If you’ve never booked live musicians before — and even if you have — there are many questions that you’ll need to ask (and many you may not think to) in order to have the engagement run as smoothly as possible. Here, we provide a list of our most frequently asked questions to give you an idea of what to ask and expect when booking music for your next corporate event, wedding, or party.

Booking Music and Bands

How do I create a booking?

The first step to booking a band or musicians you like for your event will be to contact them, confirm availability, and provide the details of your engagement time and location. We then mutually sign a contract containing full terms and conditions, and there will usually be a deposit amount required up front. Pro-tip: Always reconnect a couple of weeks before the event to confirm details and arrangements — this is helpful and good practice for both parties!

What is price dependent on?

A band or musician’s pricing is contingent on a several key things:

  • Date (day of the week, seasonality, etc.)
  • Lead-time on booking (is this a last-minute request?)
  • Location (especially if travel or special logistics are required)
  • Travel costs and expenses
  • Number of musicians booked
  • Special requests for instrumentation
  • What equipment is to be provided (e.g. a sound system, if the venue does not provide one)

How does tipping work?

Check out our post on Etiquette for Tipping Musicians.

What happens when if the band or member can’t make the event?

In the case that an individual band member isn’t able to attend and perform on the day of the event, the band leader calls upon a suitable substitute. All bands should have a handful of backup musicians for these instances, and our goal is to never miss a stride, making sure the audience receives top-notch music no matter what. Butler Music does not book events we personally cannot perform ourselves — Karen or Tom (or both!) will always be at the performance.

 

Before the Performance

Will the band provide their own sound equipment and PA system?

Generally, all bands are able to be self contained and provide suitable sound equipment. However, if the venue already provides it, this may be reflected in the band’s price for reduced setup time and logistics. Always check with your venue to know your options!

Should we provide a raised stage?

Raised stages are a nice-to-have to enhance a performance, but not a requirement.

What time do musicians typically arrive?

Bands should arrive one to two two hours before “downbeat” (when they are scheduled to start playing) in order to set up, sound check, and maybe grab a bite to eat. This varies based on the type of event, extent of setup, and complexity of the venue. For wedding receptions, this means they’re set up and ready before cocktail hour ends. For other functions like corporate parties and charity events, this means they’re ready to play as soon as guests start arriving. Should you need the musicians to set up earlier in the day, be sure to let your primary contact know well in advance, and know it may require an additional fee.

How long does the band need for setup?

The time it takes to set up is contingent upon number of musicians and the sound system used, primarily, but can most often be done in about an hour.

Does the band require food and refreshments?

Depending on the time frame of the event, it’s common to provide musicians with a meal at the venue and free soft drinks — usually after setup is complete. This is something we include in our contracts for good measure.

How long will the band play for?

While each band or musician will have a few different options based on the total length and schedule of your event, you can usually expect most to offer sets in increments of 45 to 60 minutes with 15- to 20-minute breaks between each set.

Do musicians ever learn specific songs to be played at weddings or events?

Often times, the band may learn one or two special songs, free of charge, for the first dance or theme of the party, but always be prepared to at least provide the sheet music for them and give them a few months notice. This might not always be the case, so you’ll definitely want to inform them of your song request prior to booking, if it’s a must-have.

May we pre-select what’s on the set list?

While most bands will cater their set list on the fly to suit the audience’s mood, you’re welcome to send a list of your preferred songs from their repertoire for them to try to include in their set.

During the Performance

Does the band play background music before and between sets?

It’s customary for music groups to provide means for music to play through the PA system while they’re on break. Should you have specific songs in mind for these interludes, we always welcome a pre-set playlist, or are always happy to share our own.

What will the musicians wear?

You can expect your musicians to dress smart in all black, suits, or dress shirt and slacks by default. However, if you’ve booked a band with a particular image (like our Tropical Jazz ensemble, USO Band, or Mediterranean Trio), then you can expect them to appear in similar style to promo materials. Prefer a tuxedo for a black-tie event, or have a specific theme to your party? Just let us know, and we’re happy to fit your needs!

 

What if the event goes longer than expected?

We prefer to prepare for this scenario by outlining an overtime cost and protocol in the contract, and keeping the musicians in the loop throughout the event on expected timing delays or prolongation. This way, your musicians are either in proper position to keep playing for the added time, or know to quietly end their set and transition to your recorded background music setup.

 

Have More Questions?

We’ve got answers. Contact us for more information about booking music for your upcoming event!