The following information is provided to assist you in your search for the perfect live musical entertainment for your event:
FACTORS AFFECTING THE COST OF LIVE MUSIC
The cost of live music will vary considerable depending upon many different factors, including day of the week, time of day, time of year, geographical location of your event, amount of time required for set-up and breakdown, how long the musicians will be playing, how many musicians you plan to hire, as well as and any special requirements you have for the live musical entertainment.
Some of these factors are within your control and some you may have very little control over such as your geographical location and time of the year you are having your special event. However, it is important to have an understanding of these issues when planning and budgeting for your event. Therefore, each issue is discussed individually below.
1. Time of year
Generally speaking, spring/summer and early fall are the busiest months for many seasonal events such as parties, weddings, outdoor fundraisers and festivals. Although many non-seasonal events require live musical entertainment throughout the year including dance clubs, conventions, birthday parties, bar(bat) mitzvahs, holiday parties and corporate events, the winter months are considered the slow time by most entertainers. Obviously, if your event is held during the slow time of year you will be able to negotiate a much better deal then in the peak months.
2. Day of the week
The day of the week also has an effect on cost for live entertainment with Saturdays being the peak day, followed by Friday and Sunday. Planning your event for off peak season and day of the week can provide substantial savings on live entertainment.
3. Time of the day
The time of the day is often overlooked as a means to influence the cost of a special event. Holding your event in the morning or afternoon may have a considerable impact on live entertainment costs. Often a morning or early afternoon engagement will enable the musician or bandleader to perform in the evening that same day, which is very desirable for most entertainers. This approach can enable you to have your event on a peak day of the week, Saturday or Sunday, without having to pay premium evening prices.
4. Location
Prices for live musical entertainment can vary depending upon the geographic location of your event. The geographic location includes the area of the country where the event is taking place as well as the accessibility of the venue within the region. While most musicians work locally, many will travel almost anywhere to perform at the right price. Normally, an hour or two for travel is expected and will not cost extra, but longer trips to out-of-the-way venues will require premiums for travel and/or lodging. Most metro area performances will be comparable, while rural area might vary slightly depending on the location.
5. Length of performance
The amount of time required for the performance will have a direct effect on the cost. Normally musicians are entitled to a fifteen-minute break per each hour of performance. Lesser break periods or fill-in music during the breaks can also be arranged with the musician or bandleader. Please also keep in mind that set-up time and breakdown time will have an effect on the cost. Venues that provide equipment such as PA systems, amps, speakers, lighting or even a piano can reduce this time and help to save costs. If you feel you might need to extend the playing time for the musician or band, negotiating a fee upfront will also provide savings.
6. Size of group
Depending on the event you are planning, you may be able to adjust the number of musicians needed for your occasion. Ask the bandleader for help with this if the price is slightly higher then what you can afford. He may be able to substitute a more versatile singer in place of two singers or provide a more cost effective combo in lieu of a full ensemble.
7. Special requirements
Any special requirements you may have can affect the cost for live entertainment. These items might include, special songs you want to hear, dress code for the musicians, master of ceremonies (MC) responsibilities, etc. should be negotiated up-front and included in the contract with the musician or bandleader.
Some of these factors are within your control and some you may have very little control over such as your geographical location and time of the year you are having your special event. However, it is important to have an understanding of these issues when planning and budgeting for your event. Therefore, each issue is discussed individually below.
1. Time of year
Generally speaking, spring/summer and early fall are the busiest months for many seasonal events such as parties, weddings, outdoor fundraisers and festivals. Although many non-seasonal events require live musical entertainment throughout the year including dance clubs, conventions, birthday parties, bar(bat) mitzvahs, holiday parties and corporate events, the winter months are considered the slow time by most entertainers. Obviously, if your event is held during the slow time of year you will be able to negotiate a much better deal then in the peak months.
2. Day of the week
The day of the week also has an effect on cost for live entertainment with Saturdays being the peak day, followed by Friday and Sunday. Planning your event for off peak season and day of the week can provide substantial savings on live entertainment.
3. Time of the day
The time of the day is often overlooked as a means to influence the cost of a special event. Holding your event in the morning or afternoon may have a considerable impact on live entertainment costs. Often a morning or early afternoon engagement will enable the musician or bandleader to perform in the evening that same day, which is very desirable for most entertainers. This approach can enable you to have your event on a peak day of the week, Saturday or Sunday, without having to pay premium evening prices.
4. Location
Prices for live musical entertainment can vary depending upon the geographic location of your event. The geographic location includes the area of the country where the event is taking place as well as the accessibility of the venue within the region. While most musicians work locally, many will travel almost anywhere to perform at the right price. Normally, an hour or two for travel is expected and will not cost extra, but longer trips to out-of-the-way venues will require premiums for travel and/or lodging. Most metro area performances will be comparable, while rural area might vary slightly depending on the location.
5. Length of performance
The amount of time required for the performance will have a direct effect on the cost. Normally musicians are entitled to a fifteen-minute break per each hour of performance. Lesser break periods or fill-in music during the breaks can also be arranged with the musician or bandleader. Please also keep in mind that set-up time and breakdown time will have an effect on the cost. Venues that provide equipment such as PA systems, amps, speakers, lighting or even a piano can reduce this time and help to save costs. If you feel you might need to extend the playing time for the musician or band, negotiating a fee upfront will also provide savings.
6. Size of group
Depending on the event you are planning, you may be able to adjust the number of musicians needed for your occasion. Ask the bandleader for help with this if the price is slightly higher then what you can afford. He may be able to substitute a more versatile singer in place of two singers or provide a more cost effective combo in lieu of a full ensemble.
7. Special requirements
Any special requirements you may have can affect the cost for live entertainment. These items might include, special songs you want to hear, dress code for the musicians, master of ceremonies (MC) responsibilities, etc. should be negotiated up-front and included in the contract with the musician or bandleader.