So you’re getting married this year! How exciting!

Until now, it has probably felt so far off.  But now the reality of all the things you still have to do combined with the lack of time before the big day may feel overwhelming.

Don’t panic! Instead make a list and work through it together. If booking a wedding band is on that list (and it should be!) then check out these helpful tips that will save you time and avoid any problems at a later date.

1. Book Early!

At our last expo, we met a bride-to-be who told had a vendor tell her that if she hasn’t booked her 2017 wedding with a DJ yet, then she won’t have any music at her wedding.  While that far in advance isn’t necessary with a band, it is important to lock down your date up within 6-9 months in advance.  Bands fill their available dates with a variety of events – club dates, private parties, holiday parties, special events, corporate events, and so on.  Many of these book early, not to mention certain times of the year (September through November) are high-traffic wedding times, so if you have you heart set on a favorite group, you need to get moving on getting your date penciled in.  If they’re good enough to play your wedding, chances are, they’ll have their year mostly booked by March.

2. Style Of Band

In larger cities, there are so many good groups to choose from, so where do you even begin? Keep it simple. What kind of music do you both like? What kind of atmosphere would you like to create at the reception?  Are you having a theme? There is something for everyone, and a lot of bands can create highly adaptable set lists and theme variations.  Remember, it’s okay if your favorite group might not be the right fit for your event.  Go see them at the bachelorette party and hire a group for your wedding that fits a wide variety of needs.

3. Talk To Your Venue

Not every reception venue is suitable for every live band.  Some have multiple events going on in the same building (a conference center, for example), so there might be contractual restrictions on volume.  There might be concerns with loading in up a flight of stairs.  Communicate with your wedding coordinator and your band and let them know what you are planning and if they think it is feasible.  Working wedding bands end up in a variety of venues repeatedly, so they generally know the lay of the land.  They’ve also been asked to play in a number of configurations and situations, so they can be adaptable if something comes up.

4. Logistics

There are a few standard logistical issues you will need to check off your list prior to booking a band.  This might be a good time to include the venue in the conversation.

• Space – A 3-5 piece band will usually require a performance area of 12×20 feet, give or take. They can often be flexible and are used to performing in strange spaces, but measuring your room first and letting the band know at the time of pre-discussion will save any issues cropping up later on or even on the night.
• Equipment – the size of the room and the amount of attendees will make a difference in the amount of equipment required as well.  A large room with high ceilings will require different speakers than a smaller room with low ceilings.  The more people are there, the larger the spread of sound that they need to cover.  If there is a larger dance floor area, the band will need more lights.
• Power – Most bands can work with 2-3 standard plug sockets located close to their performance area for an average-sized venue (this could increase depending on the amount of equipment they need). They should bring all their own extension cables and so on.
• Parking – The band would certainly appreciate having a designated area close to the entrance for load in and an area to park their trailer.  If this is a conference center event, covering their parking fees would always be appreciated!
• Access – This isn’t typically a problem since most bands are very flexible, but it is good for them to be prepared with regards to where they can unload and if there are any stairs they need to go up.  If there is a service elevator available, it would be highly appreciated if you secured access in advance.  Remember, bands travel with a lot of heavy equipment, so any help in terms of access close to the performance area would be much appreciated!
• Refreshments – The band will need something to keep their energy up. Keep in mind that they will have traveled to the venue (sometimes up to 3 or 4 hours in advance), unloaded and set up a large amount of heavy equipment, put on a high-energy performance, then packed everything up and heading home. Most bands are very easy-going about food and drinks, but it wouldn’t hurt to organize available snacks or refreshments for them while they work.

5. Emergencies

It is every bride’s worst nightmare that their band doesn’t make it to the reception and they are left with no music just when everyone is getting in the mood to party.  Make sure that your band has a contingency plan in place.  Fun DMC works with a variety of back up performers who are up-to-date on their set and availability.  If a member gets hurt or sick at the last minute, we are able to fill in that spot with almost instant notice.  We have backup plans in place to overcome vehicle trouble, equipment trouble, and a number of any other situations that might come up, so we can make sure we don’t let you down, and you never have to worry about a worst-case scenario.  Fun DMC has never cancelled a show.

We hope you’ve found these tips useful. Remember, we’re a phone call or email away and are always more than happy to provide support throughout the whole reception entertainment process!