THE DEFINITIVE GUIDE TO BOOKING A BAND FOR YOUR WEDDING

This article was originally posted August 20, 2011. I've played quite a few weddings since then, and as such, this is a new and improved revision of the original article!

The Definitive Guide to Booking Your Wedding Band

Congratulations on your engagement! Choosing a live band for your wedding is a fantastic way to create a unique and unforgettable experience for you and your guests. But if you've never hired live entertainment before, you might be wondering where to start.

Don't worry! As a musician with years of experience playing weddings, I've put together this simple guide to help you find and book the perfect band without the stress.

Part 1: The Two Main Types of Bands

When it comes to weddings, there are two main categories of bands you'll encounter:

Variety Acts

These bands (often called "wedding bands" or "party bands") are musical chameleons. They play dozens of different styles, from classic rock to country to pop hits.

• Pro: They are incredibly flexible and can play a wide range of music.

• Con: Because they play so many styles, they will not be masters of any. Also, some musicians in these groups might be just "doing a job." Musicians are usually passionate about specific niches, and these musicians will likely be playing a lot of music they're not that interested in.

Genre Acts

These bands specialize in a specific style of music, like swing, Motown, or 50s rock.

• Pro: They are experts at their chosen genre, playing with skill, passion, and authenticity. You’ll get a top-tier performance from musicians who are truly dedicated to their craft.

• Con: Their focus is narrow, so they won't be able to play a wide variety of music. A salsa band can’t and won't play a country ballad. You also need to make sure your guests will enjoy the specific genre.

PART 2 – Choosing the Right Band for You

So, how do you decide?

If you want a little bit of everything, a Variety Act is probably your best bet. If you want to offer your guests something authentic and artistic, a Genre Act is the way to go.

A word of caution: When choosing a Genre Act, it’s important to consider your wedding guests. One of the biggest mistakes that couples make is to book a performer that THEY LOVE but that their most of their GUESTS HATE. Several years back a friend of mine told me the tragedy of the Psychobilly band that performed at her sister’s wedding. While the bride and groom enjoyed the band’s performance at local clubs and bars, the rest of their family and friends had a terrible time at the wedding because they didn’t like the music.

I’m not in any way trying to dissuade you from booking a Psychobilly band for your wedding - I’m a fan of many genres of music – but I want to remind you that your wedding reception is just as much about your guests as it is about you.

A balanced option: You could hire a Genre Act for cocktail hour and dinner, then switch to a DJ for the rest of the night to play top 40 music.

Part 3: Finding Your Style

Once you have a type of band in mind, it's time to start looking.

Remember, musical terms can be tricky. "Oldies" might mean 50s rock to you and 70s disco to someone else. Here’s how to find the right sound:

• Read the band’s website carefully. Look at their bios, influences, and song lists. Don't just skim for keywords.

• Listen to their music samples. Download a song or two if you can. Make sure you love what you hear!

• Check for live recordings or video. Studio recordings can be edited to sound perfect. A live performance video will show you what the band truly sounds like in person.

• See a live show if possible. Check their calendar for public performances. This is the best way to experience their energy and sound firsthand, but don't miss out on a great band just because they're on tour and you can't see them live before you make your decision.

• Get references. Ask for testimonials from previous clients. Look for names and businesses you can verify online.

• Be wary of booking sites. Many of these sites prioritize bands that pay them, not necessarily the best bands. You’re better off finding bands through direct referrals or by searching on your own.

• Ask a musician friend. If you know a professional musician, ask for their opinion on a band. It's best to ask someone who specializes in a different genre to avoid conflicts of interest.

Part 4: The Business Side of Booking

A professional band makes everything easy and stress-free. Here’s what to look for:

• Prompt communication. A good bandleader will respond to your emails quickly. Remember that sometimes musicians have busy schedules or can be on tour. Also remember that sometimes first emails land in spam. Don't be afraid to politely follow up.

• Point of contact. You shouldn't be communicating with more than 2 people from the group, and there should be one main point of contact.

• A professional contract. A solid contract shows that the band has thought through every detail and is prepared for any situation. It protects both you and them.

  
  

Part 5– Cost and Logistics

“There is hardly anything in the world that someone cannot make a little worse and sell a little cheaper, and the people who consider price alone are that person’s lawful prey.”

-John Ruskin (1819-1900)

When it comes to cost, remember the old saying: you get what you pay for. Professional musicians are worth the investment. It’s your big day—you deserve a quality performance.

Here are the factors that determine the cost:

• Number of Musicians: A 15-piece big band will cost more than a 6-piece band because you're paying for more people’s time.

• Length of Time: Expect to pay more for a 5-hour gig than a 3-hour one. If musicians need to arrive/set up/sound check extra early due to event logistics, expect to pay for that extra time.

• Location: If the band has to travel a long distance, you should expect to pay for travel time and expenses.

• Sound Equipment: Most bands have their own sound system which will cover smaller events, but if your wedding is very large, you may need to pay for a dedicated sound technician. The bandleader can arrange for this.

• Instruments: Large instruments like a harp or timpani will add to the cost for cartage. If a band offers to use a keyboard instead of a piano, be cautious. Bands willing to sub a keyboard for a piano have a lower artistic standard.

• Payment: Bands will usually ask for a non-refundable deposit to secure your date. The rest of the payment is typically due by the end of the band's performance. Tipping is customary, generally 15-25%, more if your guests are raving about the music.

In NYC, for example expect to pay a minimum of $400 per musician for up to 3 hours of music, plus an additional fee for the bandleader and additional costs like travel, etc. In smaller cities the cost may be slightly less, however always remember that costs are based on how in-demand the band is and can vary seasonally due to demand.

Logistics to discuss with the band and venue:

• Space: Ask the bandleader how much space they need for their equipment and in what configuration.

• Load-in and Parking: Find out where they should park and enter the venue to unload their gear.

• Instrument Cases: Plan a clean, dry, safe place for the musicians to store their instrument cases. Make sure it's easily accessible. Some cases cost as much as $1000.

• Breaks: A typical gig includes a 15-minute break for every 45 minutes of playing. Set lengths can be somewhat flexible depending on event schedule, but musicians should never be asked to play for longer than 75 minutes without a break.

• Food and Beverage: It is customary to provide the same food and beverage for musicians as for guests. Musicians aren't college students doing a cater-waiter gig for beer money, they're professionals who have dedicated their lives to a form of art and are sharing it with you on the most important day of your life. Treat them like event guests.

Part 6: Requests and "Sitting In"

You may have special songs in mind for your first dance or other key moments. Bands are usually happy to learn a few songs, but keep these tips in mind:

• Be realistic. A small jazz trio can’t sound like a full big band; songs like In the Mood or Sing, Sing, Sing won't sound good without a big band.

• Pick the song, not a specific recording. For example, ask for "At Last" by Etta James, not "the Etta James version of 'At Last' from 1960" (unless you've hired an Etta James impersonator).

• Limit your requests. You hired the band because you like their style, so let them do what they do best.

• Don't let wedding guests "sit in." Please, under no circumstances, ask your cousin or uncle to sing a song with the band. It almost always sounds terrible and can be awkward for everyone. If you’re in a tough spot, just blame it on the bandleader—they'll be happy to say no and be the "bad guy" for you!

  
  

So there you have it! The Definitive Guide to Booking a Band for Your Wedding; aka everything you always wanted to know about booking a band but were afraid to ask! I hope that your special day is everything you’ve always dreamed that it would be and that this guide has made your life a little easier. If you have any questions about, don’t hesitate to contact me

Cheers,

Glenn Crytzer