How to Hire a Live Band for Your Event

A Step-by-Step Guide Hiring a live band can elevate any event, be it a wedding, corporate function, or private party.

Here’s a comprehensive guide to help you through the process:

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 - If your schedule allows for a quick call, discuss your ideas and be open to suggestions from your potential band.

2. Research and Explore Options

Start your search online, focusing on reputable platforms, agency websites, or local recommendations. Look for bands that specialize in your event type, and don’t forget to check reviews and testimonials.

Pro Tip - The more research that is done, the more informed your decision will be. Join a Facebook groups and ask for recommendations on bands and if anyone has any experience with your potential band.

3. Watch Performances

Most bands provide videos or links to past performances. Watching these will give you a good sense of their style, stage presence, and how they interact with the audience. Live performances can vary, so seeing them in action via video or in-person is crucial.

Pro Tip - Spend some extra time finding live videos that are not of “High Production” quality. It sounds counter-intuitive, but the more raw the video and sound is lends itself to a more real-life example of your prospective band. This way, there’s no way for a band to hide behind flashy over-produced promotional content.

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 a shortlist of bands, 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 keep the questions rolling.

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 are the type that wants to maintain a high-level of customization, ensure that your band will work with you and respect your hands-on approach BEFORE booking. Not all bands are created equal. Some groups have a set list of songs they stick to, while others can be more flexible and design each performance around the specific event and clients’ music and style 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 to understand what is refundable and non-refundable. Additionally, pay attention to the band’s requirements. Some bands are very low-maintenance, while others are frankly boarder-line divas. Referred to as a band’s “Rider”, make sure the requirements are clear and defined.

8. Plan the Day-Of Logistics

Coordinate with the band regarding arrival time, soundcheck, and performance schedule. It’s important that they have everything they need to deliver a seamless performance.

Pro Tip - Before booking, ask how the band’s planning process works and what you and your planner should expect in terms of panning communication. Will your band be available to answer questions, hop on a call, etc?

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.

Pro Tip - We do not have any particular advice here, but we will say that reviews go a LONG way in the wedding industry. If you’re planning on leaving anything less than a 5-star review, we’d recommend first reaching out to the band’s representative first to see about resolving any potential issue that occurred during your event. You may be compensated for any errors or misunderstandings on the band’s part, things happen. REFER BACK TO STEP 2, IT’S IMPORTANT!