So, the stage is set! You’ve got your venue, your big day is all planned out and, importantly… the entertainment has been booked! Whether you have opted for an 11-piece soul band, or a solo acoustic act, there are few things you can do to help your entertainer put on the best show they can… After all, that’s the aim for everyone involved! In this blog, we give you our top tips for ensuring your event runs smoothly.
Your act has probably already provided you with a list of their requirements for the show, but if for some reason they haven’t (perhaps it is a very last minute booking, or done through a third party) then here are some general things to consider, once you’ve booked your wedding entertainment. Don’t forget that you can always refer to our band booker checklist for help!
Requests
Most professional musicians will try to be as accommodating as they can with their set list, but it is important to remember that getting them to play a tune isn’t as simple a choosing from a Spotify playlist.
A band’s repertoire will have been carefully selected, arranged and rehearsed, so if you have any particular favourites that you’d like to hear, make sure you let them know in advance.
If these songs aren’t already on their list, try to limit the amount of new songs you ask them to do. 3 or 4 requests will probably be fine, but, again, make sure they are sent over far enough in advance to facilitate transcription and rehearsal.
If you’re looking for the band to perform your first dance, remember – each band is different and it is sometimes impossible for the exact subtleties of each record to be reproduced.
As such, think carefully about whether you would like the band to perform your song, or if you would rather have the original version played through their PA system. Most bands will be happy to accommodate this, and won’t be in the least bit offended, as they know it’s an incredibly personal choice.
The flip side of this is, of course, that you could end up with a version of the song that you love even more! For example, an acoustic act doing a “live lounge” acoustic version of a song you know well, may bring a tear to your eye! Most bands will also be able to record a simple demo, so you can hear their version in advance.
Load in
When working out where your band is going to be positioned in your venue, it’s worth taking into consideration how they will load in their equipment and get it out again.
This isn’t specifically your problem – the band will, of course, take care of it, but if you’re given the choice of several spaces, it may be worth thinking about. The last thing that you want is someone loading in large equipment, right through the middle of the wedding party!
This will help ensure the smooth running of the day. If your band’s load in is particularly difficult (far away from their parking space, for instance) then it will need to be factored into their set up time, so let them know in advance.
Space
Hopefully, you will have already considered this at the booking stage, but – as a general rule – the more space you can give your act, the better.
Many venue managers will be looking to get any temporary dance floor down as soon as they can, when they turn the room around. It might be worth leaving word with them (or instructing an bridesmaid/groomsmen) that your band should be left a good amount of space. If you don’t have specific dimensions, it’s a good idea to over budget – no band will ever complain about having too much space.
Food and drink
If you have booked through an agency, then it is probably already written into your contract that you should provide the band with a hot meal and soft drinks for their performance.
Even if you are not legally required to do this, it is usually commonplace to feed the band, when possible. Don’t forget, you are not only hiring someone to perform at your wedding, they are also giving up a significant portion of their weekend to do it, sometimes far away from their friends, family and loved ones (possibly overnight).
Providing them with a hot meal or access to the buffet is just one of those things that makes your band a little more comfortable, and will help fuel them up with all the energy they need to put on a brilliant show!
While some people allow (or even encourage!) their band to drink alcohol, this should be at your discretion. No band should ever have so much to drink that it causes detriment to the job they were hired to do. Most professional bands will either have very moderate amounts of alcohol before a performance, or not drink at all, especially if driving… That said, sometimes a cold bottle of beer can be just thing to reward your musician for a job well done, after the performance, if you are feeling kind!
Green room
While it is not always possible, a space for your band to keep out of the way and get changed in, will always be appreciated. They may need to warm up, tune up and generally get ready, and so some larger bands may stipulate this in their contract, as it may be specifically needed in order to facilitate their performance.
Often, your venue will be able to help you with this, providing an empty conference room or some other suitable space. That said, some bands will be able to make do with just the hotel lobby and the public toilets for a changing room!
Payment terms
It may sound obvious, but in order to ensure a smooth running of your big day, it is always best to sort out a payment method for your entertainment in advance.
This does not always mean that you have to literally pay in advance (although payment terms will vary) but simply agreeing how you will settle the balance can be very helpful. If you do agree to pay in cash on the day of your wedding, it is best to get this sorted out quickly – the last thing anyone needs is a night spoiled by any confusion over money.
Do you play in a wedding band? Have any top tips for clients? Post them in the comments below. Don’t forget to share this blog with anyone who might find it useful!
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