Hiring a "live" band is a great way to ensure a "lively" reception that will create lasting memories you will cherish for decades. As the years pass by and you pull out the wedding album for a romantic moment by the fireplace, you will see wonderful memories that your photographer captured on film, assuming you followed my advice from the article How To Book the Perfect Variety Band?.

The following suggestions will help you maximize the value you will get from your band. You and your band can create a great reception atmosphere that runs like a well-oiled machine.

Brides often talk like they are planning the presidential inauguration when they are shopping for entertainment, yet when it comes to the needs of the entertainer, they think no more of it than if they were taking out the trash. They assume that the entertainer will control all of that. The fact is, the person booking the band is the equivalent of a concert promoter, the entity responsible for bringing major acts into town. They pay for the advertising and promotion; they rent the facility, the stage, the dressing room(s), the sound and lighting, and even some or all of the instruments. Many times the musicians don't even bring their own instruments. The concert promoter will obtain a list of sound and instrument requirements, also called "back-line", from the band manager. They will then employ a third party firm to provide the back-line, which may include drums, keyboards, amplifiers, and even guitars. My band, Mixed Company, opened for the band Chicago during a tour in the late 1990's and the only instruments that Chicago actually brought with them were the horns. I thought it important to explain how this works so wedding clients who are seeking a professional presentation will understand the behind-the-scenes details that are necessary in order for an entertainer to perform at their highest level.

While most wedding clients presume that it is the performer's job to supply all of the back-line, the truth is that the musicians would prefer to just show up and perform. But because wedding clients are not concert promoters, and thus should not be expected to have the experience to handle these details, some bands have the option of bringing their own sound and lighting system for a nominal fee. The quality of the equipment is usually in direct proportion to the band's price. The saying, "you get what you pay for" was never more appropriate than when it applies to booking a band. They may have great musicians but, due to price pressure from the wedding market, they can only afford the great musicians, so they "skimp" on sound and lighting. On the other hand, they may have a great sound and lighting system but low-quality musicians. And on yet another hand, they may have neither, and their price will prove it. Obviously the most successful combination is high-quality sound and highly-skilled musicians, but be prepared to pay for it.

Don't let your budget dictate the quality of the performance, let the quality of the performance dictate your budget. Consider this analogy: I remember when I could buy a bag of potato chips for twenty-nine cents and the bag was full. Nowadays that same bag costs fifty-nine cents and it is full of air. So at 2:00 in the morning when I stop off for a bag of chips on my way home from a "gig" I have to decide whether I will let my budget, the standard rate of fifty-nine cents, determine how many chips I get, or let my wallet (how much money I have to spend) decide. For $1.69 I can get the premium bag of chips with about the same amount of chips I was accustomed to in the twenty-nine cent days. If I have $2.00 in my wallet, then maybe I will let my wallet decide what I get, rather than my budget. I may have to forgo the Coke, but by golly I got the chips I wanted. Are you going to let your budget force you into buying a cheap bag of air, or are you going to "flex" your budget and live for the moment? In this case, the moment happens only once. Lay's will make more potato chips for next time, in case I chose the bag of air, but there is no next time for your wedding day. When it is over it goes into the history books, under one of three chapters, disastrous, mediocre, or spectacular.

On the subject of presentation, I would be terribly remiss if I did not mention staging, as in a platform from which the band can perform. This is so overlooked in the wedding market. Wedding clients all say they don't want a cheesy band, yet they will inevitably expect the band to run all of their wiring across the floor of the hotel or country club ballroom, creating an obstacle course/health hazard for the performers and an awful presentation of what might otherwise be a great band. And then they sometimes wonder why the musicians just stood there like statues while performing, rather than moving around and creating the atmosphere of excitement necessary for a great party. A great party starts on stage! But many wedding clients insist on a big dance floor and stick the musicians in a tight space surrounded by wiring that resembles a plate of spaghetti. The fact is, due to legal liability, the wiring for the sound and lighting needs to be neatly tucked away under staging and taped down in any exposed areas that are not covered by staging. If the band does not have enough space to do the job you hired them for without tripping over wiring, the big dance floor may be a moot point. And beyond the safety and legal aspect of staging, is the presentation - how a band is perceived when performing from a stage. A band on the floor, no matter how skilled, will appear as less professional. Even the "cheesy" bar bands usually perform from a stage. A band on a stage, even if lesser-skilled, appears more professional and will be taken much more seriously by your guests. But why not have both the stage and the highest caliber band and stack the deck in your favor on the biggest day of your life? A final perk the stage provides is to serve as a type of focal point that commands attention when necessary. When the master of ceremonies and/or musicians are making announcements from floor level it is often difficult for your guests to focus on who is speaking and what is being said. Announcements simply tend to be ignored, unless you have the sound turned up to "blasting level." See the photo below for an example of a typical hotel ballroom set and ready for transitioning from formal to party mode. This photo was taken at the Westin Perimiter Doubletree Concourse Hotel in Atlanta, Georgia on May 21, 2004, just before MC2K took to the stage. Note the stage in the middle, facing the length of the room, with dance floor between the stage and the tables. This represents an ideal situation, acoustically and esthetically.

Often when brides call me regarding our "flagship" band, Mixed Company, they ask, "how many songs will I get in four hours?" The answer to that question depends upon the reception schedule. A good band should be able to perform at least ten or eleven songs per "set" (a set is approximately 45 minutes of live music). This should give you between 40 and 45 songs during a four-hour reception. Most bands will take a 15 to 20-minute break between each set. The band is trying very hard to establish a momentum to the party during each of the sets. If you interrupt the band in the middle of a set to have a toast or cut the cake, you will clear the dance floor and kill the momentum of the party; not to mention the momentum of the band. A band that truly loves music will want to give you maximum music for your money.

My advice is to plan for cutting the cake during the band's first break. This would place the cake cutting between the band's first and second sets. Mixed Company usually starts the reception off with what we call "dinner" music (dinner music consists of jazz standards and soft love songs like you would expect to hear at a fine restaurant). The dinner music should begin when the first guests begin to arrive. The bride and groom will be finishing up their photo shoot during this time and will arrive later. Ideally the bride, groom, and wedding party shoot most of the pictures before the ceremony, but there are still a few shots that must be taken after the ceremony.

After the bride and groom arrive, hopefully at approximately 30-minutes into the reception, the wedding party can be announced and the customary bride and groom first dance and father/daughter dance should occur. It must be noted that proper etiquette considers it inappropriate for guests to dance before the bride and groom have danced their first dance together as a couple. Therefore this must take place prior to the band beginning the dance music portion of the reception. By the time the dances are completed, it is usually time for the band to take its first break. Have the bandleader announce the cutting of the cake before he/she leaves the stage area.

Most professional wedding reception bands will have a tape deck, CD player, or MP3 player available to play some soft music in the background while they are on their first break. When the band comes back from the first break, it should be time to begin the dance party. Mixed Company usually starts the second set off with a wide variety of musical styles ranging from great oldies and swing to party favorites. This is when a band gets to know the crowd and establish some guidelines regarding what songs should be played later.

Toasts can take place immediately after the cake cutting or during the band's second break (between the second and third sets). Again, allowing the band to continue to build the momentum of the party and raise each set to another level of intensity.

A good time to have the bouquet toss, garter toss, etc. is during the band's third and final break. The band will come back and keep the crowd dancing while the bride and groom make their plans for the big getaway.

Most bands arrive two to even four hours early to unload and set up their sound and lighting system, if they are supplying the sound and lighting. I should point out that bands in the wedding and special event market are usually a tremendous value because of the fact that they can supply their own sound. Most would prefer not to have to leave the lake or their kid's ball game to go early and set up sound and lighting equipment. The fact is, if you the client were to rent a sound system equivalent to what a professional band brings at no additional charge you would find out that you are practically renting the band's sound system and getting the musicians for free. Anyway, back to the point. After the band is set in place they will usually perform a sound-check. Believe it or not, some bands just throw up a couple of speakers on poles, blow in the mics and walk away. But a professional band will be concerned about "the mix" in relation to the acoustic profile of the venue. After sound-check, the band has just enough time to change into their costumes. I don't like to take the risk of having members of the band leave the reception facility to go find something to eat, yet they may have already been at the venue for 3 or 4 hours and it is likely nearing dinner time when sound-check process is completed. But musicians cannot be replaced on a moment's notice, should the unthinkable occur while they are out "grabbing a bite." Any number of things could go wrong and cause them to be late returning; even with the best of intentions.

If you will make arrangements to allow the band to go through the buffet during their first break, they will be most appreciative and you will avoid the risk of someone getting lost, having an accident, or for any reason showing up late to begin the reception music, because they went to the "BurgerDoodle." If there is no buffet, you might plan to provide a Deli-tray in a break room or in the dressing room. Some clients even set a table next to the stage for the band members and serve them as they would any other guest. You wanna talk about getting the most from a band? Treat them as you would prefer to be treated. They will go the extra mile for you.

Many caterers will provide complimentary meals for the band and other professionals, but you must make prior arrangements. The best advice I can give is to count your wedding professionals in your guest list. You will almost always have more food prepared than you need and you will most likely have at least 5 to 10 percent "no-shows." If you don't plan ahead in this way, some caterers will try to charge you extra for your band members, photographer, videographer, coordinator, etc. This is such an unprofessional practice since there will be food thrown away at the end but I am seeing more and more of a trend by opportunistic caterers taking advantage of wedding clients this way. NOTE: Many wedding clients settle for a disc jockey or a cheap band, thinking they cannot afford a great band, yet it is common to see the money that could have booked a great band thrown in the trash, in the form of uneaten food. This can be due to "no-shows" or simply that the reception was boring and many guests left early. Just stand your ground and remind the caterer that your wedding professionals are to be treated as guests. After all, they are creating and capturing to film the most cherished moments at your reception.

Most professional musicians will not drink alcoholic beverages during the reception, but having a pitcher of water and/or some soft drinks for the band members will no doubt buy you plenty of points. Musicians will play and sing better when they are treated with respect, regardless of how "professional" they may be. We in Mixed Company have actually had brides offer to set a table for the band along with the other guests, usually near the stage area. And of course, we try to do an even better job for thoughtful brides like that. Musicians are very emotional creatures. That is how they create.

Believe me, as a bandleader, when I send out the itinerary to my musicians explaining the details of the event, and they see that they will be treated with respect (i.e. the bride making arrangements for food and refreshments), they are emotionally charged for the event. They might even practice before they arrive. Ha! Ha!

Have your caterer set a table near the performance area for wedding professionals. This includes your band, photographer, videographer, coordinator, etc. If they have a place to "hang out" while on breaks, they will be more likely to stay in the room during breaks. This way, if you need something or someone needs to make an announcement, you will have access to your wedding professionals to assist you with running the microphone or snapping a photo, etc. Also, be sure to check with your bandleader to find out their needs regarding arrival time, performance space, electrical power, parking space, dressing rooms, etc. so they can serve you better. Communicate this information clearly to the venue personnel. Many bands include this information in their contract so you can simply send a copy of the contract to your venue contact person. This very important task will help your band stay on schedule and start your reception on time without having to eliminate an important preparation like sound-check (adjusting their sound system to your room). Sound-check is the last thing a band can do. Everything must be placed and wired first. So if the venue does not allow the band full access to the performance area during the prescribed time slot, the sound-check will usually be the first thing to be cut short if pushed for time. By not properly adjusting the sound to match the acoustic profile of the venue an otherwise high-quality band may come across like amateurs.

Some clients reason that they did not hire a famous band so why are all these details important? I would submit to you that all professional entertainers have the same needs, to varying degrees, and whether or not they are met is a huge determining factor in the overall quality of the performance. The fact is, a "famous" entertainer will not perform if the details of their contract are not completely adhered to. Consider this: You may think it unreasonable for a "wedding band" to demand a dressing room. Why can't they just change into their performance attire in a public restroom? Well, how would you feel if you were standing in your underwear in a public restroom with the very audience that you are about to perform for walking in on you? Not only is it degrading for the performer, but it is a "tacky" way for your guests to get to know the band. Many of the bands in the wedding market create their own troubles, and jeopardize your event, by being "too flexible" with regard to important details. If you communicate with the bandleader and make sure that the details are covered in the planning stages, by the end of your reception, your guests will be thinking that you did hire someone famous, but they must have been listening to the wrong radio station and missed hearing them.

Most professional-level bands will require the purchaser/concert promoter to secure parking spaces very near the performance venue. One reason for this requirement is that the trailer or van that carries the sound and lighting equipment needs to be kept in close proximity to the venue in case an equipment failure should occur and backup components are needed. This can be anything from a simple microphone cable to a light bulb or even a power amplifier that runs the main speakers. Even the highest quality equipment money can buy will at some point give in to the rigorous beating of travel, handling, and electrical surges. In order to minimize downtime for your event, be sure to secure a parking space for the equipment vehicle that is as close to the venue as possible.

Secondly, reputable bands who are in the market for the "long-haul" will resist having performers park blocks away from a venue in consideration of their safety at the end of an engagement as they make their way to their vehicle at all hours of the night. A bandleader worth a grain of salt will not place his/her performers, especially females, in a predicament where they might fall prey to muggers, rapists, or worse as they make their way to their vehicle parked blocks away from the performance venue at 1:00 or 2:00 in the morning. Most wedding clients want to feel comfortable that the band they book is the actual band they get with no substitutions. If a bandleader willingly places his/her performers at risk of being mugged or worse for your event, he/she may also have done it for another event prior to yours. What if one of the main vocalists falls prey to foul play and the unthinkable happens. Just because the bandleader relaxed his rule one time you may not have the opportunity to hear the band the exact way they sounded when you booked them.

I recall an event in downtown Atlanta, Georgia years ago at the Hyatt Regency Hotel. The client had not secured sufficient parking for the performers at the venue so we had to decide whether to enforce our contract and leave the engagement or be "troopers" and risk parking down the block in a parking deck. Since we have never canceled an event, and did not want to start, we chose to risk parking down the block. I was leaving the Hyatt Regency Hotel at around 1:30 a.m. after having loaded up the equipment trailer. I was walking down the block to the parking deck when a suspicious looking character yelled at me from across the street. I started walking fast and pretended not to hear him, but he kept making his way toward me across the 4-lane street. I narrowly escaped by jumping in my car as he clawed at my window demanding that I roll it down. I assume that he was armed only with a knife since he did not pull a gun and shoot through my window. I nearly ran him over as I fled the scene. I guarantee you that no event is worth the risk of mugging, assault, or loss of life to a performer due to parking inadequacies, and especially at the discounted rates often extended to wedding clients.

It would be terrible to have the memory of your big day clouded by the knowledge that a performer was robbed, or worse, as they left your reception. And what if your reception was cut short because a performer went to the equipment van to get a replacement bulb for the lights and met with foul play? Do your event a big favor and help the performers do their job safely.

I hope you have found this article helpful. Please feel free to contact me if you have a question I have not covered in one of these articles. I make this advice available for no charge, as I endeavor to raise the bar of excellence with regard to wedding entertainment.

Doug McAlexander - Arsis Productions

E-mail: arsisproductions@gmail.com

Links to other related articles:

Do you like this Web site? Why not tell a friend about it?

Contact Us