How Can I Arrange for a Live Band to Perform at My Company Event?
Here are 5 tried-and-true ways to host live music at your next event or party.
Here are some pointers and suggestions for live band entertainment to help you kick off the preparation of your next business event or party.
How can I choose the size of the band?
Engage a Jazz Artist If you’re not sure what size band to get, here are some general guidelines: However, you should merely utilize this as a guide. Depending on your guest count, you have the option to select the band size. As a reference, here is this:
With less than fifty guests, a duo or small band will do; with between fifty and one hundred fifty, a trio or small orchestra will do; and with two hundred fifty or more, a five- to twelve-piece band or even a seventeen-piece big band will do.
The total room size and the dimensions of the stage or performance space are two further variables that could affect the band size. With that in mind, a stage that is 5 meters wide and 4 meters deep should have more than enough room for a 5-piece band. On a stage that is 2 meters by 2 meters, a soloist or pair would have little trouble fitting. If you are planning to hire a dance band, make sure you factor in enough room for a dance floor.
When deciding on the size of the band, your budget should be the third and last factor to consider. The popularity, professionalism, and performing ability of a band might affect the price. The typical range for a five-piece band in the eastern seaboard capital of Australia is $2700 to $4200. A public address system (also called an audio production) and a lighting show may cost more than this, although some include the cost.
The second step is to decide on the band’s musical style. Word Map
One of the reasons you would hire a certain band is because of their playlist. Before you check out their music videos or playlists, you should determine what kind of music you want played at your business event.
A wide variety of bands exist. They play a wide variety of music from several decades, including the 1940s, 1950s, 1960s, 1970s, 1980s, 1990s, 2000s, and even the newest dance tracks. Some bands focus on performing specific musical genres, such as jazz, Latin, or world music.
I was wondering if the business function had a theme. Would music be able to bolster that theme and help your guests remember it?
How familiar are you with your visitors? If your company’s employees are the guests, you could have a clue. In that instance, you will be aware of the demographics, including the ages and interests of the group. What kind of music do they typically enjoy? to dance? If you aren’t sure what kind of music your clients or associates would enjoy, it could be best to hire a band that performs a variety of styles.
During an event, seasoned bands can “read” the crowd and adjust their music performance appropriately. If that’s the case, then all you have to do is:
Instruct a professional band to “read the crowd on the night” after you’ve booked them. (with reference to the intended musical genre)
3. In what kind of venue can a live band best perform?
Bookings for International bands The location and type of the performance space can change from one event to another. An ideal setting for a band would be a stage. In a perfect world… Again, this is all dependent on the location and your budget; if there isn’t already one there, you’ll have to figure out how to pay for the rental of one.
A 5-piece band, as previously stated, would do well on a stage that is 5-meters broad and 4-meters deep. For soloists or duos, please reserve a 2 x 2 meter stage.
The heights of the hired stages can vary. You need at least 300 mm of stage height. Stages with heights of 450 mm, 600 mm, or more are considered taller.
4. Schedules, performance sets, and running sheets for bands
sheet music for bands In order to pull this off properly, you must first compile a comprehensive inventory of all the event necessities. The most basic order of business is appetizer, main course, dessert, and beverages before supper. After that, you should include a welcoming speech, the keynote speaker, the primary presentation(s), and maybe a closing address. Do you have any plans to raise money, such as holding an auction or a raffle?
The exciting part begins now: will there be a stage spectacle to kick things off? Tabletop and foyer performances by roaming entertainers are always a hit. You may have scheduled a highlight stage performance to amuse guests after dinner, and the band has three 45-minute sets that must be carefully scheduled.
Now that we have everything we need, we can arrange it in a way that will make the event go off without a hitch. It is recommended to utilize a spreadsheet or paper.
FIRST STEP—Begin by adding the following elements to your running sheet:
Schedule for when guests are expected to arrive
Schedule for guests to sit or when do doors open for a stand-up event?
Show stopper
Now enter the appetizer, main course, dessert, and drinks to start, and then estimate how long it might take. Think about how many people will be attending and how long it will take the venue to serve them all. For example, the entree could be 25 minutes long. The basic outline of the evening’s activities can be created once you’ve decided on the dinner courses, start and end times, and attendees.
After that, you may incorporate the rest of your list and the entertainment venues, such as the band performances, into it. No problem! It’s finished. Unless you know this one little but crucial secret…
A PRO TIP: When creating or designing a running sheet, it’s important to be precise and realistic about how much time you’ll need to complete each task. Make sure you provide enough time to comfortably complete the project without going over budget.
5. Audiovisual equipment rental, band hospitality riders, and needs
The terms and conditions of a band’s booking could include certain necessities. If the band’s performance is scheduled for three hours or more, it is customary to serve them a hot lunch. The majority of venues can arrange for the band to have staff meals, but some of the more high-profile bands are accustomed to having clients provide them with a complete guest supper. Because of the outsized influence that bands may have on an event’s success, live entertainment is often a steal when compared to other service providers. The majority of bands will be grateful if you provide them with a full dinner as a guest, and you’ll benefit from their increased enthusiasm and “vibe” when they perform. If you treat artists and performers with respect and generosity, they will return the favor. This is not an urban legend.
If musicians are offered food, they would expect a table with silverware and condiments. Make sure the band always has a designated table. The band’s recommendation or your requests will determine whether the table is arranged in the band dressing room or in the room next to the stage with the other guests.
The band will require a liaison to coordinate communication regarding their set times if you decide to seat them in a dressing room. The band is in a different room, but you’re way ahead of schedule. The MC then announces that the band will be starting their next dance performance. Since it was earlier, no one has notified the band, but the MC may perform it because it was next on the running sheet. In any case, outstanding bands have fantastic band leaders that are in continual contact with event organizers to acquire timely updates on event schedules. It is always possible to avoid these landmines in this situation.
As an integral aspect of their contract, celebrity bands will include a hospitality rider. Typically, it will consist of:
The timing of the food service in relation to their performance time;
The exact amount of food needed, including for the workers, a detailed list of all alcoholic beverages;
Additional necessities such as a hair dryer, a coat rack (for costumes), towels, and a dressing room with a full-length mirror;
The number of dressing rooms that have table placements
Extra Hint: Can the price of booking a band discussed?
Tips for haggling over band costs To put it simply, absolutely! But the band has complete control over that. A band’s pricing might be up for discussion in the following situations:
You have waited until the last minute to hire a band, yet your big day is still less than a month away. Since you have already hired this band in the past, they may be willing to take a tiny cut rather than go unpaid. Bands often have the option of accepting repeat bookings at the same price as the previous year, rather than paying an annual price hike.
Most bands don’t perform on weeknights, so your event will likely be ‘off peak.’ Another option is to just ask for their best price and see what they come up with. A popular band that has a lot of bookings probably won’t give you much of a discount. They can propose enhancing the reservations’ value instead of offering a price cut. Extending the performance duration, offering MC services at a discounted charge, or supplying supplementary lighting or microphones for speeches are all examples of such services.
Warning: Don’t be cheap if you want to hire a good band. One of the event’s most memorable aspects—and maybe the most talked-about aspect overall—will be the band. For what reason do you settle for less than you want while bargaining for a few dollars?
Bonus Tip: I’m not sure whether to utilize a booking agency or hire the band directly.
agencies that book bands Nowadays, bands go above and beyond to ensure their fans have a great time when they are listening to their music. Certain bands actually prefer to take reservations directly. Yes, you should book the band directly if you come across one that fits your needs and feel comfortable doing so.
Even when they’re fantastic live, some bands exclusively deal with booking brokers because they hate dealing with customers directly. Whatever the case may be, the majority of band booking agencies offer trustworthy, cordial, and easily accessible customer support that is available during regular business hours. Not all artists are accessible to chat with at your convenience because they also teach.
Many bands rely on booking agents for a consistent stream of gigs; thus, it stands to reason that musicians would go to great lengths to earn their favor. Your event benefits from the band’s passion, energy, and effort, which is a clear win for you, the customer.
You may rest easy knowing that an agent can swiftly replace a band in the event of an emergency
If you have events on a yearly basis, like a staff Christmas party or an end-of-financial-year party, it’s convenient to work with a dependable booking agency. They’ll learPlus, you only have to deal n your event’s specifics, your demands, and your budget, so they can recommend a range of bands that will keep your events rocking. with one person instead of multiple. It might be worth it to engage an entertainment agency only for that.
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