Hiring musicians for your private event is a decision you won’t regret. Live music creates an uplifting atmosphere that recorded music simply cannot match; it’s guaranteed to take your event to the next level!
And, while planning a private event can be a daunting task, booking a band doesn’t have to be! Why? Because we’ve created this useful post packed with advice to help you select the right band for your event!
The earlier you start looking for a band, the more likely you are to get your first choice. This is especially important if you’re holding an event during the height of the wedding season, or around Christmas and New Year when bands are very busy; booking early avoids disappointment!
What type of event are you planning?
The first step to ensuring you choose the right band is determining the type of event you’re hosting. Is it a formal affair? A relaxed party? A corporate event? The formality, or otherwise, of your event will play a large part in helping to narrow down your options. In other words, think about what type of music is the best fit for your theme. For example, a jazz band is probably a more appropriate choice for a formal cocktail party than, say, a rock band.
What size band do you need?
Size is an important consideration when booking a band for private events. If you’re holding a small party in a private house, you’ll probably only need a three-to-four-piece band at most – unless of course you happen to live in a mansion! Conversely, a corporate event, or large wedding with lots of guests, calls for a bigger band whose music will fill the space and get the party going.
When thinking about the size of band you need, don’t overlook the fact that they’ll need enough space to set up their equipment and move around while they’re playing. If space is limited, you may have to settle for a smaller band.
Think carefully about the budget you have for hiring a band. Generally speaking, the larger the band, the more they are likely to cost. However, a band’s popularity and reputation are also factors that affect how much you’ll pay. An experienced band with an excellent reputation is likely to be in great demand, and this will almost certainly be reflected in their pricing.
Finding a band
Once you have a good idea of the type of band you’d like, and at least an estimate of your budget, it’s time to start searching.
If you’re based in the UK or in Ireland, why not start your search right here, on Partywizz where you can hire a professional band in seconds? Simply select the date and time of your event, choose the perfect entertainer and make your booking online.
Before you start trawling the web and social media sites, ask family and friends if they can recommend a band. Any band that comes recommended by someone you know is definitely worth checking out.
Use a Booking agency
There are several advantages to using an agency when it comes to booking a band for your private event:
- They will have pre-vetted the bands who appear on their website, so you can expect high standards.
- There will be a wide range of bands for you to choose from.
- An agency can help you find a band that is a good fit for your event and taste within the constraints of your budget.
- They can save you a lot of time.
- If anything goes wrong, an agency should be able to find a replacement band at short notice.
- They will ensure you get a proper contract.
The only real downside to using an agency is the additional cost; it is definitely cheaper to book direct. So, if you’re on a tight budget, you may want to save money by doing your own research and booking directly.
Is the band right for your event?
Watch their promo video
If you have a particular band in mind, watch their promo video. This will enable you to get a feel for their stage presence as well as their music. It’s unlikely that you will be able to attend a live performance of a professional band as they will usually be performing at private events.
Reviews and testimonials
Spend some time reading the online reviews of any bands you are considering. This can be a very useful exercise; even if a band has mostly positive reviews, the negatives can highlight minor issues you may wish to discuss before deciding to book them.
Ensure that the reviews you read are up to date. Bands can change over time, so it’s essential that you read recent reviews to get an accurate idea of what the band are like currently.
Length of performance
Most bands will expect to perform either two sixty-minute sets or three forty-minute sets. However, many will be able to perform longer sets. If you have very specific requirements, you should check with the band or agency that they are able to accommodate your request.
Is there a specific song you’d like a band to play at your event? Chances are that if it’s a well-known song, the band will be able to play it. However, if the song you request isn’t in their repertoire, most will be happy to learn it for you – so long as you give them plenty of advance warning!
Take note that while some bands will offer to learn one, or possibly even two, songs as part of the package deal, others may charge extra for this service.
There are a few points you should check with your venue before you book a band:
- Does the venue allow live music?
- Do they have a sound-limiter? Many UK councils insist on these to ensure venues comply with noise legislation laws.
- What size is the stage / band area?
- Are there sufficient electrical sockets in the area set aside for your band?
- What time will the band have to stop playing?
Ready to book?
Assuming you now have a shortlist of bands, it’s time to get quotes. It’s essential that your quotes are based on the same requirements, so write down exactly what you need and give the same information to each band you contact.
Get a contract or written aggreement
A written contract is essential; it will detail everything that you and the band have agreed to and ensure there is no room for misunderstanding.
It is imperative that you read the entire contract before signing it – including the small print! Check the following carefully:
- Deposit – how much is it and when is it due?
- Balance – when must it be paid?
- What happens in the event that either party has to cancel?
- Any additional costs for things like special requests, food, travel etc – you don’t want any nasty surprises!
That’s it! Just sign on the dotted line!
That’s a wrap
We hope you’ve found this post helpful. There are lots of great bands out there; just follow our advice, and you’re sure to find one that’s perfect for your event.
At PartyWizz, we specialise in providing entertainers and party suppliers such as magicians, photographers, singers, and of course bands. We pride ourselves in only working with the best in the business. We operate in Ireland and in the UK.