How to Hire a Live Band for Your Event
One of the most common things we hear from our couples is “We don’t know where to start!” VCS wants to make planning your event entertainment as easy and stress-free as possible.
Below is a step-by-step guide to help you through the process of hiring a live band for your event. This guide can be adapted to fit any event including weddings, corporate events, private parties, community gatherings, festivals, and more.
1. Identify Your Event Needs
Consider the type of event you’re hosting, the audience’s taste, and the atmosphere you want to create. Whether it’s a high-energy party band or a smooth jazz ensemble, knowing your needs will help narrow your search.
Pro Tip - Email is a great way to communicate with potential bands, but a quick phone call is often a more efficient way to discuss your ideas and vision.
2. Research and Explore Options
Start your search online, and make a list of preliminary favorites. Be sure to look for bands that specialize in your event type. Focus on reputable platforms such as Zola or The Knot that allow you to see reviews, availability, and performance examples all in one place. Word-of-mouth recommendations from people you trust are also a great place to start.
Pro Tip - The more research you do, the more informed your decision will be. Don’t stop at Google! Keep your search going with tools like Facebook groups or your venue’s preferred vendor list.
3. Watch Performances
Many bands are eager to prove videos of pas performances, because they will give you a good sense of their style, stage presence, and ability to interact with the audience. Live performances can vary greatly from band to band, so seeing them in action is crucial.
Pro Tip - Spend some extra time finding live “candid” videos. These often come in the form of tagged social media post by real guest at real events. It sounds counter-intuitive, but these videos often give you a more real-life picture of the band’s performances. Some bands only post flashy, over-produced promotional content that is not always an accurate representation of what they do.
4. Set Your Budget
Live bands come in various price ranges, so it’s important to establish your budget early. Remember, pricing often reflects experience, reputation, and band size. Factor in additional costs like travel or equipment rentals if necessary.
Pro Tip - After discussing pricing and receiving quotes, be sure to get a final bottom-line or all-in price, including any and all fees, taxes, etc. Be sure to also ask if there is anything that could drive the price up later. You want to avoid any possibility of any hidden add-on fees added later that you did not anticipate.
5. Contact and Inquire
Once you have some options listed, reach out to them! Inquire about their availability, pricing, and any specific requests you may have. Communication is key—make sure they understand your event’s vibe and expectations.
Pro Tip - Ask as many questions as you can think to ask. You want to feel 100% comfortable and confident in your band or group, so don’t be afraid to ask anything that comes to mind.
6. Check Their Setlist
A band’s repertoire can make or break your event. Ask for their setlist to ensure it aligns with your vision. Some bands are flexible and may take song requests or even learn specific songs for your event.
Pro Tip - If you want to be more hands-on with the planning process, ensure that your band will allow and respect this approach BEFORE booking. Not all bands are created equal. Some groups have a narrow set list of songs they stick to, while others can be more flexible and design each performance around your event and music preferences.
7. Review Contracts Carefully
Before signing, carefully review the contract. Ensure it covers all details, including performance time, setup requirements, payment terms, and any contingency plans in case of unexpected circumstances.
Pro Tip - Be sure you understand what is refundable and non-refundable. Additionally, pay attention to the band’s requirements and make sure their list is clear and defined. Some bands are very low-maintenance, while others are more demanding.
8. Plan the Day-Of Logistics
Coordinate with the band regarding arrival time, soundcheck, and performance schedule. It’s important that they have all the information they need to deliver a seamless performance and allow you to enjoy your celebration!
Pro Tip - Before booking, ask how the band’s planning process works and what you and/or your planner should expect in terms of communication. Will your band be available to answer questions along the way?
9. Enhance the Experience
Consider adding lighting, a dance floor, or even a photo booth to enhance the live band experience. These extra touches can make your event even more memorable.
Pro Tip - When booking your band, ask if they can include any additional products or services as add-ons. This way, you’ll have the band booked and you’ll have time to compare quotes from other companies for dance floor, up lighting, and photo booth rentals.
10. Follow Up
After the event, it’s a good practice to follow up with feedback or a review. Not only does this help the band, but it also provides valuable information for future clients! Reviews go a LONG way in the wedding industry!
Pro Tip - If the band fulfilled your expectations, leave a glowing testimonial! If you plan to leave negative feedback, we’d recommend first reaching out to the band to see about resolving any issues that occurred during your event. Since things out of your control might happen on the day of your event, you may be compensated for errors or misunderstandings. But remember, a seasoned band rarely meets a challenge they cannot overcome. ;)
Ready to secure the best band for your big day?— Contact us for a free tailored quote! Schedule a quick phone call below or fill out the form on our Contact page. Let us show you why we’re the preferred live music entertainment choice for weddings, corporate events, and celebrations.
