Booking a Wedding Band: What You Need to Know

Wedding planning can be an exciting yet stressful experience, especially when it comes to booking the right entertainment. With so many things to consider - from the cost of hiring a band to the music genres they offer to the equipment they’ll need - it’s easy to feel overwhelmed. But don’t worry; we’re here to guide you through every step of the wedding band booking process.

At FPM Music Management, one of the South West’s leading providers of live music, we’re dedicated to ensuring your special day has a soundtrack to remember - from the aisle to the afterparty. Whether it’s your first time booking a band or you’re just looking for expert advice, we’ve answered some of our most frequently asked questions to help you make the best choice for your big day.

In this guide, we’ll cover:

• Cost and Booking Essentials - What to expect to pay and what’s included.

• Performance Details - Set lengths, breaks in performance, and learning special song requests.

• Repertoire and Venue Considerations - From picking between a live band and a DJ to navigating sound restrictions and space requirements.

• Logistics and Equipment - Sound systems, PAT testing, insurance, and travel arrangements.

• How to Choose the Right Band - Selecting an act that aligns with your vision, and what to look out for in the contract.

If you have any questions that aren’t covered here, please don’t hesitate to get in touch!

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Cost and Booking Essentials

How much does it cost to hire a wedding band?

The cost of hiring a band can vary significantly depending on several factors, including their size, experience, the location of the wedding, and whether you’re getting married during peak season. Generally, you can expect to pay between £650-£4,000, with our prices starting from £799.

Though this is an investment, it’s one that will create an unforgettable atmosphere on your wedding day. A live performance will inject energy and personality into your event, providing entertainment that lasts well beyond the final song.

When should I book?

It’s always best to book 12 to 18 months in advance. Popular wedding bands get booked up quickly, particularly during the summer months, so securing your entertainment early is a smart move. This also gives you ample time to discuss song preferences, special requests, and any other details to ensure everything goes off without a hitch.

What do you get when booking?

When booking a band, it’s important to confirm exactly what’s included. Here are some key aspects to consider:

• Sound system and microphones - A professional band will provide high-quality sound equipment to deliver optimal audio throughout your event, including microphones for speeches and announcements.

• Lighting - Lighting plays a major role in creating the right atmosphere. Many bands offer lighting services, from stage lights to ambient or up-lighting around the venue. If you have specific requests, it’s worth discussing them in advance.

• Travel fees - Some acts may charge additional travel costs if your venue is further afield, so be sure to clarify this upfront to avoid any surprises.

• Set lengths and performance breaks - Confirm how long they’ll perform for and how long their breaks will be. Some offer flexible options depending on your needs, such as extended performance times or shorter intervals.

• Soundcheck - To ensure everything runs smoothly, bands need to soundcheck, and this usually takes around 10 minutes. Be sure to discuss this with them and allocate the time needed in the schedule.

• Equipment setup and pack down - Ask whether they’ll handle all setup and pack down duties, as this can take time and should be factored into your event’s timeline. Allow at least 45 minutes for setup.

• Additional services - Some bands offer extra services like a DJ set during their breaks or special lighting/visual effects. If you’re interested in these services, be sure to check availability and costs.

• Performance extras - If you want additional performances, such as a live first dance or an afternoon acoustic set, let them know ahead of time because some may charge for these extras.

Performance Details and Special Requests

How long do they typically play for?

Wedding bands typically perform for around 2-3 hours, divided into two or three sets with breaks in between. If you’re after a longer performance or have special requirements, it’s worth discussing these beforehand.

Can they play songs not on their setlist?

If you have a particular song in mind that’s not on the band’s standard setlist, don’t hesitate to ask. Many are open to learning a few specific songs for your wedding; however, it’s important to give them enough time to prepare - ideally 4-6 weeks before the big day.

Can a wedding band play during the ceremony and cocktail hour?

Yes, many offer packages that cover not just the evening reception, but also the ceremony and cocktail hour. Whether it’s soft background music as you exchange vows or upbeat acoustic tracks during the drinks reception, hiring a band for these parts of your wedding can elevate the overall experience. Be sure to discuss these options with them when you book.

Can they take on the spot requests?

Yes, some wedding bands will happily take song requests on the night, and some will even allow you to submit a playlist in advance. Keep in mind, though, that there may be some limitations depending on their genre and style.

Do I need to provide food and drink?

While it’s not usually a requirement, offering food and drink to the musicians is a kind gesture, especially if they are performing for several hours. A light snack or meal is always appreciated.

What happens if the band can’t perform?

Though rare, emergencies can happen. In such cases, most have contingency plans in place, such as finding a replacement member or arranging for another band to step in. Always confirm their cancellation and backup policies when you book, so you’re prepared for any eventuality.

Repertoire and Venue Considerations

Can they play a variety of musical genres?

Yes! One of the great advantages of hiring a wedding band is their ability to cover multiple genres - spanning classic rock and pop to jazz, soul, and contemporary hits. Take our roster of entertainment for hire as an example: from The Atlantic’s female-fronted indie favourites to The Cove Club’s soulful saxophone sounds, and Over the Threshold’s setlist of chart-toppers from the last 60 years, there truly is something for everyone.

When booking, be sure to communicate the musical styles you’re after to ensure the band can deliver exactly what you envision on your wedding day.

Live band vs. DJ: what’s the best choice for my wedding?

Deciding between a band and a DJ depends largely on the vibe you’re hoping to create. A live band brings unmatched energy and excitement, engaging your guests with their performance, while DJs offer a broader range of pre-recorded songs and tend to be more budget-friendly.

For a closer look at the pros and cons of both options, check out our blog post on the differences between live music and wedding DJs.

Can a band adapt to the space and size of my venue?

Absolutely! A top-tier band can easily adapt to fit the space available to them. Whether it’s an intimate indoor setting or a grand outdoor celebration, they’ll adjust their setup accordingly. A typical 4-piece will require around 4m x 3m of space, but this can vary depending on their setup and the venue’s layout.

Will they be too loud for my guests?

Worried about the band being too loud? Don’t be. Musicians will fine-tune their sound levels to suit your venue’s acoustics and the comfort of your guests. If you’re hosting your reception in a smaller venue or expect older guests, let them know, so that they can tailor their performance to create the best possible atmosphere.

Additionally, some venues may have noise restrictions in place, such as sound limiters, that could impact the live performance. Be sure to check with your venue and inform the band in advance. For more information on sound limiters and their potential effects on your entertainment, see our post here.

Logistics and Equipment

Will they bring everything they need?

Professional wedding bands usually bring their own sound system, microphones, lighting, amplifiers, and instruments, so you won’t need to worry about additional equipment. However, it’s essential to confirm these details when booking. Some venues may also have specific guidelines, so make sure they’re aware of what’s needed to avoid any last-minute complications.

Do wedding bands need insurance and PAT testing?

While not legally required, most will carry public liability insurance and have their equipment undergo PAT (Portable Appliance Testing). Your venue may ask for proof of this before they can perform, so it’s best to check with them ahead of time.

Will my venue incur additional travel costs?

Some bands may charge additional travel costs if your venue is far from their base. Be sure to clarify this upfront to avoid any surprise charges. In certain cases, accommodation fees may apply if the musicians need to stay overnight.

If your wedding is taking place at a remote location, it’s also important to discuss travel logistics, including any potential road closures or delays.

Picking the Right Band

How do I choose the right band for my wedding?

Choosing a wedding band comes down to finding one whose style matches your vision. Start by watching their showreel or videos of their live performances, as these offer valuable insight into their stage presence, enthusiasm, and ability to engage with the crowd. It’s also helpful to read reviews and ask for recommendations from friends or family members who have recently tied the knot.

Once you’ve narrowed down your choices, reach out to discuss your needs and expectations. This will give you a better sense of whether they’re the right fit for your big day.

What should I look for in the contract?

Take your time reviewing the terms, especially the cancellation policy, payment details, and performance specifics. Make sure the contract outlines what the band will provide, the timings, and how any changes or unforeseen circumstances will be handled. Clear terms and conditions eliminate confusion and keep everything on track.

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Final Thoughts: Your Complete Guide to Booking a Wedding Band

Booking a live band is one of the most exciting aspects of wedding planning. The atmosphere they can create through live performance is unbeatable, ensuring your special day is memorable for all of the right reasons. While booking a band requires careful planning, the effort is well worth the reward.

Consider the factors discussed in this blog, and you’ll be in a better position to make an informed decision. In the meantime, check out our comprehensive guide on the dos and don’ts when it comes to working with a wedding band.

Happy planning!