The Beginner's Guide to Hiring a Wedding Band
Essential tips for finding and booking the ideal wedding band for your big day.
- By Adam Mezzatesta
- blog
- Updated: 27th August 2024
Looking for a wedding band but not sure where to start? I've spent the past decade searching for the best bands in the business - and I can assure you that it’s no easy task.
One of the first issues couples tend to have is that there seems to be an absolutely overwhelming number of bands on offer at every turn, from agencies and directories to social media - and not forgetting the friend of a friend’s cousin’s band who once supported Scouting for Girls in 2006.
The good news is that agencies like Bands For Hire have already done the hard work for you - so while you’re here, why not head over to our wedding bands section to make a start?
How Far in Advance Should I Book a Wedding Band?
Most couples book their wedding band 12-18 months in advance. Any later than this, and you risk missing the boat with your favourite band.
Having said this, there is no set timeframe. We often take bookings for weddings 2 years before the date. Whilst this may seem over-zealous to some, booking 2 years in advance means you're pretty much guaranteed to secure the band you're looking for.
If a band is popular (like all of our bands!) it's safe to say that by January, 80% of their peak summer dates will be booked up. Saturdays are, of course, the most popular date for any function band, so if you've opted for a Thursday, Friday or Sunday wedding, you can afford to leave it a little later.
Outline your must-haves
Much like buying a house, every couple will have their own wants and wishes when it comes to planning a wedding - and the evening band is no exception.
Would you prefer a rocking male vocalist, a soulful diva or perhaps a bit of both? Are you after a contemporary pop sound with all the latest and greatest chart songs or are you more 80s cheese and outrageous hairdos for the ultimate stadium rock experience? Whatever it is you’re after, you’ll find plenty to choose from.
Looking to Hire a Wedding Band?
Browse our impressive range of wedding bands based across the UK.
How do I know if a band is any good?
With wedding bands primarily performing at private events, it can be frustrating for couples to not have the opportunity to watch their prospective bands live before booking – so how do you decide?
Bands go to great lengths to showcase their talent through their promotional videos, so this is usually the best indication of their live sound. In my experience, it’s easy to tell the quality of a band from their recordings – yes, a good engineer can tune up vocals and add a little bit of magic to spruce things up, but in general, the quality of a recording usually reflects the level that the band are at… in many cases, you’ll find they sound even better live.
By using an agency such as Bands For Hire, you can have absolute confidence that every band has been chosen by professionals and meets the required standard. After all, it’s our reputation on the line!
Set an approximate budget
It’s a good idea to get a feel for the price of a wedding band before settling on your entertainment budget. You’ll no doubt come across local bands on Facebook who are willing to travel across the country for beer money and a pat on the back, but if you’re after a band that exudes quality, charisma and professionalism, you’ll need to come up with a sensible budget that will cover exactly what you’re after.
TIPAs a general rule, you might say that the average cost per musician lies somewhere between £250-£350, which amounts to anything from £750 - £1050 and above for a trio and upwards of £1000 - £1400 for a 4-piece band in their home town.
Why do prices vary so much?
As you start to browse the web and the quotes come flooding in, it soon becomes apparent that prices can vary massively, so what actually affects the price of a wedding band?
There are so many factors that come into play, but the main five differentials tend to be as follows:
- The number of band members: The more musicians in a band, the more mouths to feed.
- Travelling distance from the venue: Always start your search locally before searching further afield to get the best deal.
- Popularity of the band: The more popular the band, the higher their rates become. A professional function band is a business, and it’s only natural to increase their fees as demand increases.
- Time of the year: With peak summer Saturdays being the most popular in the year, bands will often be inundated with requests for the same dates, so some bands may alter fees to account for this, often offering more competitive rates out of season.
- Quality: Some musicians are just better than others!
What else should I take into account before budgeting?
Function bands will always quote inclusive of any travel expenses and usually come fully self-contained with PA system (sound system) and lighting. If the band need to stay over they’ll either include accommodation in their fees or outline the requirement on their quote.
One thing to note is that the band will always require parking at the venue - so if this isn’t available, you may be required to cover parking costs if specified on the contract.
What should I expect to be included in the quote?
All bands work in their own particular way, but as a guide, you can expect most bands to include the following in their quote as standard:
- 5:30pm/6pm arrival and set-up
- 2 hours of live music – either 2 x 60 or 3 x 40 minute sets
- Playlists to fill the gaps
- High quality PA system and lighting
- Midnight finish
- Travel expense
- Public Liability Insurance and PAT test certificates
Other optional add-ons may also include:
- 1am finish time
- Early arrival to set up before guests arrive
- Manned DJ sets
- Afternoon acoustic sets
Do we need to feed the band? (Yes, please)
It's a question that's been asked by many a client: Do we have to feed the band? What do we feed them, and why should we feed them? As an agency, we understand both the band's, client's, and caterers' points of view. Some bands ask for food to be provided by the client as part of their rider, while many are content with the evening buffet. So what's the etiquette?
It's generally accepted that the client provides the band with a meal prior to the gig. The caterer will be more than familiar with the situation and will often offer cheaper 'supplier' meals. After all, the band doesn't expect a fine cut of medium-rare fillet steak - a simple hot meal to keep them going is always appreciated.
Bands often leave their homes mid-afternoon, and so by the time they've finished setting up, we've got a very hungry group of musicians. The last thing a band wants at this point is to leave the venue in search of food. If I could say one last thing on the subject, it's that a well-fed musician is a happy musician, and a happy musician is exactly what you want for a great party.
Check band and venue requirements
Now that you’ve chosen your band, you’ll need to double-check they’re compatible with your venue. Does your venue have any specific sound requirements? Do they have enough space? Do they have a sound limiter, built-in sound system or indeed a license to have live music at all? There are a whole list of questions to ask your venue before making a booking and you’ll then need to run these past the band or agency before doing so.
Top 10 Questions to ask your Venue Before Hiring a Wedding Band
What’s this PLI and PAT all about?
If you’ve had quotes in already, you may have seen the term ‘PLI’ floating about, but what’s it all about?
Every self-respecting wedding band should be able to provide a Public Liability Insurance Certificate (PLI Certificate) on request; should the band then be held responsible for an accident, they’ll have the appropriate insurance to cover themselves. Some venues, especially listed buildings of historical value, may even insist that the band have a minimum level of insurance; if the band don’t already meet this requirement, there is the option to look into single-day insurance instead.
Similarly, PAT tests aren’t a legal requirement but are generally requested by venues to ensure that any equipment older than a year old is safe and acceptable to use.
Is there anything else I need to know?
You’re bound to have lots of queries specific to your wedding. Whether they be about dress code, logistical obstacles or otherwise, feel free to email a list of queries to your chosen agency, and they’ll be sure to offer answers and advice. In the meantime, you may find our FAQs page is a great place to start.
Should I book through an agency?
Booking via an agency certainly adds a layer of reassurance to the process. By picking from a hand-selected roster of wedding bands, you’ll have absolute confidence that the band will be professional, high quality and reliable. You’ll also find a well-established live music agency such as Bands For Hire to be highly responsive and organised, which always helps to smooth out the planning process.
What happens if I want to cancel the band later down the line?
If you decide to cancel your band, there will be cancellation fees. Ouch! You’ll find all bands and agencies have their own set of terms, but in short, you’ll usually lose your deposit and then have to pay a percentage of the balance, depending on how far ahead your event is in the future.
To use our contracts as an example, if cancelling within 2 months of the wedding, the band are very unlikely to secure another booking, and so the full fee would still be due. That’s why we always recommend taking out wedding insurance to cover yourselves from any unforeseen illness in the family.
