Tips on how to Hire a Band or Act for your Event – 3 Easy Steps

Music has a huge impact on how we feel and behave, something which brands have known for decades.

There is a reason why certain commercials pull at our heartstrings or make us feel jubilant or joyous. It’s the combination of powerful, emotional sound with perfectly paired visuals.

This is exactly the same when it comes to event entertainment.

Live entertainment marries great sound with engaging visuals, and can make an event memorable, inject fun and help pull a theme together. Whether it’s a Christmas party or maybe a seasonal product launch, corporate meeting, Convention or Wedding live entertainment is in demand.

One of the most popular forms of live entertainment for events is the band. Why? Because bands are dynamic, fun and versatile, suitable for just about every kind of event from a corporate product launch to a conference after party, weddings to gala dinners.

This mini-guide gives you all the information you need to finding and booking a band quickly and safely, and in time for your event.

Step 1: Deciding what type of entertainment you want and need

Make sure to have an idea of what you want from the get go. Are you looking for a particular style like jazz, swing, funk, Cover Band Top 40 or themed music? Most good bands can cover all styles of Music.

However, you need to know a few things before you go searching for your dream entertainment. The location, shape, size and technical specifications of your venue could impact on your final choice of band. Here are a few things to ask your venue:

  1. Is there a dedicated space for the band, and how big is it? Will it fit a 3 piece, 5 piece or maybe even a 9 piece band?
  2. Is there a changing room for the band? This gives the entertainers somewhere to get ready, and means they don’t have to hang out in the main venue before going on stage. They may also have a few hours of travelling behind them, so it’s in your and the band’s best interest that they can freshen up a bit.
  3. Does the venue have any constraints like sound limiters? A sound limiter is a device installed to control the level of sound, and the band needs to know the details of the venue’s specific sound limiter.  If outside is there any laws that you must be aware of that the music must not go past a certain time due to city or county noise ordinances.
  4. Is there a loading area so the band can quickly and easily get their gear into the venue? Is there somewhere they can park afterwards?   Will you have to pay for Valet parking if there is not another for the band to park their vehicles after load in.
  5. What level of liability insurance is required and do they need any documentation from the band? Typically at least 2 Million is fairly common.
  6. Most bands will ask for a vendor meal also

Now that you have armored yourself with lots of information it’s time to wade into the sea of entertainers and choose your preferred act. Although there are other services out there, we obviously recommend CK Entertainment Inc as the best place to look. This is because we have quality screening, replacement acts for unforeseen artist cancellations, and in addition the entire process.

Step 2: Supporting the Overall Theme of the Event

Once you have found a selection of bands within the style you want, and supporting the overall theme of the event, these are the things we recommend you do:

  1. Listen to their audio tracks. This might be obvious, but the most important thing should come first.
  2. Look at their videos. You want to make sure that they can deliver visually too. This can also be a good way of checking how they perform live. Although you can ask, actually seeing the act live can prove tricky as many function bands play at private and corporate events only.
  3. Look at their pictures. As with point no. 2, presentation is important and you want to make sure that they look the part.
  4. You can ask if you can see the band perform on an event, but do not count on this since many events are private and no a guests may be allowed or travel may be too far for you.

When you have decided on the act you want it’s time to secure them!  If you book the band directly make sure there is a contract in place as it will protect both you and the band. For agencies and platforms their T&Cs will act as the contract, so be sure to read these.

Step 3: Sit back and relax

Good news, most of the hard work is now officially over! Now you hand over the big stack of information provided to you by the venue as well as any other practical information, sit back and get ready to enjoy.

Well, most likely you will be rushing off to sort the catering, sending out invitations and enticing press to attend your product launch event, Corporate Event, Charity, Convention or a Wedding. But at least you can rest assured that the entertainment has been sorted!

 

When and Why You Need Event Insurance

  Event planners are often puzzled over whether to purchase event insurance, and if they do, exactly what they need to insure. Whether it’s an intimate cocktail party or a black-tie benefit, an indoor or outdoor event, a passive or interactive experience, some things are always out of your control. We have researched and dug… Continue Reading

8 Tips for Hiring a Professional Live Band for Your Music Entertainment and why it costs more money

  A Live band can add tremendous enjoyment and fun to any party, if chosen wisely. In addition to the live music, the crowd interaction and personal touch can be especially enjoyable. Professionalism pays great dividends – You will greatly benefit from hiring a band that is professional, easy to work with, and willing to… Continue Reading

If You Work In Events you’re in the Entertainment Business

The word conference has become so laden with negative connotations that we‘re going out of our way to avoid it. We’re awash with – fests, camps, stocks, meet-ups, and of course unconferences. Somewhere along the line ‘conference’ came to mean boring. Why? Probably because all too often no one thought that they were meant to… Continue Reading

Planning Your Corporate or Company Holiday Party

Planning Your Corporate or Company Holiday Party As the holidays approach, our minds are cluttered with the many upcoming things we have on our to-do list.  Likely included on that list are holiday gift shopping, decorating, traveling to see friends or family, celebrating at the many events you will be invited to and the numerous… Continue Reading

How to Choose the Right Entertainment for Your Event

    We all know entertainers can make or break events. Choosing the right entertainment is c-r-i-t-i-c-a-l if you want to illicit that “WOW” response from your clients and guests! Whether using an agency or hiring on your own, there are a few factors to consider when investing in and choosing appropriate and effective entertainers… Continue Reading

How to Hire a Band for your Wedding.

How to Hire a Band for your Wedding.

Research Your Musicians Popular bands may be booked as many as 12 to 18 months in advance, so begin your search as early as possible. Consider the kind of celebration you’d like to have. What are your favorite styles of music? What do you believe your guests will respond to? Would you like an affair… Continue Reading

Maximizing Your AV Budget

During these difficult economic times, meeting planners are looking for ways to maximize their budgets Maximizing Your AV Budget Since everyone, including meeting planners, is facing trying economic times, Image Audiovisuals has compiled some tips to help you maximize your meeting dollars, but still produce effective and dynamic meetings. After spending a great deal of… Continue Reading

How to Pick the Right Band for your Wedding

A wedding reception is known for two things: the food and the music. How can you pick the right band for your wedding reception? Most people plan their wedding festivities months in advance. During that time, ask around to find out the names of bands friends, family members or co-workers recommend. Check out band websites.… Continue Reading

Picking the Right Band for Your Corporate or Charity Event

How do you pick the right band for your corporate or charity event? First things first: consider your audience and their median age. A group of senior citizens is going to have a different musical taste than soccer moms or teenagers. Different genres lend themselves well to certain groups of people. For instance, hip-hop and… Continue Reading