Wedding Band: Pre-Wedding Talk Points

Planning a wedding can be stressful, and there are many things to consider when it comes to choosing the right wedding band. Firstly, you'll want to ensure that your desired band is available on your wedding date. It's also important to ask about their experience and the number of weddings they've played at to ensure they're the right fit for your special day. Discuss their musical style and ask for a demo or recording of their past performances to get a sense of their energy and sound. Inquire about their emcee style and how they plan to engage and interact with your guests.

Additionally, you'll want to know what equipment they use and if they have backup equipment in case of any technical issues. Ask about their setup requirements, including space and electrical needs, to ensure your venue can accommodate them. Don't forget to discuss pricing and what's included in their packages, as well as their cancellation policy. Finally, it's beneficial to ask if they offer any additional services, such as lighting or a photo booth, to enhance your wedding experience.

Availability on the wedding date

When it comes to wedding bands, one of the most important things to discuss before the wedding is their availability on your chosen date.

Picking a Wedding Date

Firstly, you'll want to consider the time of year and day of the week, as these can have a big impact on your budget. Saturdays in May through October are typically peak dates, with October being the most popular month to say "I do". If you're looking to save money, consider choosing an off-peak date, such as a weekday wedding or a Sunday wedding, which typically have lower rates.

Booking Your Band

Once you have a few potential dates in mind, you can start reaching out to wedding bands to discuss their availability. It's important to ask if they are available to perform on your desired date, and if they are booked for multiple events on that day. If you're speaking to a company that manages multiple performers, ask for a list of those who are unbooked on your selected date. It's not worth discussing other details until you know they're available.

Booking in Advance

Keep in mind that some bands and DJs only accept a limited number of weddings per month, so it's important to understand how far in advance you need to book. Many vendors are booked months, or even years, in advance. It's recommended that you secure your date about four weeks after getting engaged, to allow time to speak with family and friends about their availability.

Back-Up Plan

Be sure to ask the band or DJ about their backup plan if they are unable to perform for some reason. It's ideal to know that someone else is ready to step in on the big day.

Flexibility

If you're married to a specific date, you may be limited in your venue and band options. You might consider being flexible with your date and choosing a venue first, then picking your date based on the venue's availability. Alternatively, if you have a dream band in mind, you can choose your date based on their availability.

Their style and emcee experience

When it comes to a wedding band, their style and emcee experience are crucial factors to consider. Here are some detailed paragraphs to guide your conversation with potential wedding bands:

Understanding Their Musical Style

Asking the band to describe their musical style will give you a sense of their performance dynamic and the genres they typically play. Are they a high-energy band that gets everyone on the dance floor with pop hits, or do they create a relaxed atmosphere with smooth jazz? Understanding their style will help you decide if it aligns with your vision for the wedding. Be sure to ask for a song list or sample recordings to get a better idea.

Special Requests and Flexibility

Inquire about their approach to creating the wedding playlist. Are they open to taking specific song requests from you and your guests, or do they prefer to stick to their usual setlist? Some bands are willing to learn a few special songs just for your wedding, so don't be afraid to ask. Discuss the types of songs you envision for the ceremony, cocktail hour, and reception, ensuring they can cater to your preferences.

Emcee Duties and Style

Confirm if the band also acts as the emcee or host, making announcements, introducing toasts, and ensuring the reception flows smoothly. Ask about their emcee style and experience. Do they prefer to keep announcements short and sweet, or do they like to engage and interact with the crowd? Understanding their approach will help you decide if it suits the tone and atmosphere you wish to create.

Working with Other Vendors

The band should be able to work collaboratively with your wedding planner, caterer, and venue staff. Ask if they have experience working with other wedding vendors and if they are flexible in accommodating any special requests or coordinating their duties with those of other vendors. A band that can work seamlessly with others will contribute to a well-organized and smoothly run wedding.

References and Reviews

Don't hesitate to ask the band for references or client testimonials. Speaking with past clients will give you valuable insights into the band's performance style, professionalism, and ability to engage with the wedding crowd. Additionally, ask for reviews to understand how satisfied previous couples were with the band's services. This will help you make an informed decision about their suitability for your wedding.

Music library/set list

When it comes to the music library or set list, there are a few key points to consider and discuss with your wedding band. Firstly, ask about the band's set list or repertoire list, which are the covers they have rehearsed and are able to perform. The number of songs on a set list can vary greatly, with more specialised bands having smaller lists and versatile bands having larger repertoires. You can expect a band to know at least 40 songs, with many knowing more.

Inquire about the genres they cover and whether they specialise in a particular style or perform a broad range. This is important to ensure the band's style aligns with your taste and wedding vision. For example, some bands may focus on 1950s rock 'n' roll, while others might perform 90s tribute covers.

Most wedding bands will ask you to select songs you absolutely want to hear and those you don't want. They will use this information to create a tailored list for your wedding, usually performing 2 sets of 45 minutes or 1 hour each, totalling around 30-40 songs. While you can provide input, it is not recommended to dictate the entire set list, as experienced bands know how to read the room and choose songs that complement your preferences.

If there is a particular song you want that is not on their list, most bands will be willing to learn 1-2 new songs for your wedding, especially for your first dance. However, additional song requests may incur a fee to cover the time spent learning and rehearsing.

Finally, discuss how often the band updates their set list. Many bands update their repertoires annually, learning new material before the start of each summer wedding season.

Pricing and what it includes

Pricing is a crucial aspect to consider when choosing a wedding band, and it's important to understand not just the cost but also what services are included in the quoted price. Here are some key points to keep in mind:

Hours and Timing:

Ask how many hours of performance are included in the rate and if this covers the full duration of your wedding, from the ceremony to the reception. Clarify if there are additional charges for overtime and when that decision needs to be made.

Setup and Breakdown:

Inquire if their rate includes setup and breakdown of equipment between different locations, such as the ceremony and reception venues. Understand if there are any associated fees that aren't included in the initial quote.

Travel and Special Requests:

Discuss if there are any travel expenses or charges for special musical requests that aren't covered in the standard package. It's important to get a comprehensive understanding of potential expenses to avoid surprises later.

Music for Different Wedding Parts:

Confirm if the band will provide music for the entire wedding, including the ceremony, cocktail hour, and reception. Some bands may offer customised packages, so be clear on what you require and if there are additional costs for specific parts of the wedding.

Microphones and Sound Equipment:

Ask if they provide microphones and sound equipment for speeches and toasts. This is especially important if you plan to have multiple speakers or if your venue is large, as additional equipment may be needed to ensure good audio quality.

Backup Plan:

Inquire about their backup plan in case a band member or DJ is unable to perform. Understand if there is an additional cost for a backup musician or equipment replacement.

Contract and Payment:

Request a written contract outlining all the services included and associated costs. Discuss deposit requirements, payment plans, and refund/cancellation policies. It's important to have these details finalised and agreed upon by both parties before proceeding.

Remember, the price tag is a significant factor in choosing your wedding band, but it's essential to understand what services are included to make an informed decision and avoid unexpected expenses. Be sure to ask detailed questions, get clear answers, and don't be afraid to negotiate or request custom packages to suit your specific needs.

Cancellation policy

When hiring a wedding band, it's important to have a clear contract in place that includes a cancellation and refund policy. This section of the contract should outline the conditions under which the contract can be cancelled or rescheduled, including any refund policies. It should also specify how much notice is required for changes and what happens in the event of unforeseen circumstances, such as illness or emergencies.

• Specify the conditions: Clearly state the circumstances under which you or the band can cancel the contract. For example, you may want to include a clause that allows for cancellation if the band fails to perform as agreed or if there are unforeseen issues beyond your control.
• Notice period: Determine how much notice is required for changes or cancellations. For example, you may require a minimum of 30 days' notice for any cancellations.
• Refund policy: Outline the refund process in the event of a cancellation. Will you receive a full refund, a partial refund, or a refund minus a cancellation fee? Be sure to specify any conditions that may impact the refund amount.
• Replacement options: Discuss whether the band can provide a replacement act in case of cancellation. If they can't, you may want to include a clause that allows you to source an alternative band or DJ while still being reimbursed for the initial booking.
• Force Majeure: Consider including a force majeure clause, which covers unforeseen circumstances beyond the control of either party, such as natural disasters, wars, or pandemics. This clause can outline the rights and responsibilities of both parties in the event of a force majeure occurrence.
• Cancellation fees: Determine if there will be any cancellation fees and under what circumstances they will apply. For example, you may agree to waive the fee if the cancellation is due to an emergency or illness.

Remember to have a detailed contract in place and signed by both parties to protect yourself and ensure a smooth process in the event of any changes or cancellations.

Frequently asked questions