Frequently Asked Questions. 

COMMUNICATION WITH THE BAND

When will I get to talk to the band?


We will put you in touch with the Band Leader once we receive your contract and security deposit.




What will the band wear?


This depends on the atmosphere of your event. Most of our entertainers are typically formal with male performers usually wearing suits or tuxes, and female performers have a wide range of formal and evening wear to choose from. You may request that a band wear more casual attire if that is more appropriate for your event. You can discuss this with your band before your event.




Can we meet the band face-to-face to go over details of our event?


Sit-down meetings are difficult to arrange given the band’s geographic location, performance schedule and personal commitments. However, each band is accustomed to and very capable of covering all planning details via phone and email.





SONGLIST

How many breaks does the band take and how long are they?


If you plan a 4-hour performance or longer, your band will need (2) 20 minute breaks. If you plan a 3-hour performance or less, your band require (1) 20 minute breaks.




What music will the band provide while on break?


Most bands provide a pre-set, varied mix of recorded music that corresponds to the flow of the event. For example, a dinner break will feature quieter music that does not interfere with conversation, while a late-evening music break will be lively and danceable. The mix of recorded music is not limited to the band's song list. Want to work some of your own favorite songs into your event? You’re welcome to provide your own break mix on an iPod. Just let the band know in advance.




Can the band play recorded music before their performance?


Most bands can play recorded music between the time they complete set-up and the time they start performing. Simply let them know if this is your preference.




Can the band play recorded music after their performance?


Yes, but keep in mind that they can’t begin to break down their equipment and load their vehicles while doing so. This will lead to more time on site, which may be considered overtime and could carry extra fees. It’s best to discuss this with your bandleader prior to the event.




How much time does the band need to set up and sound check their equipment?


Anywhere between one and three hours. The specific needs of your band will determine the time they need access to your venue. If you plan to hire a small group, like an acoustic duo, jazz combo, or bluegrass band, an hour might be enough time because their equipment is smaller and set-up is less involved. If you plan to hire a large dance band with drums, a full sound system, lighting, etc., you can expect them to need 2-3 hours to set up and sound check their equipment. Keep in mind that the band will need time to dress and perhaps eat following set-up and prior to performance. Bands will often specify the time they need for set-up in their contract rider. Please notify us if your venue cannot accommodate the requested access time.




We’re having our ceremony in the same room as the reception. Can the band set up their equipment during cocktail hour while the room is in transition?


Our bands have worked with “room flip” scenarios before and will accommodate your plans as much as possible. Please note that a 60-minute cocktail hour is usually too short if they need to completely load-in, setup, soundcheck, and get dressed during that window of time. We recommend that the band have approximately 2 hours to complete the entire setup process. If that’s not possible, it will help if their equipment can be loaded and staged in their performance area, or an adjacent space, prior to the ceremony so most of the "heavy lifting" is done. Sometimes people will bring in pipe and drape enclosures, wall screens, curtains or other some way to conceal the equipment once it's in place so it doesn't visually impact the ceremony setting and photos. The band will hustle as much as they can to complete setup in a limited timeframe. Please consult your venue for suggestions on how the band's set-up process can be expedited and how “room flips” have been successfully executed in the past.




Can the band MC my event?


Yes. Your band can play as large or as small a role as master of ceremonies as you’d like. Just be sure to give them a detailed itinerary well in advance, including clear instructions on what to say and what times they need to make announcements. If you are asking the band to introduce people or to announce your wedding party, please make someone available in advance to go over names and pronunciations with the bandleader.





How many breaks does the band take and how long are they?


If you plan a 4-hour performance or longer, your band will need (2) 20 minute breaks. If you plan a 3-hour performance or less, your band require (1) 20 minute breaks.




What music will the band provide while on break?


Most bands provide a pre-set, varied mix of recorded music that corresponds to the flow of the event. For example, a dinner break will feature quieter music that does not interfere with conversation, while a late-evening music break will be lively and danceable. The mix of recorded music is not limited to the band's song list. Want to work some of your own favorite songs into your event? You’re welcome to provide your own break mix on an iPod. Just let the band know in advance.




Can the band play recorded music before their performance?


Most bands can play recorded music between the time they complete set-up and the time they start performing. Simply let them know if this is your preference.




Can the band play recorded music after their performance?


Yes, but keep in mind that they can’t begin to break down their equipment and load their vehicles while doing so. This will lead to more time on site, which may be considered overtime and could carry extra fees. It’s best to discuss this with your bandleader prior to the event.




How much time does the band need to set up and sound check their equipment?


Anywhere between one and three hours. The specific needs of your band will determine the time they need access to your venue. If you plan to hire a small group, like an acoustic duo, jazz combo, or bluegrass band, an hour might be enough time because their equipment is smaller and set-up is less involved. If you plan to hire a large dance band with drums, a full sound system, lighting, etc., you can expect them to need 2-3 hours to set up and sound check their equipment. Keep in mind that the band will need time to dress and perhaps eat following set-up and prior to performance. Bands will often specify the time they need for set-up in their contract rider. Please notify us if your venue cannot accommodate the requested access time.




We’re having our ceremony in the same room as the reception. Can the band set up their equipment during cocktail hour while the room is in transition?


Our bands have worked with “room flip” scenarios before and will accommodate your plans as much as possible. Please note that a 60-minute cocktail hour is usually too short if they need to completely load-in, setup, soundcheck, and get dressed during that window of time. We recommend that the band have approximately 2 hours to complete the entire setup process. If that’s not possible, it will help if their equipment can be loaded and staged in their performance area, or an adjacent space, prior to the ceremony so most of the "heavy lifting" is done. Sometimes people will bring in pipe and drape enclosures, wall screens, curtains or other some way to conceal the equipment once it's in place so it doesn't visually impact the ceremony setting and photos. The band will hustle as much as they can to complete setup in a limited timeframe. Please consult your venue for suggestions on how the band's set-up process can be expedited and how “room flips” have been successfully executed in the past.




Can the band MC my event?


Yes. Your band can play as large or as small a role as master of ceremonies as you’d like. Just be sure to give them a detailed itinerary well in advance, including clear instructions on what to say and what times they need to make announcements. If you are asking the band to introduce people or to announce your wedding party, please make someone available in advance to go over names and pronunciations with the bandleader.





TIMELINE

Does the band require a tent for an outside performance?


Most bands do require shelter — rain or shine — to protect them and their equipment during setup and for the duration of the event. Your band may stop the performance if inclement weather poses any threat to their equipment or personal safety. For this reason, we strongly encourage appropriate shelter for the band regardless of weather conditions. This saves both you and your band from worry about any last minute surprises or safety concerns.




Does the band bring a stage? If not, do I need to provide one?


Bands do not provide staging. An elevated stage is highly recommended so your band looks and sounds their best. A stage also helps to keep wayward guests and beverages away from valuable instruments and equipment. If an elevated stage is not practical for your event, the band will require a dedicated performance space on a solid, level, dry floor or surface. Please refer to your band’s rider and consult with your venue coordinator to confirm that the appropriate performance space is available. Most dance bands request a stage or performance area at least 20’ wide x 12’ deep. Larger bands (8 pieces or more) often request an area of 24’ x 16’ or larger. Smaller jazz combos or acoustic groups can fit into a smaller area, often 16’ x 12’ or less. All stages / risers should be 2’ high.




My venue can’t accommodate the band’s dressing room request. Is this a problem?


Bands appreciate having an area on-site with restrooms nearby so they can change into their performance attire, eat their meals sitting down and rest during breaks. They simply need a designated space so they can stay out of the way of your guests and other vendors. For an indoor event, your venue may have a designated room for band use, or you may need to improvise. In the past, venues have offered unused offices, conference rooms, large storage rooms or even pipe-and-drape enclosures to give the band some privacy. For an outdoor event, you may consider a separate canopy tent. You don’t need to make elaborate arrangements, and in most cases the band can get dressed in nearby restrooms. At a minimum, we ask that you reserve a table and chairs near the performance area for your band’s use. Your venue coordinator should be able to offer suggestions or explain how other bands have handled this in the past. Please let us know if you find that no space is available for the band's use so we can convey that information to them.




My venue doesn’t offer vendor parking. Is this a problem?


If parking isn’t available on-site, please confirm that the band will at least have temporary access to a loading dock or loading zone. It's important for them to be as close as possible to your space during the unloading process, as they travel with a fair amount of equipment. Once unloading is finished, they can relocate their vehicle(s) to nearby parking. If parking can't be pre-arranged at a nearby lot, we ask that you be prepared to reimburse the band for any parking expenses they may incur there or at street parking meters. Though they do whatever they can to find the most economical nearby option, they don't want to delay their setup due to parking challenges.




My venue only allows one hour for vendors to exit the building after my event. Is this a problem?


If possible, it's best to allow 1.5 hours for your band’s break down and load out process. Certain factors can cause unavoidable delays, including the distance between the reception area and the loading dock, the movement of other vendors who may block exits, or guests who want to chat. The band will do their best to load out in 60 minutes if requested, but we cannot guarantee this in all situations.




Will the band be too loud for my venue?


Our bands have played in just about every space imaginable—small, large, old, new, inside, outside—and have a wealth of experience getting the sound volume just right. They will make any necessary adjustments to suit your venue and will respond to any requests for volume adjustments from you or your venue.




Will the band or my booking manager from Marsh Productions attend a site visit at my venue?


The band's geographic location and schedule generally prevent them from being able to attend site visits. A conference call is the best way to go, and you can arrange this once we put you in contact. If the band has a contract rider, be sure to review that information with your venue so they’ll understand the band’s requests. As long as the rider requests are fulfilled, the band will be fine to perform sight-unseen. Typically, booking managers do not attend site visits due to geographic location and scheduling, and the he or she would only reiterate the same information that’s outlined in the contract rider. If needed, our support staff can speak with the venue contact to answer questions and provide them with enough insight that they could advise you and other vendors on our behalf.





VENUE

BAND EQUIPMENT

Does the band require a tent for an outside performance?


Most bands do require shelter — rain or shine — to protect them and their equipment during setup and for the duration of the event. Your band may stop the performance if inclement weather poses any threat to their equipment or personal safety. For this reason, we strongly encourage appropriate shelter for the band regardless of weather conditions. This saves both you and your band from worry about any last minute surprises or safety concerns.




Does the band bring a stage? If not, do I need to provide one?


Bands do not provide staging. An elevated stage is highly recommended so your band looks and sounds their best. A stage also helps to keep wayward guests and beverages away from valuable instruments and equipment. If an elevated stage is not practical for your event, the band will require a dedicated performance space on a solid, level, dry floor or surface. Please refer to your band’s rider and consult with your venue coordinator to confirm that the appropriate performance space is available. Most dance bands request a stage or performance area at least 20’ wide x 12’ deep. Larger bands (8 pieces or more) often request an area of 24’ x 16’ or larger. Smaller jazz combos or acoustic groups can fit into a smaller area, often 16’ x 12’ or less. All stages / risers should be 2’ high.




My venue can’t accommodate the band’s dressing room request. Is this a problem?


Bands appreciate having an area on-site with restrooms nearby so they can change into their performance attire, eat their meals sitting down and rest during breaks. They simply need a designated space so they can stay out of the way of your guests and other vendors. For an indoor event, your venue may have a designated room for band use, or you may need to improvise. In the past, venues have offered unused offices, conference rooms, large storage rooms or even pipe-and-drape enclosures to give the band some privacy. For an outdoor event, you may consider a separate canopy tent. You don’t need to make elaborate arrangements, and in most cases the band can get dressed in nearby restrooms. At a minimum, we ask that you reserve a table and chairs near the performance area for your band’s use. Your venue coordinator should be able to offer suggestions or explain how other bands have handled this in the past. Please let us know if you find that no space is available for the band's use so we can convey that information to them.




My venue doesn’t offer vendor parking. Is this a problem?


If parking isn’t available on-site, please confirm that the band will at least have temporary access to a loading dock or loading zone. It's important for them to be as close as possible to your space during the unloading process, as they travel with a fair amount of equipment. Once unloading is finished, they can relocate their vehicle(s) to nearby parking. If parking can't be pre-arranged at a nearby lot, we ask that you be prepared to reimburse the band for any parking expenses they may incur there or at street parking meters. Though they do whatever they can to find the most economical nearby option, they don't want to delay their setup due to parking challenges.




My venue only allows one hour for vendors to exit the building after my event. Is this a problem?


If possible, it's best to allow 1.5 hours for your band’s break down and load out process. Certain factors can cause unavoidable delays, including the distance between the reception area and the loading dock, the movement of other vendors who may block exits, or guests who want to chat. The band will do their best to load out in 60 minutes if requested, but we cannot guarantee this in all situations.




Will the band be too loud for my venue?


Our bands have played in just about every space imaginable—small, large, old, new, inside, outside—and have a wealth of experience getting the sound volume just right. They will make any necessary adjustments to suit your venue and will respond to any requests for volume adjustments from you or your venue.




Will the band or my booking manager from Marsh Productions attend a site visit at my venue?


The band's geographic location and schedule generally prevent them from being able to attend site visits. A conference call is the best way to go, and you can arrange this once we put you in contact. If the band has a contract rider, be sure to review that information with your venue so they’ll understand the band’s requests. As long as the rider requests are fulfilled, the band will be fine to perform sight-unseen. Typically, booking managers do not attend site visits due to geographic location and scheduling, and the he or she would only reiterate the same information that’s outlined in the contract rider. If needed, our support staff can speak with the venue contact to answer questions and provide them with enough insight that they could advise you and other vendors on our behalf.





OTHER

When will I get to talk to the band?


We will put you in touch with the Band Leader once we receive your contract and security deposit.




What will the band wear?


This depends on the atmosphere of your event. Most of our entertainers are typically formal with male performers usually wearing suits or tuxes, and female performers have a wide range of formal and evening wear to choose from. You may request that a band wear more casual attire if that is more appropriate for your event. You can discuss this with your band before your event.




Can we meet the band face-to-face to go over details of our event?


Sit-down meetings are difficult to arrange given the band’s geographic location, performance schedule and personal commitments. However, each band is accustomed to and very capable of covering all planning details via phone and email.