Frequently Asked Questions.
COMMUNICATION WITH THE BAND
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.
SONGLIST
Our bands are experts at choosing the right song for the right point in the evening, but we do ask that you review the song list and choose your play list for the evening. That ensures the evening to go as you envision it. If you like everything the band plays, you can leave it to the band leader to choose, but we really encourage you to do this. Once we connect you with your band, you will have the opportunity to provide them with requests from their existing song list, as well as any songs that you do NOT want to hear. This will give them all the direction they need, and they’ll do their best to accommodate your preferences. You will also need to let the band leader know if you will allow song requests from guests, or that you do not want that allowed.
The band will gladly learn and chart out a song not on their song list for a fee of $100 per new song. The song should fit the band’s style and instrumentation (i.e. don’t ask your Motown band to learn Dueling Banjos). Every request is subject to approval by the band, and any additional requests need to be discussed with the bandleader.
You will need to submit your request to the band 3-4 months before the event. If the band is unable to accommodate your request, you can put the songs on an iPod and give to the band leader well before your event and we will play it through our sound system.
This shouldn’t be a problem if he or she only needs to use a microphone or two. This presents more of an issue if they need to plug in an instrument or do anything that requires reconfiguring equipment on stage, as the band will be on break. You'll be able to discuss this in more detail with the bandleader. Many of our bands even encourage musical guests to sit in a song or two!
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.
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.
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.
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
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.
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.
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.
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.
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.
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.
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
Most of our bands do have access to additional equipment and will offer use of a separate sound system and microphone for an additional fee. Please contact us if you are interested in exploring this option.
Your best bet may be to contact an A-V company that's experienced with ceremony audio support. Most have ceremony packages that come with the proper equipment and a dedicated technician who can set up and breakdown that equipment and monitor the audio quality for you. You might ask your venue coordinator if they can make an A-V vendor recommendation.
Three to four 20-amp circuits will accommodate most bands in most situations, though requested power supply varies depending on equipment.
Your band may request more circuits or access to 220V power. Check your band’s rider (if applicable) and consult with your venue coordinator to confirm that the appropriate power supply is available.
Bands do not provide generators. Clients are responsible for supplying one if needed.
If you're working with a tent company, you can probably rent a generator from them. Just share your band’s power needs, and they will advise you accordingly. They can also calculate your overall power needs to make sure you’re getting the right size/strength of generator to support all your vendors.
If necessary, the band can make the arrangements on your behalf, but you will need to cover any associated costs.
OTHER
Gratuity is always appreciated, but not expected. We support offering a gratuity if the band has exceeded expectations or if they have accommodated you in the planning process or at the event in a way that showed exceptional service. No amount is too small, and musicians will always consider any gratuity as a generous gesture from their client. But again, you are under no obligation to offer gratuity on top of the contracted payment balance.
If you would like to offer gratuity, our experience has shown that anywhere from $25 to $100 per member of the band/crew is a reasonable range to consider, depending on the specifics of the contracted event. A gratuity can be provided directly to the bandleader at the event in cash or by check.
