On The Day - Looking after your Band
As with any other profession, musicians and singers perform better if they are well looked after. Here are a few tips for keeping your band happy and making sure that they can give you the best performance possible:
Food and Drink
The band will have spent most of the day preparing, loading and travelling to your wedding. They will probably not have had an opportunity to eat until after their first performance break. Most bands will make it a condition of the booking that your caterers supply them with a hot meal and soft drinks in the evening. While it may be tempting to economise in this area, serving a band with stale sandwiches and a single bottle of mineral water will only result in a grumpy band with empty stomachs arriving on stage feeling much less inclined to give their best for you and your guests. There is no need to serve the band the same food as your guests but do make sure that your caterers are instructed to look after the band and make sure they have a good filling meal and plenty of soft drinks.
Rest Area
It is important to make sure that your band have a comfortable area in which to rest and change with enough seating for all members of their party. If your wedding is in a marquee and there is no indoor space available make sure that the marquee contractors are instructed to create a separate area for the band with seating and heating. A band that are expected to change and rest in a cold tent, toilet, kitchen or small bedroom will not be in a very positive mood when you need them to perform on stage.
After Booking
If there any aspects of your chosen venue that are likely to cause difficulties or complications with gaining access to the hall, it may be wise to ask the band manager to do a Site Visit of the venue. Some bands may charge for the time this incurs.
Logistics
It is a good idea to prepare your own Logistics document for the band and any other service providers involved with your wedding. This document should include:-
Venue Directions
Many wedding venues are based in remote areas that may not be shown on maps or Satellite Navigation devices. Include detailed directions to your venue and a map marking the exact location.
Timings
• Earliest time band can arrive to setup
• Time of guests arrival at venue
• Time that the wedding breakfast is due to start
• Time of any evening buffet being served
• Time of any other entertainment planned
• Time reception is due to end
Do bear in mind that few wedding run exactly to time. Guests take longer than anticipated to be seated for their meal and speeches nearly always take longer than estimated.
Contact Details
Include on your Logistics document the names and contact details for:-
• Bride and Groom
• Parents of the Bride & Groom
• The Best Man
• The Venue Manager
• The Caterer
• The Band Manager
• The Toastmaster (f booked)
• The DJ (if booked)
It is always a good idea to speak to the band manager and the venue to check over the last minute details a few days before your wedding:
First Dance
Make sure that the band knows what song you want for your first dance. If they are to play a recorded version of the song it is often a good idea to assign the Best Man with the task of handing over the CD or MP3 player to the band’s sound engineer.
Microphone for Speeches
If your venue does not have its own PA system you may need to ask if you can use one of the band’s microphone and speakers for your speeches. Check with the band manager if this is permitted and whether the band’s PA system will be available for use at that time.
Timing
Check that the band know what time they need to arrive to setup, start and end their performance.
Payment
If you have not already paid the full balance to the band, make sure that arrangements are made for someone to pay them when they arrive at the venue. Most bands will not start their performance until the final balance is paid so assign this task to the Best Man to avoid any embarrassment on the day.
Clothing
Make sure that the band are aware of the dress code for your reception. You will not want to have your guests dressed in their finest suits and ball gowns and the band dresses in scruffy jeans and T-shirts!
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