This is the hard part - if money is no object, proceed to step 2! Otherwise, write down an ‘ideal price’ that you would ideally expect to pay (e.g. £1000) and then a ‘top end price’ (e.g. £1250 - the most you could possibly afford to spend) and you will have your price range. Bands tend to charge travel expenses on top of their advertised or quoted fees, so make sure you check the total price carefully. Other ‘hidden’ extras might include: early setup; parking; congestion charge; food & drinks.
It’s always tempting to choose the first thing good that you find, but it never hurts to compare options and shop around a bit. Bands will be more than happy to have a chat about ideas you want to run past them, or questions you might have prior to booking.
Availability can change every day, so if you are keen on a particular band, you might want to consider asking them to ‘pencil you in’ their diary to avoid losing out. Some bands will let you pay a deposit to hold their availability – around 20-50% of the total fee is normal.
Write a quick schedule of how you expect your event to run e.g. 7pm Drinks Reception; 8pm Seated for Dinner; 11.30pm Carriages. Bands normally play ‘sets’ of around 45 to 60 minutes, so decide how many sets you want and how you want them to work with your schedule. Remember to give the band breaks and allow them time to eat (if necessary).
Make sure you communicate well with your event organiser or contact at your venue. Let them know in advance that you are planning to book a live band. Most venues that are licensed to sell alcohol can host amplified live music for audiences of up to 500 without needing a separate entertainment licence (thanks to the Live Music Act 2012), but it’s still worth double-checking with the venue that live music is permitted. Some venues have a ‘sound limiter’ that cuts the power if music is played above a certain volume, so it’s worth asking them if they have one installed and informing the band before you book. Read our guide to sound limiters for more advice on this. You should also check whether the venue provides a PA system or whether the band will need to bring their own, as this can affect setup times and logistics.
Think about what the age range is of your guests and what type of music is best suited to your event. If you want to get everyone up dancing, covers bands or tribute bands are a good choice. However if you want the music to be more ‘background’ you could consider a jazz band or acoustic duo. Try to give your band as much notice as possible if you have any special requests so they have time to prepare and practice it.
It’s important to get a suitable contract in place so you have a clear agreement with your chosen band. You can use our free contract generator to quickly create a PDF contract. Make sure you are clear on the date(s), times, sets, payment terms & venue address. It’s also worth checking that the band has Public Liability Insurance (PLI), as many venues now require this.
A contact person for the band on the day is essential for the smooth running of your event. Appoint someone you trust to be the point of contact with the band – make sure you exchange mobile phone numbers in advance, in case last minute problems occur.
Organise parking and loading arrangements with your venue. Bands often have a small van for equipment, so check the loading access and liaise with the band so they are clear on the exact entrance to use and times they can access the venue to setup.
Bands have differing payment terms, so make sure you know what you need to pay and when. It might seem like a good idea to pay them on the day, but this might not be the most appropriate method depending on the type of event you are planning. Make sure you clearly agree payment dates, method and terms on the contract and you won’t have any problems!
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