25 things to look for when booking a band

Like most things when you are planning a party whether it is your wedding day, or just a few friends for drinks and you want live music, you may never have booked a band before. So here are 25 of the most important things to consider.
 

  1. The type of music is probably the first question that should be considered because there is usually a wide selection of guests of varying ages so something that does not alienate one section of guests is advisable.

    Jazz bands go down well with all ages
     

  1. If you are in a small room then amplified electric instruments, or a brass ensemble, may be overpowering and conversely in a large marquee with interior draped fabric would swallow up a lone harpist.

    An acoustic jazz band like this one can perform in many sizes of venue from some ones front room to conference halls, but were too loud in a sports hall due to hard walls and no soft furnishings!
     

  1. A singer is fairly important for the main evening entertainment when a “show” is required. However for incidental background music a singer can become intrusive.

     Acoustic Jass doesn't have a singer but do play for concerts, dancing etc. better for the more intimate venue.
     

  1. You need to find out whether the venue has any restrictions on the type of band they have a licence for, or will allow, some venues have restrictions due to having upset the neighbours once too often, if you are planning part of your event in a public space (in a park or public gardens) you may need permission and may need to perform a risk assessment. You should not need a licence as the music is not to entertain the public for profit.

    This band once had to play inside with the windows open while the wedding party was sipping sparkling wine in the garden because no one checked whether bands were allowed to play outside! This band has lead wedding processions etc and played in public places as part of a private event, because they use no electricity there are minimal risks.
     

  1. Ask the band what sort of tunes they play or ask for a play list so that you can see they can play the sort of tunes that you want.

    This jazz band has a good tune list and clips of the music on its "Tunes" page to help the booker decide whether they are the right band
     

  1. If you want a specific tune then don’t be afraid to ask most experienced bands know more tunes than is on their current play list and given warning may even learn one specially for you.

    This band once learnt "Sweet Caroline" and an Abba Song -for different events however, they did not remain in the repertoire
     

  1. Before contacting the band, try to work out what times you want them to play for, most bands play “sets” between 45 to 60 minutes long with 15 to 30 minute breaks.

    It is difficult to give a fair quote when the times are given as between 12 and 8 pm but the band is only actually required for 2 hours in the middle.
     

  1. If there is any other down time, like if you want them to play before then after the wedding breakfast, the fee will be higher and they will probably want food and drink but not necessarily what you are having these things are usually negotiable. However when making arrangements for bands to play after the wedding breakfast and speeches then more often than not the event can be running an hour later than anticipated (due to speed of eating and length of speeches)

    This band has sometimes returned from a break (even after discussing breaks etc with the client) to play one tune and then find that a pause is required for cake cutting, they could have played through and taken their break then giving the client better value.
     

  1. Another thing that needs to be considered is if you need the band to be set up early i.e. on stage before you have the wedding breakfast, this can incur extra cost.

    Acoustic Jass does not use usually PA equipment and so can walk on and play or walk on playing if required.
     

  1. Beer stained T-shirts are all very well for a pub gig where they are probably being paid “beer money” or less so, unless this is the dress code then the band should be dressed appropriately. Most classical ensembles have evening dress, the more serious ones even sport tailcoats, any band, unless they are starting out should have a form of uniform and if they don’t there are hire shops. Don’t be afraid to discuss what they will wear after all every one else including the waiting staff will be smart.

    Acoustic Jass usually wears Striped Jackets or matching waistcoats and has Tailcoats when a formal 1920’s evening look is wanted.
     

  1. As part of getting to know the band you are going book, ask what events have they played for and, how many a year they do including how many weddings (If your booking for a wedding).

    This Jazz Band has played 80 gigs a year for the last ten years during which they've played for over 175 weddings, and  21 funerals and wakes
     

  1.  Try to find out  if  they have some suggestions to make the day run smoother.

    Keep the organisation simple, things won't run to the minute, pay the band.
     

  1. Don’t be afraid to ask about the length of time the band has been together with their current personnel. 

    Two members of Acoustic Jass have been in it for 10 years one for 6 years and one for 6 months
     

  1. Even musicians have family commitments and take holidays so, good bandleaders have a selection of regular deputies that fit in with the band; however this may mean a change in repertoire.  

    This bands repertoire is so varied the audience does not notice
     

  1. There are many “pick up” or “telephone” bands in which musicians are booked for the day, this means that the performance may not be what you were expecting.  Some people running bands take bookings and unbeknown to you pass them on, so that on the day you end up with a no name band when you wanted “Joe Bloggs and The Bloggettes". This is where personal recommendation can help.

    The presence of the fat bloke with the sousaphone tells you you've got the real Acoustic Jass
     

  1. You need to know how many are there in the band and do they have any roadies so that you know how many people to expect if overall space is cramped or if they need a changing room or you are providing food and drink for them (always welcome).

    This band is always 4 people, groupies cost extra.
     

  1. If the band needs electricity and is playing is out doors or in a marquee a special supply may be needed for them (the caterers can use a lot of power). Attention must be paid to the fact that it may need to be a “clean” supply (some instruments are sensitive to fridges etc. switching off and on).

    If you want the band to perform outside then this band being acoustic and not needing electricity means that there is less of a problem should it rain.  
     

  1. You should also ask how long they take to set up so that the area can be made available accordingly.

    This jazz band has arrived to play for a drinks reception to find the band for the evening entertainment are already setting up, and they were still setting up when they left 2 hours later. Acoustic Jass take 15 to 20 mins to set up, it will take longer if we've more time!
     

  1. Always ask for an “all inclusive” quote and whether any extra’s such as travelling or VAT will be charged.

    The author is sure that if you are arranging a wedding then you will have discovered the pitfalls of quotes and, what is included or not long before you get to talk to the band. However if you are booking through an agent Vat may be applicable to all or part of the Fee. Anyone booking this jazz band direct gets an all inclusive quote.
     

  1. Establish before hand if you may want them to play for longer and what the extra fee will be to avoid embarrassment (on both sides) on the day. This often happens when wedding speeches  run overtime, so it is useful to think about times as being the maximum possibly required, or negotiate with the band to see if they are happy for the times to be flexible.

    This band has been in situations where they have another commitment and haven't been able to stay on which is why a discussion of what is going to happen and is required of them is good at the start then contingency time can be planned in.
     

  1. Be prepared to pay a deposit and, importantly sign a contract or obtain a letter of confirmation that states when the final payment is made, most bands prefer “cash on the day”. if you do pay cash count it into an envelope beforehand so that, "on the day" it may be discreetly slid into the band leaders hand.

    Acoustic Jass has on several occasions been  met by a best man with a wad of cash to pay various people, who by that time after having fortified himself for his speech may not be thinking as clearly as usual, it has not always possible to persuade them into a quiet corner to count it, on one occasion it was like a scene from a Marx Brothers Film fortunately non of the notes had a piece of elastic tied to it.
     

  1. While on the subject of money don’t hire on cost alone, don’t think because they are the cheapest they are no good, it may local and they appreciate not travelling a long way, or they may charge a lot because there is a 3 hour break between sets. Usually fees are based in someway on the bands time away from home, however some charge a flat fee for wherever they go.

    This Jazz band has a low starting fee for our local area because they are not spending the time travelling and so get more of the day to themselves or to do another gig.
     

  1. Red tape is something that is increasingly appearing in the form of Licensing (briefly mentioned above), Insurance and health and safety.  Public liability insurance is increasingly being asked for by the venue often only at the last minute, any established band should have this, make sure that the band and all members of the band are covered, some musicians have their own as a benefit of a trade association but it is invalidated when even one member is not covered.

    Acoustic Jass carries public liability insurance that covers the band who ever the players are on the day.
     

  1. The other requirement demanded by some venues is that all electrical equipment has a valid “Portable Appliance Test” (PAT) certificate.  This means that every thing the band uses with a 13 amp plug must have a valid certificate. Note, that legally the only time a PAT certificate is required is when the equipment is supplied for employees to use, not for use by the owner, however many venues claim their insurance companies demand it of all electrical equipment. Again any established reputable band should have this.

    Acoustic Jass has Its PA Pat tested but for open air events uses a battery powered megaphone which does not require any testing.
     

  1.  And on a lighter note, I often get asked is when should they book the band? The simple answer is when they are still free, i.e as soon as possible.

    Bands have to work on a first come first served basis as one date may be booked up two years ahead and and they are turning people away, and on the following day have no enquiries at all!