastes is ideal.
• Must-hear and do-not-play songs: Inquire about providing the band with a list of must-hear and do-not-play songs. This ensures that you hear the songs you want and avoid those you don't.
• Guest song requests: Check if the band takes song requests from guests during the event. Some bands prefer to receive a list of songs before the wedding, while others are open to requests on the day.
• Encouraging a shy crowd to dance: Ask the band about their approach to engaging a shy crowd and filling the dance floor. Some bands may teach a viral dance or verbally encourage guests onto the dance floor, while others will select songs that naturally get people moving.
• Playing songs of personal importance: If there are specific songs that hold personal importance, such as a dream first dance song or a tune for the father-daughter dance, ask the band if they can play those songs.

Remember, it's essential to have a clear understanding of the band's music style and how they plan to cater to your preferences to ensure they are the right fit for your wedding.

Cost and payment

Cost is one of the most important factors when deciding which wedding band to book. It's not as simple as asking for a price, however. You need to find out exactly what that price includes. You don't want to discover any surprise fees after you've signed a contract.

Ask for a detailed list of what's included in the band's pricing package. For example, how long will they perform? Will they also act as an emcee? Does their contract include an overtime clause? Does their rate include setup and breakdown services? Does their package include lighting or special effects?

Ask about any add-on services they offer and what they cost. For example, will they learn a new song for your first dance? Can they provide wireless mics for the ceremony?

Find out how much they charge for overtime and when you have to make the final decision about extending.

Discuss the deposit and payment plan. How much of a deposit is required and when is it due? Many bands would like to be paid in full before the wedding date, but this can often be done in stages.

Ask about the band's refund and cancellation policy. How many days before the wedding can you cancel or postpone and receive some of your deposit back?

You'll also want to know about any hidden costs. For example, does the band require a meal? Do they charge for travel and travel time?

Finally, ask about liability insurance. This protects both the band and your venue in case of a mishap, such as damage to property or an injury caused by the band's equipment. Many venues require vendors to have insurance.

Frequently asked questions