Stuff you should know about hiring musicians

​

The ultimate guide to hiring musicians for your wedding or event! 

​

1. Know what you're booking

 

• Band Type & Size: Are you booking the full band, duo, or solo musician? Make sure you understand the setup you've asked for.

• Set Times: How long will the musicians be playing for? How many sets? How long are breaks? We always detail these kinds of things in your booking confirmation but it's important that you really understand all of this before you book!

• Repertoire: Is there a specific type of music you would like? Have you looked through the song list on the website and highlighted the songs that you really like as well as letting your booking liaison know if there are songs you don't want to be included.

• Custom Songs: Want a special first dance or ceremony song? Request it early so that the musicians have time to prepare.

​

2. Understand the Costs

 

• What's Included: Does the quote include travel, accommodation (if needed), sound equipment, or lighting? All of our quotes include any relevant costs and if there is travel or accommodation, it will be listed as a separate cost on your quote. You should make sure your booking liaison is aware if there is a need for any additional PA system, sound or lighting equipment for larger or more complex venues.

• Deposit: Most musicians require a deposit to secure the date. This is standard practice, and you should be sure about your booking before paying this - the deposit is often used to cover the costs associated with the booking process and may not be refundable.

• Final Payment: Understand when and how final payment is due and make note of your payment due dates.

 

3. Sign your Contract (Always)

 

A clear contract protects both parties and should include:

 

• Date, time, and location of the event

• Arrival/setup time

• Performance duration and break times

• Payment terms and cancellation policy

• Terms and conditions of the booking

• Special requests (e.g. first dance, attire, volume limits)

​

Our bookings don't go ahead without the signing of a contract, it's so important that both parties are protected in the hiring process!

 

4. Ensure a Safe & Respectful Working Environment

​

Musicians are working professionals, and when they're attending your event you should make sure they are treated as such and ensure a safe, respectful working environment for them. Remember, it's your party, but it's their office! 

 

• Shelter: Outdoor gig? Provide cover from sun, rain, or cold.

• Space: Make sure there's enough room for setup and movement, as well as enough space between the musicians and the performers to make sure that the musicians are not at risk of being hurt or having their equipment damaged.

• Power: Ensure safe, accessible electricity. We always have fully PAT tested equipment that is safe for use and you should ensure that the power source supplied to the musicians is equally safe.

• Food/Drink: Offer refreshments or a vendor meal, especially when there is nowhere close by to pick up refreshments.

• Respect: Encourage guests and staff to treat musicians courteously at all times. 

 

5. Communication is Key

 

• Share your timeline for the event as soon as possible.

• Let the musicians know who their point of contact is, and provide an emergency contact for on-the-day communication when you might be unavailable.

• Be upfront about volume restrictions, venue rules, or logistics.

 

6. Commit to the Commitment

 

• Cancellations should be avoided unless in extreme, unavoidable circumstances. Our cancellation policy will require partial or full payment depending on how close cancellation is made to the booking date. Remember - you're reserving a date and musicians are being hired for your event, meaning that they will be turning away other clients for the date you've booked. In the event of cancellation, the musicians will need to be fairly compensated.

• Rescheduling should be discussed as early as possible and musicians are under no obligation to honour the new date, so talk to them first before you make any final decisions.

• If you're running late, communicate, and don't expect musicians to be indefinitely flexible.

 

7. After the Event: Be a Rockstar Client

 

• Say thanks! Drop us a message or an email to show your appreciation.

• Leave a review. Reviews help astronomically with future bookings.

• Tag us on social media if you're posting pics or videos.

• Send us your photos. We'd love to share photos from your event on our social media channels (and we always make sure to give credit where it's necessary to your photographer). Photographers are usually happy for you to share photos with suppliers they've photographed as part of your event and we have excellent working relationships with most of the great local photographers and videographers.

 

Final Thought

 

Hiring musicians isn't just about entertainment-it's about creating a vibe your guests will remember for years. When you treat your band well, they'll bring their best energy, every time.