25 things to look for when booking a band

 

Like most things when you are planning your wedding day you will probably never have booked a band before. So here are 25 of the most important things to consider.
 

  1. The type of music is probably the first question that should be considered because there is usually a wide selection of guests of varying ages so something that does not alienate one section of guests is advisable.
     

  1. If you are in a small room then amplified electric instruments, or a brass ensemble, may be overpowering and conversely in a large marquee with interior draped fabric would swallow up a lone harpist.
     

  1. A singer is fairly important for the main evening entertainment when a “show” is required. However for incidental background music a singer can become intrusive.
     

  1. You need to find out whether the venue has any restrictions on the type of band they have a licence for, or will allow, some venues have restrictions due to having upset the neighbours once too often
     

  1. Ask the band what sort of tunes they play or ask for a play list so that you can see they can play the sort of tunes that you want.
     

  1. If you want anything specific then don’t be afraid to ask most experienced bands know more tunes than is on their current play list and given warning may even learn one specially for you.
     

  1. Before contacting the band, try to work out what times you want them to play for, most bands play “sets” between 45 to 60 minutes long with 15 to 30 minute breaks.
     

  1. If there is any other down time, like if you want them to play before then after the wedding breakfast, the fee will be higher and they will probably want food and drink but not necessarily what you are having these things are usually negotiable.
     

  1. Another thing that needs to be considered is if you need the band to be set up early i.e. on stage before you have the wedding breakfast, this can incur extra cost
     

  1. Beer stained T-shirts are all very well for a pub gig where they are probably being paid “beer money” or less so, unless this is the dress code then the band should be dressed appropriately. Most classical ensembles have evening dress, the more serious ones even sport tailcoats, any band, unless they are starting out should have a form of uniform and if they don’t there are hire shops (We have hired Tailcoats when a formal 1920’s evening look was wanted). Don’t be afraid to discuss what they will wear after all every one else including the waiting staff will be smart.
     

  1. As part of getting to know the band you are going book, ask what events have they played for and, how many a year they do including how many weddings.
     

  1.  Try to find out  if  they have some suggestions to make the day run smoother.
     

  1. Don’t be afraid to ask about the length of time the band has been together with their current personnel. 
     

  1. Even musicians have family commitments and take holidays so, good bandleaders have a selection of regular deputies that fit in with the band; however this may mean a change in repertoire.  
     

  1. This is important as there are many “pick up” or “telephone” bands in which musicians are booked for the day, this means that the performance may not be what you were expecting.  Some people running bands take bookings and unbeknown to you pass them on, so that on the day you end up with a no name band when you wanted “Joe Bloggs and The Bloggettes This is where personal recommendation can help
     

  1. You need to know how many are there in the band and do they have any roadies so that you know how many people to expect if overall space is cramped or if they need a changing room or you are providing food and drink for them (always welcome).
     

  1. If the band needs electricity and is playing is out doors or in a marquee a special supply may be needed for them (the caterers can use a lot of power). Attention must be paid to the fact that it may need to be a “clean” supply (some instruments are sensitive to fridges etc. switching off and on). Therefore if you want the band to perform outside then being acoustic and not needing electricity means that there is less of a problem should it rain.  
     

  1. You should also ask how long they take to set up so that the area can be made available accordingly.
     

  1. Always ask for an “all inclusive” quote and whether any extra’s such as travelling or VAT will be charged.
     

  1. Establish before hand if you may want them to play for longer and what the extra fee will be to avoid embarrassment (on both sides) on the day.
     

  1. Be prepared to pay a deposit and, importantly sign a contract or obtain a letter of confirmation that states when the final payment is made, most bands prefer “cash on the day”.  
     

  1. While on the subject of money don’t hire on cost alone, don’t think because they are the cheapest they are no good, it may local and they appreciate not travelling a long way, or they may charge a lot because there is a 3 hour break between sets
     

  1. Red tape is something that is increasingly appearing in the form of Licensing (briefly mentioned above), Insurance and health and safety.  Public liability insurance is increasingly being asked for by the venue often only at the last minute, any established band should have this, make sure that the band and all members of the band are covered, some musicians have their own as a benefit of a trade association but it is invalidated when even one member is not covered.
     

  1. The other requirement demanded by some venues is that all electrical equipment has a valid “Portable Appliance Test” (PAT) certificate.  This means that every thing the band uses with a 13 amp plug must have a valid certificate. Note, that legally the only time a PAT certificate is required is when the equipment is supplied for employees to use, not for use by the owner, however many venues claim their insurance companies demand it of all electrical equipment. Again any established reputable band should have this.
     

  1.  And on a lighter note, I often get asked is when should they book the band? The simple answer is when they are still free, bands have to work on a first come first served basis as they can be booked up to two years ahead and turn away people for the same day or on some days have no enquiries at all!