Are you in search for entertainment for your special event? Have you ever hired a band before? So many people are in this exact situation, so we thought we’d round up the most important information that you should provide a band if you’re looking to acquire their services without any surprises.
What specific services are you looking for?
This might seem like a no brainer, but so many people just request our services without specifying the WHAT. This by far is the most important item to clarify. Do you want musicians for after dinner dancing? Or cocktail hour? Or a segue between dinner and dancing? Maybe you want someone for the ceremony as well? Simply by making sure you’re clear on the WHAT will avoid any confusion, and also allow you to compare apples to apples if you’re shopping around.
What time do you need the band?
This also seems like something you would expect, but this is the second most important item in determining your quote, and so many couples don’t provide it when inquiring. Typically bands want to be fully setup and have a sound check BEFORE your guests start arriving. This keeps things professional and allows for ample time to ensure all equipment is in functioning order, and the sound is tuned to the room. If guests arrive at 6, let us know. That typically means we’ll need to load in at 3 p.m. Also, let us know when you’d like us to start playing and when you’d like the night to end. All of these things influence the pricing you’ll be provided.
Where is the wedding taking place?
Travel distance also factors into our pricing, so knowing WHERE you’re getting married is also necessary. For example, if you were to get married in Muskoka, that’s 2 hours each way multiplied by 5 people in at least 3 or 4 vehicles. The time, and ultimately the cost of that time adds up.
Is there anything that needs to be shared with regards to the venue?
A lot of venues in the GTA require a minimum of $2 million in liability insurance for every vendor that walks through their doors. Make sure you’re aware of any of these requirements when searching for a band. While bands can buy one-off policies, most will have a policy that covers them on an ongoing basis, and most of the time that means that the band is also governed by the laws of Ontario (ie. they’re a registered business).
The other things to fully understand from the venue is what, if any, built in sound and lighting do they have? Will their system be something that the band can output to? Is it enough amplification for a band? Or just suitable for ambient music. And what about speeches/announcements? Is there a built-in sound system for this? If you need the band to provide this service, it’s in their best interest to add a few additional speakers around the periphery so as to balance the sound evenly. This will likely have a cost associated with it as well.
THE BOTTOM LINE? Provide as much information as possible. The more information the vendor has, the more accurate they’ll be when providing a price, and the easier it’ll be to compare services.