Hiring Musicians - Stuff You Should Know
- Laura Benjamin
- May 25
- 4 min read
The Ultimate Guide to Hiring Musicians for your Wedding or Event
By The Midnight Fiddle Band
Booking live music for your event can turn it into an unforgettable experience, and can really be the difference between a plain old gathering and a party everyone talks about for months, nay, years to come. Of course you should book live music - not that we’re biased or anything - but before you do, there are some key things you should know in order to make it a stress free experience for everyone involved!
Think about what you want and understand what you’re booking
Before getting in touch, you should think about the vibe you’re going for, the times of day you might like live music and a rough budget for your entertainment. Knowing these things in advance will help the musicians effectively quote and plan for the entertainment of your dreams.
Once you’re ready to get in touch, make sure you understand these things during the booking procedure:
Lineup - Are you booking the full band, trio, duo, or a soloist? Clarify your setup if you’re unsure.
Set times - How long will the musicians be playing for and when will their breaks be?
Song requests - Are there specific songs you’ll want the musicians to perform? If so they’ll need to know well in advance! Musicians will often need to book rehearsal spaces if you require them to learn niche songs for your day, so they’ll need to factor any additional costs into their quote.
Equipment provided - Some lineups are not amplified, such as the string quartet, so the musicians need to understand where you’re going to be positioning them and if the provided equipment will be sufficient for what you’re looking for, or if they’ll need to bring additional equipment.
Communication is key
The more information you provide your musicians with, the better, but there are certain things they will definitely need to know as soon as possible.
Timings - provide a timeline for the event as soon as possible so that musicians can book arrival times and manage travel schedules as needed.
Sound restrictions - more and more, venues are implementing sound restrictions, which can greatly impact the services that musicians are able to provide. If your venue has mentioned any kind of limit on noise or requirements for musicians to use their in house sound systems, musicians will need to know this early on in the booking process - it may be the case that certain lineups are unsuitable for these types of venues (no matter what the venue tells you!) and your booking liaison will advise you of alternative lineups in these situations.
Access/ load in - musicians need access to the performance area to be able to efficiently load in and set up, that doesn’t require getting through crowds of people or through small gaps in tables. You should chat to your musician about your venue’s load in provisions and make sure their needs are communicated to the venue early on in the process.
Point of contact - provide your musicians with a point of contact at the venue or in your wedding planning team so that any details you may be unsure of can be discussed directly with them.
When you book with The Midnight Fiddle Band, you’ll be provided with an Entertainment Checklist so that you know exactly which information we’ll need in advance of the wedding, all in a handy checklist.
Commit to the Commitment
When you hire musicians, they’re reserving that day for you - often turning down other work. That’s why:
Cancellations should be avoided unless there are extreme circumstances
Rescheduling should be discussed as early as possible - and remember, musicians are not obligated to honour your new date and cancellation policies can fairly be applied to the original booking, so avoid rescheduling as much as possible!
If you’re running late, communicate, and then don’t expect the musicians to rush their set up and sound check to make up for delays. We always do our best to remain in flexible and understanding, but we don’t have superpowers!
(and this one is an important one!) Ensure a safe and respectful working environment.
Your musicians are professionals, and they deserve a work environment where they feel safe and respected. Remember, your party is their office, they’re sober, they are working. You should be as considerate as possible, but here are some things you can focus on:
Shelter: Hoping your musicians will perform outdoors? They’ll need to be protected from sun, rain, wind or cold. Equipment and instruments are sensitive! Remember that the ultimate decision about whether it’s appropriate for the musicians to be outdoors on the day lies with the musicians, not the staff or the coordinators at your venue. The musicians know their equipment’s limits and their decision should be respected.
Space: Make sure there’s enough room for setup, performance and movement (especially for the band) without risk of guests bumping into their equipment when dancing.
Power: Ensure safe, accessible electricity for sound equipment and avoid overloaded circuits. The Midnight Fiddle Band will always provide PAT testing certificates and our equipment is safety tested regularly - your venue should be able to provide the same.
Food/ drink: If musicians are onsite for long hours, offer refreshments or a vendor meal.
Respect: Encourage guests and staff to treat musicians courteously - no harassment, no excessive demands, no touching equipment without permission.
Understand the costs
What’s Included: Does the quote include travel, accommodation (if needed), sound equipment, or lighting?
Deposit: Most musicians require a deposit to secure the date. This is standard practice.
Final Payment: Understand when and how final payment is due (often the week of or day of the event).
Sign a contract (always)
A clear contract protects both parties and should include:
Date and location of the event
Arrival/setup time
Performance duration and break times
Payment terms and cancellation policy
Special requests (e.g. first dance, attire, volume limits)
7. After the Event: Be a Rockstar Client
Say thanks! A little appreciation goes a long way.
Leave a review if you loved them—it helps future clients and boosts the band’s credibility.
Tag them on socials if you’re posting pics or videos—they’ll love sharing the memories too!
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.
