Working with Bands as a Wedding Planner
As a wedding and event planner, we often work with various types of entertainment including bands.
Here are seven things to know about working with bands for events:
1) Stage & Location
Some bands require a specific size stage to perform on at the event. They may also request the stage be located in a specific location at the event. If the event is in a tent, it’s crucial the band area is weather-proofed. If rain or wind start blowing in, the band MUST unplug for everyone’s safety.
2) Power Requirements
With all of the equipment needed for the band to perform, there are often specific power and voltage requirements to ensure the music performance of the band runs smoothly. The band manager can usually give you the details. For outdoor events such as tent weddings, a generator is often required to accommodate the power requirements for the band.
3) Green Room
A green room is a private room or area where the band members can get ready for their performance, relax during the breaks, and leave their personal items. They may have requests for the green room location. If the event is an outdoor event, a separate tent that is temperature controlled with good lighting is often necessary to meet the needs of the performers.
4) Food and Drink
Make sure the band has non-alcoholic drinks and plenty of water for sure. Some bands may request alcoholic beverages during their performance. It is up to you and the clients to decide whether it is appropriate to provide alcohol to the band. The band’s contract should clarify their needs.
5) Setup Time
Setup time for a band requires a significant amount more time than a DJ. A 10 piece band usually needs about three hours to set up and sound check. Be sure the venue contract allows enough time for the band to get into the venue prior to guests arriving.
6) Load In and Load Out
The band will need to know when and where they can load in and load out their gear. With a hotel, you may need to get loading dock directions and information from the hotel. Some hotels require event professionals to schedule their time at the loading dock area.
7) Day-of Point of Contact
As the event planner, you want to have the cell number for the main band contact for the day of the event. If there are any issues, you can easily get in touch with the appropriate contact.
Working with bands should be fun and effortless. All major items should be outlined in the initial contract and communication should remain open and consistent in the months prior to the wedding or event. Clear terms, flexibility and open communication make it a win-win for all!
A special thank you to Julia Tobey, Party Singers Owner & Founder, for sharing her expertise with us for this article.
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