When planning a wedding or other special event, there are TONS of details and all of them are important. The venue, catering, flowers and decor, photography, music. All of these have an important role in making your event a success. The following are questions you should ask before hiring your entertainment. These questions will help you determine if you are hiring a professional act or not.
Is the band independent or is it represented by an agency?
It's okay if the band is independent but there is a lot more security if the band is with an agency. Agencies are ultimately responsible for the band. If a band were to cancel, chances are a good agency can find a suitable replacement quickly. They are your contact should anything go wrong. If the band is independent, members of the band may not be responsible for mishaps.
Do I have to sign a contract?
Contracts protect not only the band or agency they protect you as well. A contract should include the engagement date, times and location; compensation; overtime policy; cancellation policy; client provisions; any additional fees associated with booking the band; and a refund or replacement clause should there be an unforeseeable circumstance and the band is unable to perform. Read your contract carefully to make sure you understand it. If you have questions, ASK! Always make sure everything is clear before signing the contract.
Are they licensed and insured for property and personal damages?
Professionals are licensed and insured. The pros account for anything that might happen. Music equipment can be very heavy and awkward. If a piece of band gear hits a wall, or even worse, a person, the band should be responsible. If the band isn't insured or isn't part of an agency that is insured, guess who is responsible? You are!
How many members are in the band?
Are the musicians full time professionals?
Professionals take their music very seriously. It is not only a passion, it's the way they provide for themselves and their families. Hobbyists "play" music. Professionals "perform" music. There is a big difference in attitude and quality.
What instruments do you offer?
Make sure the band is equipped to perform the music you want. A string quartet may not be able to perform a funk song and a rock band may not be able to perform big band jazz music. Make sure the band can perform the arrangements you want for your event.
Can you perform wedding ceremony music?
Some bands offer discounts for ceremony music if you have hired them for the reception and the locations are within close proximity to each other. Many musicians play multiple instruments so you can choose your own instrumentation.
Do you carry back up equipment?
ALL of your vendors need to have adequate back up equipment. Your event only happens once and there are no redo's. There is no room for error. Your band needs to reassure you that nothing will render your event musicless! The band needs professional quality instruments, amps and speakers and their back up equipment should be of the same quality.
How many events have you performed?
You want to make sure that your band is experienced. Experienced bands have better communication and a better stage presence. But not all experience is the same. Some bands are wedding experts. Other bands play mostly clubs. Make sure that your band is experienced with your type of event.
Can I see a song list?
Look at the list to see who the band's audience has been in the past. Is the list varied? Will all of your guests hear music they know? Does the band perform many genres of music for people of all ages?
Do you play special requests or learn songs that are not on the list?
A band should be willing to learn your most special songs. A wedding band should learn your 1st dance and parents' dances and anything else that is really important to you. Remember, it's YOUR day! Be practical though. It can be overwhelming for a band to get lots of requests with short notice. You want the band to perform the songs well so give them time to rehearse!
How many breaks do you take? How long are your sets?
Bands should perform at least 45 minutes/hour. There should be no more than 1 fifteen minute break per hour.
Do you offer music during the band breaks?
Some bands offer to DJ or play CDs for you and they will include this for no extra charge. That way, the fun doesn't have to stop when the band breaks!
Do you provide an emcee for making announcements?
Emcees can make or break a party. A good emcee can command the attention of the audience and help guide the event with or without a coordinator.
Do you work well with coordinators? Can you work without a coordinator?
Experienced event bands can work with or without coordinators. It only takes a good timeline and an experienced band leader to make the event function smoothly.
Are there any other expenses such as travel or vendor meals for the musicians?
Most bands require a meal if the event is 4 or more hours long. You don't have to go out of your way to provide elaborate meals and you don't have to include them with your expensive head count. Boxed lunches with sandwiches and chips will do just fine.
What will you be wearing?
Make sure the band is dressed appropriately for your event. You don't want baggy jeans or ripped t-shirts at your wedding. Well, maybe you do but chances are, you don't!
How interactive are you with guests?
If you want a band that talks with the guests or leads group dances, tell them. Good event performers will do whatever it takes to make the party fun for everyone. Let them know if you want a band to just play music or if you want them to lead the Hokey Pokey - or anywhere in between!
Do you offer lighting for the band and dance floor?
Lighting changes everything. Good lighting can make your party feel like a night club and can make your guests lose their inhibitions. Guests feel more relaxed when there is good lighting and that allows them to dance the night away without the feeling they're being looked at!
How much space do you need?
Make sure there is enough space to accommodate the band members and their equipment. Is the area in the corner really big enough for that 10 piece band you just booked?
What are your power requirements?
Music and lighting equipment need lots of power. Make sure the band's area is adequately powered to avoid accidental fuse breaker issues!
How long does it take you to set up and break down?
All that equipment takes time to set up. Many pieces of music and lighting equipment have a lot of various cables that must be plugged in a particular order to operate. Setting up a band takes time. Bands also need time to perform a sound check before the 1st guest arrives. Make sure the venue will be open for the band at least 2 and 1/2 hours before the first guests are to arrive.
How much is your deposit?
For your protection, never pay more than 50% for your deposit. Non-professional bands sometimes need an incentive to actually show up on the day of your event! Always hold onto the balance until you are satisfied that the band is doing their job!
Do you have references or published reviews?
Always get a list of references and contact at least 3 of them. Find out if the band was on time.Were they courteous? Were they enjoyable to watch? Was the music everything you wanted it to be? Did they represent you well? Also, research the band online. You'd be surprised about what you'll find if you Google the band or company name. And read all the reviews you can find. Your entertainment is important enough to investigate!
With a little know how and careful planning, your event will be a success and you'll have the time of your life! Make sure that you know the professional you are hiring and that you trust them. This will help you relax and enjoy the planning process.
Kris Bayne
Band of Gold - Band Leader
