The following information is provided to assist you in your search for the perfect live musical entertainment for your event:
HOW MUCH DOES LIVE MUSIC COST
Planning a special event and coordinating all the details to make it 'just perfect' can often be a daunting task. This is especially true today, as there seems to be less and less time for planning, organizing and contracting all of the different services needed to make your affair a complete success.
As part of the planning process, a good first step is to make a list separating the absolute 'essentials' for your affair from the less important 'wish list' items. Next, prioritize this list in order of importance to the success of the function and by how far in advance each item will typically need to be booked. The more advance notice you allow yourself, the easier it will be to book the top service providers. For example, although entertainment can sometimes be booked on short notice, it is very common for many top vendors to book their services a year or more in advance. This simple list will enable you to develop a manageable plan of attack and ensure that sufficient time is allowed for the most important aspects of any occasion being planned.
Inevitably, musical entertainment will reside at or near the very top of the essentials list. It has been said that the venue gives an event its complexion and the music establishes the mood and pulse of the event. Little is as important as the musical entertainment which defines the event and provides a lasting memorable experience for your guests. Haven't we all upon occasion recalled a distant special event by hearing a particular song that was played there or heard someone comment about a 'great band' years after the fact.
For special occasions, live music adds elegance, atmosphere and creates a level of excitement which cannot be equaled. Whether the mood is intended to be soothing, peaceful, triumphant, lively, exciting, or energizing during the course of the event, live entertainers will capture and feed the emotion of the crowd delivering added energy to the event.
Once you have established the venue, date and duration for your event, use the six (6) planning steps for live musical entertainment below:
STEP 1: Determine how many musicians or groups will be required for your event
Determine how many musicians or groups will be required for your event. For many occasions, such as a birthday party or anniversary party, a single group will be needed to supply musical entertainment. For weddings and other events that have various stages, for example, a ceremony and/or cocktail hour, followed by a reception or dinner party, more than one type of entertainer may be required. It is very common to have soloists or small combo ensembles perform as the guests arrive during a ceremony or cocktail hour and enlist the services of a full band or ensemble during the reception or dinner party to provide dining and dancing music. Often, this full band or ensemble can also provide one or more of their members to performed at the other stages of the event. Of course this will depend on the instrumentation and musical selection you desire.
STEP 2: Set a budget range for live musical entertainment.
Set a budget range for live musical entertainment. Live music can be more affordable than you think and with proper planning you and you guests can enjoy the excitement and elegance of live entertainment for less than you might think. Bearing in mind that live music can really make an event extra special it is important to set aside some of the special event budget for hiring musicians. Generally, a solo performer or duet will cost between $125-$250 per hour and a string ensemble or jazz combo will run $400-$700 per hour. A full band or ensemble can cost between $1,500-$5,000 or more for a four hour event depending on the size of the group desired. Remember to take the time to discuss your needs with the bandleader, as most will be extremely helpful in working with you to provide a package which will meet you needs and stay within you allotted budget.
STEP 3: Determine the type(s) of music you feel will set the appropriate mood(s) for your occasion.
Determine the type(s) of music you feel will set the appropriate mood(s) for your special occasion. The music will definitely set the mood for your event. Therefore, it makes sense to take a few moments to think about the atmosphere you would like to create. Think about who your guests will be and how you would like them to feel at your party. As mentioned earlier, the music you select can be soothing or exciting, depending on the type of function you are hosting. Many events will start off with some soothing music while guests arrive and enjoy drinks and conversation and then move to more exciting swing, rock 'n roll or club music as the event progresses. Prepare a game plan for your event as well as list of some songs you would like to have performed before moving on to Step 4 as this information will be very helpful when interviewing potential performers.
STEP 4: Contact several entertainers to discuss your needs and make your final selection.
Contact several entertainers to discuss your needs and make your final selection. Now that you have a better idea of your needs and have established a budget range for live musical entertainment, you are ready to contact the musicians and bandleaders. This can be effectively done by utilizing an automated service, such as BookLiveMusic, to quickly and easily locate and review entertainers in your region which meet your needs and budget. Review the information provided on all entertainers that meet your search criteria and make initial contact via phone or email to let them know of your interest as well as the type of event and date you would require their services. You will find that many entertainers may already have your date booked, so you may want to send this initial contact to several of your favorites. If the entertainer is available and interested in your event, give them a call to further discuss your specific needs. Remember to describe your vision of the event and review the preliminary song list your have developed. Ask the musicians and bandleaders about their experience with similar events and for any suggestions they might have on the musical selections. Many entertainers have a great deal of experience and can provide valuable suggestions, which can help to make your event better. Ask for additional information, references and press kit with full cassette, CD or Video tape to further review their abilities or visit one of their upcoming performances to see them in action. If you then feel that the musician or group might be appropriate for your event you are ready for Step 5, to finalize arrangements.
STEP 5: Review/sign contract and provide deposit.
Review/Sign Contract and provide deposit. When you have selected the musician(s) or group(s) that meet your needs the next step is to get a signed contract and provide an initial deposit to secure the date and entertainers you want for your event. It is customary to have a signed contract and make a deposit of 10-20% to firm up the arrangements. A binding contract with the musician or bandleader should clearly indicate the responsibilities of both parties, including date, time, duration, breaks, payment and terms, and any other special conditions such as which musicians, songs, singers will be provided, will they be fed and what they will be wearing. Also, if the event is to run longer then expected, provisions can be included for additional time and costs for these services. It is important to read the contract carefully and make sure you take then time to negotiate a full and fair agreement for both parties.
STEP 6: Follow-up and reconfirm your arrangements.
Follow-up and reconfirm your arrangements. With your arrangement made, it is a good idea to follow-up with the musician or bandleader to confirm scheduling and the arrangements you have made, particularly if the event was booked many months in advance. It only takes a moment to give a call and check in with the entertainers to reconfirm for your occasion. If you have any questions or changes you would like to make these can be discussed and if needed the contract and pricing can also be modified to reflect these changes. Remember musicians and bandleaders, while at times very busy people, are business people who take pride in their work and value their professional reputation and referral business, they will make time to discuss your ideas, concerns and questions in order to make your event a complete success.
As part of the planning process, a good first step is to make a list separating the absolute 'essentials' for your affair from the less important 'wish list' items. Next, prioritize this list in order of importance to the success of the function and by how far in advance each item will typically need to be booked. The more advance notice you allow yourself, the easier it will be to book the top service providers. For example, although entertainment can sometimes be booked on short notice, it is very common for many top vendors to book their services a year or more in advance. This simple list will enable you to develop a manageable plan of attack and ensure that sufficient time is allowed for the most important aspects of any occasion being planned.
Inevitably, musical entertainment will reside at or near the very top of the essentials list. It has been said that the venue gives an event its complexion and the music establishes the mood and pulse of the event. Little is as important as the musical entertainment which defines the event and provides a lasting memorable experience for your guests. Haven't we all upon occasion recalled a distant special event by hearing a particular song that was played there or heard someone comment about a 'great band' years after the fact.
For special occasions, live music adds elegance, atmosphere and creates a level of excitement which cannot be equaled. Whether the mood is intended to be soothing, peaceful, triumphant, lively, exciting, or energizing during the course of the event, live entertainers will capture and feed the emotion of the crowd delivering added energy to the event.
Once you have established the venue, date and duration for your event, use the six (6) planning steps for live musical entertainment below:
STEP 1: Determine how many musicians or groups will be required for your event
Determine how many musicians or groups will be required for your event. For many occasions, such as a birthday party or anniversary party, a single group will be needed to supply musical entertainment. For weddings and other events that have various stages, for example, a ceremony and/or cocktail hour, followed by a reception or dinner party, more than one type of entertainer may be required. It is very common to have soloists or small combo ensembles perform as the guests arrive during a ceremony or cocktail hour and enlist the services of a full band or ensemble during the reception or dinner party to provide dining and dancing music. Often, this full band or ensemble can also provide one or more of their members to performed at the other stages of the event. Of course this will depend on the instrumentation and musical selection you desire.
STEP 2: Set a budget range for live musical entertainment.
Set a budget range for live musical entertainment. Live music can be more affordable than you think and with proper planning you and you guests can enjoy the excitement and elegance of live entertainment for less than you might think. Bearing in mind that live music can really make an event extra special it is important to set aside some of the special event budget for hiring musicians. Generally, a solo performer or duet will cost between $125-$250 per hour and a string ensemble or jazz combo will run $400-$700 per hour. A full band or ensemble can cost between $1,500-$5,000 or more for a four hour event depending on the size of the group desired. Remember to take the time to discuss your needs with the bandleader, as most will be extremely helpful in working with you to provide a package which will meet you needs and stay within you allotted budget.
| Size/Type of Group | Cost Range (US$) | Comments |
| Soloist | $ 50 - 150 per hour | Vocalist or single musician |
| Duet | $ 100 - 300 per hour | Only two in group |
| Trio | $ 150 - 450 per hour | Often Strings, Brass or Jazz |
| Quartet | $ 200 - 600 per hour | Often Strings, Brass or Jazz |
| Small Ensemble/Band | $ 300 - 800 per hour | 4-6 musicians in group |
| Large Ensemble/Band | $ 500 - 1000+ per hour | 7 or more in group |
STEP 3: Determine the type(s) of music you feel will set the appropriate mood(s) for your occasion.
Determine the type(s) of music you feel will set the appropriate mood(s) for your special occasion. The music will definitely set the mood for your event. Therefore, it makes sense to take a few moments to think about the atmosphere you would like to create. Think about who your guests will be and how you would like them to feel at your party. As mentioned earlier, the music you select can be soothing or exciting, depending on the type of function you are hosting. Many events will start off with some soothing music while guests arrive and enjoy drinks and conversation and then move to more exciting swing, rock 'n roll or club music as the event progresses. Prepare a game plan for your event as well as list of some songs you would like to have performed before moving on to Step 4 as this information will be very helpful when interviewing potential performers.
STEP 4: Contact several entertainers to discuss your needs and make your final selection.
Contact several entertainers to discuss your needs and make your final selection. Now that you have a better idea of your needs and have established a budget range for live musical entertainment, you are ready to contact the musicians and bandleaders. This can be effectively done by utilizing an automated service, such as BookLiveMusic, to quickly and easily locate and review entertainers in your region which meet your needs and budget. Review the information provided on all entertainers that meet your search criteria and make initial contact via phone or email to let them know of your interest as well as the type of event and date you would require their services. You will find that many entertainers may already have your date booked, so you may want to send this initial contact to several of your favorites. If the entertainer is available and interested in your event, give them a call to further discuss your specific needs. Remember to describe your vision of the event and review the preliminary song list your have developed. Ask the musicians and bandleaders about their experience with similar events and for any suggestions they might have on the musical selections. Many entertainers have a great deal of experience and can provide valuable suggestions, which can help to make your event better. Ask for additional information, references and press kit with full cassette, CD or Video tape to further review their abilities or visit one of their upcoming performances to see them in action. If you then feel that the musician or group might be appropriate for your event you are ready for Step 5, to finalize arrangements.
STEP 5: Review/sign contract and provide deposit.
Review/Sign Contract and provide deposit. When you have selected the musician(s) or group(s) that meet your needs the next step is to get a signed contract and provide an initial deposit to secure the date and entertainers you want for your event. It is customary to have a signed contract and make a deposit of 10-20% to firm up the arrangements. A binding contract with the musician or bandleader should clearly indicate the responsibilities of both parties, including date, time, duration, breaks, payment and terms, and any other special conditions such as which musicians, songs, singers will be provided, will they be fed and what they will be wearing. Also, if the event is to run longer then expected, provisions can be included for additional time and costs for these services. It is important to read the contract carefully and make sure you take then time to negotiate a full and fair agreement for both parties.
STEP 6: Follow-up and reconfirm your arrangements.
Follow-up and reconfirm your arrangements. With your arrangement made, it is a good idea to follow-up with the musician or bandleader to confirm scheduling and the arrangements you have made, particularly if the event was booked many months in advance. It only takes a moment to give a call and check in with the entertainers to reconfirm for your occasion. If you have any questions or changes you would like to make these can be discussed and if needed the contract and pricing can also be modified to reflect these changes. Remember musicians and bandleaders, while at times very busy people, are business people who take pride in their work and value their professional reputation and referral business, they will make time to discuss your ideas, concerns and questions in order to make your event a complete success.