- Availability: Ask if the band is free on your date and about their backup plans for emergencies.
- Pricing: Understand what's included in their package - performance time, travel costs, and extras like lighting or DJ services.
- Song List: Review their repertoire and discuss special requests like your first dance song.
- Setup Needs: Confirm their space, power, and setup time requirements with your venue.
- Equipment: Check if they provide sound and lighting equipment, and if backups are available.
- Contingency Plans: Ensure they have substitutes or solutions for unexpected issues.
- Live Performance Videos: Watch recent performances to gauge their quality and crowd engagement.
Quick Tip: Book early (12-24 months ahead for peak dates) and get all agreements in writing to avoid surprises.
4 Things To Consider When Booking A Live Wedding Band
1. Are You Available on Our Wedding Date?
The first step to booking your ideal wedding band is checking their availability. Many top wedding bands are booked 12-18 months ahead, especially for popular dates during peak wedding season. Since 2020, the demand for live bands has surged due to rescheduled weddings, making early planning even more crucial.
For peak season weddings, aim to book 12-18 months in advance, or even 18-24 months for summer Saturdays. Off-peak or weekday weddings generally need 6-12 months of lead time.
"Some live bands, like Funk Almighty, can book up to a year in advance, so if you're considering a live band, it's best to start looking early in your planning process."
1.1. Backup Plans Matter
When talking to potential bands, be sure to discuss their policies on date changes, cancellations, and what happens if a musician is unavailable. Starting with these details helps you avoid surprises later on.
"Our most popular bands become booked for the most popular summer Saturdays around two years in advance."
Tip: Opting for a weekday or off-season wedding can save you money and improve your chances of booking the band you want. Keep in mind that summer Saturdays often come with higher fees.
Once you confirm availability, get everything in writing - setup times, performance duration, and any logistical needs. This ensures everyone is on the same page and avoids misunderstandings. After this, you can move on to reviewing their packages and pricing to make sure it fits your budget.
2. What's Included in Your Package and Pricing?
It's important to know exactly what you're paying for when booking a wedding band. Make sure to ask for a detailed pricing contract that clearly lists all services and fees to avoid surprises later.
2.1. Breakdown of Fees
When reviewing a professional wedding band's contract, look for these details:
Core Package Components | Additional Considerations |
Performance duration | Travel and accommodation costs (if needed) |
Number of band members | Setup, breakdown, and overtime fees |
Standard equipment | Sound engineer charges |
Basic lighting | Equipment rental costs |
"The full financial details, including travel costs, should be highlighted in the contract to avoid any surprises"
If the band needs to travel more than two hours, confirm whether travel and accommodation are included in the overall quote.
2.2. Customization Options
Adding personal touches can make your wedding even more special. Many bands offer options like:
- Custom song requests
- Music for the ceremony or cocktail hour
- DJ services
- MC services
"Pay a deposit securely online using credit or debit card to ensure the band holds the date in their diary"
Pro Tip: Booking during off-peak seasons or weekdays can sometimes get you better rates, as many bands offer discounts for these times.
3. Can We Review Your Song List?
A band's song list gives you a clear idea of how well they can match the mood of your wedding. Going through their repertoire in detail helps create the perfect atmosphere for your big day.
3.1. Special Requests
Bands usually need a couple of months (2-3) to prepare for special song requests, especially for key moments like:
- First dance
- Parent dances
- Ceremony processional/recessional
- Songs tied to cultural traditions
"Any song that reminds them of why they love each other is a good place to start and incorporating songs that are tied to memories they have with loved ones is also super important." - Keanna O'Quinn, Founder of Sonic Sommelier
Discussing these details early ensures the band is ready, avoiding any last-minute surprises.
3.2. Music Style Flexibility
A good band should be able to shift between genres like jazz, soul, pop, or rock, depending on the vibe of your reception. Here's how music styles can align with different phases of the event:
Reception Phase | Music Style | Purpose |
Cocktail Hour | Jazz/Classical | Set an elegant tone |
Dinner | Soft Pop | Background for conversations |
Dancing | High-energy Mix | Get everyone on the dance floor |
"For key-moment song decisions, we tap into the couple's personality and energy to try to get to know them a bit better." - Andrea Smith, Founder of The Band Method
Pro Tip: Ask for a sample setlist from a recent wedding. This will give you a sense of how the band organizes their sets and transitions between different styles.
Once you're happy with their song list, you can move on to discussing their setup and logistical needs.
4. What's Your Setup Process and Space Requirements?
Knowing the band's setup needs is key to keeping your wedding day stress-free. Professional bands have specific requirements for space and time to perform at their best.
4.1. Venue Coordination
Setting up involves working with the venue, unloading equipment, and making sure everything is connected properly. Here's a typical timeline:
Setup Phase | Time Required | Purpose |
Load-in & Setup | 60 minutes | Place and connect equipment |
Sound Check | 15-20 minutes | Test and fine-tune audio |
Final Prep | 10-15 minutes | Last checks for sound and gear |
"To ensure the band can get everything done efficiently and effectively, we ask that our bands are given 90 minutes for their set up." - Tailored Entertainment Team
Tip: If possible, arrange for an early load-in to avoid interrupting guest arrivals. Keep in mind this might come with extra charges.
4.2. Time and Space Needs
The space a band needs depends on its size. Here's a quick guide:
Band Size | Space & Power Needs |
4-piece | 4×3 meters (13×9 ft), 2-3 standard power outlets |
5-6 piece | 5×3 meters (16×9 ft), 3-4 standard power outlets |
7-8 piece | 6-7×4 meters (19-22×13 ft), 4+ standard power outlets |
"The size and location of both the dance floor and the band's performance area are key factors in a successful dance party with fun live music." - Allen Hill, Entertainment Professional
For outdoor weddings, make sure there's access to power through generators or a nearby building within 20 feet.
Once these logistics are sorted, the band can focus on delivering an unforgettable performance.
5. Do You Provide Sound Equipment and Lighting?
Having the right sound and lighting setup is crucial - not just for technical quality but also for creating the right vibe to match your wedding theme.
5.1. Lighting Setup
Many wedding bands include lighting options that can set the right mood. Typical setups feature stage lights, dance floor lighting, and LED effects, which usually cover spaces up to 400 sq ft.
"The right lighting setup can transform your reception space and create the perfect atmosphere for dancing", says Greg Williams from Uptown Drive.
Tip: Check if the band can match their lighting colors to your wedding palette for a unified and polished look.
5.2. Additional Equipment Needs
A solid sound setup generally includes a PA system, stage monitors, a mixing console, and microphones. This is often enough for gatherings of 100-200 guests.
Be sure to ask about backup equipment, any extra charges for special lighting, and the power requirements for the venue.
"Professional bands should have backup systems in place."
For outdoor events, confirm that there’s access to power through generators or nearby outlets. Keep in mind that some bands may charge extra for additional power needs or advanced lighting.
Once these details are sorted, you’ll be ready to move on to contingency planning to ensure everything goes off without a hitch.
6. What's Your Contingency Plan for Emergencies?
Planning for unexpected situations is a smart move for your wedding day. By preparing for potential issues ahead of time, you can keep things running smoothly, no matter what comes your way.
6.1. Backup Musicians
A professional band should have backup musicians ready to step in if needed. These substitutes should already know your song list and be available at no extra cost. This guarantees the music keeps going, even if a band member can't perform.
"One of the great things about coming to a company like EBE is that we are not a one-man show, so we always have staff available to fill-in in an emergency." - Ben, EBE Talent
6.2. Contract Terms for Emergencies
Pay close attention to the cancellation clause in the band’s contract. It should clearly outline what happens in various situations:
Scenario | Key Details to Check |
Unforeseen Circumstances | Refund policies and replacement options |
Weather Issues | Rescheduling terms |
Equipment Problems | Backup solutions |
"This clause is essential because it lays out a solid policy ahead of time so your clients can understand the process you will go through to ensure they are covered (with, say, an alternate vendor or a full refund) should you have to cancel." - The Legal Paige, Author and Legal Expert
Some bands also offer a pre-made playlist and sound equipment as part of their emergency plan, so the music never stops.
Once you have a solid backup plan in place, you can shift your focus to assessing the band's live performance to make sure they’re a perfect fit for your big day.
7. Can We See Videos of Your Live Performances?
Videos are one of the best ways to evaluate a wedding band's talent, especially since most of their performances are private. Watching these clips allows you to gauge their quality and decide if they’re a good match for your big day. Check out Uptown Drive’s performances on our Youtube channel
7.1. Recent Wedding Performances
Ask for 2-3 videos from recent weddings to get a clear picture of the band's consistency and skill. Pay attention to these key aspects:
What to Look For | Why It Matters |
Sound Quality & Transitions | Shows professional audio and smooth performance flow |
Crowd Engagement | Indicates how well they can entertain your guests |
Band Chemistry | Reflects how well the members work together as a team |
"You want to know that what you see is what you get; this means that the performers you are sampling on a video are the ones who will actually play at your wedding." - Ken Arlen, Owner of Arlen Music Productions
Make sure the performers in the video are the same ones who will be at your wedding. Consistency is key. With Uptown Drive you know what you are getting with our Certified Original Lineup!
7.2. Assessing Stage Presence
Beyond technical skills, stage presence and professionalism are just as important. As you watch, look for:
- How well the band adjusts their energy and style to match different moments during the event
- Their overall professionalism, from appearance to conduct during key moments like the first dance
"If a wedding band offers you the option to watch them perform at a wedding then it could be a great way to try before you buy." - Jon, Seventh Second Team
Be cautious of heavily edited or poor-quality videos - they might not give you an accurate sense of the band's live performance. If possible, ask about upcoming showcases where you can see them perform in person. However, keep in mind that most professional bands primarily play at private events.
Wrapping Up
Choosing the right wedding band comes down to asking the right questions and locking in clear agreements to avoid any surprises. Be sure to document everything - song preferences, setup times, and other details - to keep things organized.
Good communication is key. Work closely with the band, coordinate with your venue, and plan for any unexpected situations. A reliable band will welcome your questions and be ready to address all your concerns.
Take the time to review their experience with events like yours and confirm all service details upfront. Check their reviews from past clients. By handling these steps early, you’ll set the stage for a smooth and unforgettable performance on your big day.
This process ensures you’ll find a band that fits your vision and brings the right energy to your celebration. The effort you put in now will pay off with entertainment that perfectly complements your wedding.
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