Why Choose Live Music?
Live music is not only great to listen to, but is also visually entertaining. It creates excitement, energy and fun for your guests. Your band can act as your partner and help you schedule and orchestrate special "scenes" that you will want to catch on film and video. When playing during a wedding reception, talented musicians and singers evoke emotion through an exchange with the bride, groom, family and guests. The saying goes "Timing is everything," and musicians, whose livelihood and passion is performance, have control over timing, both in the scheduling of your event and in playing the right mood for the right moment.

Finding the Right Musicians
Give yourself enough time to find the performers you want, performers who are in-sync with the kind of music you and your guests enjoy. Like other wedding professionals, the good ones get booked early, as much as a year or more in advance. Many professional musicians have their own web sites, or share space on wedding-related web sites. You can begin by setting and then searching by geographical criteria. Book early. Eight to twelve months ahead of time will give you a good chance of getting the group you want. You can book the entertainment as soon as you have set a wedding date, even if you haven't booked a venue. In the alternative, you can also ask the band to hold your date for a limited period of time.

If you book directly with the musical group, make sure that you not only speak with the Band Leader, but also get a contact person with whom you will work directly throughout the planning stages of your wedding and on your wedding day proper. You also have the option to book through a Wedding Entertainment Consultant, whose business it is to put together a wedding entertainment package. The fee for their services will be worth it especially if you haven't the time and/or energy to handle this aspect of planning your wedding. If you choose to book through a Wedding Planner, he or she should be in a position to recommend entertainment for you that he/she has had dealing with in the past. Lastly, you may wish to book directly or indirectly through your catering venue. Most caterers know and can recommend entertainers whom they have seen performed. The caterer will give you the name of a band contact person, or, with some caterers, may suggest that you book your entertainment as part of a venue's wedding package.

Once you have narrowed your list to a manageable few, check availability and then ask for a song list, keeping in mind that just because you don't see a particular song or piece of music you like, it doesn't mean that the musicians can't play that selection. Call or e-mail the leader of each group and set up a phone conference, or, preferably, a face-to-face meeting. You will want to see the musicians (or at least the band leader), in addition to hearing his/her voice.

A significant portion of your wedding budget will be spent on music, so you have every right (and should avail yourself of that right) to be satisfied in advance of hiring, that your musicians will suit your needs. Ask to hear and see the musicians during a live performance. Ask if they a video or CD. If the demo isn't really polished and professional, that doesn't say much for what the band is when it performs "live." Some wedding consultants "insists" that you see the group during a live performance, but that is becoming more and more difficult to arrange. Do keep in mind, that most bands cannot guarantee that the musicians at your event will be all those you see on their CD, video or photos. Most professional band leaders have several musicians in their group who play the same instrument. Based on their availability, the group is re-formed for each event.

You band contact should also be able and willing to provide testimonials and/or letters of recommendation from previous clients. Your contact should be comfortable giving you professional information about the members of the group, such as training, affiliations, awards and telling you when and by whom the band was formed.

You can expect professional demeanor from professionals and be assured that they will be on time, be dressed properly, play what you agree upon and play it well. Professional performers know how to handle awkward and unplanned for occurrences without getting flustered. If they are familiar with the venue, they will, in all likelihood, not need to attend the rehearsal. Professionals performers can and will be pleased to assist you in selecting your music, guiding you to make choices that, based on their experience, will work well in your venue and for your kind of wedding.

Talking About Money
A four-piece swing quartet starts at about $1000. An in-demand, professional five-piece band will charge between $2500 and $5000 (they can and can go as high as $7500 or more) for a four-five hour wedding reception. Fees vary based on a number of factors, including the quality and experience of the group, the number of musicians/vocalists, the number of hours they will perform, their need to rent additional equipment, travel distance to the wedding venue and any additional expenses the band will encounter (e.g, parking, transportation, etc.). for a few of the area's best known wedding bands.

Make certain that you are clear about the fees involved in hiring your musicians. Discuss and confirm overtime charges. Musicians require a deposit anywhere from one-third to one-half of the fee, in advance. The balance is usually payable two weeks before the event.

You should ask for written contract that includes all the details. That includes, but is not limited to the number of performers, the number of hours they will be playing, arrival and departure time, the type of instruments that will be played, the name of the MC and any other musicians mutually agreed upon, taxes and gratuities, payment schedule, term and methods of payment (.i.e., (cash, check, certified check, money order and cancellation policy.

If you find a band that you like, but their fees are too high, before you scratch them off your list, try and negotiate, but understand that professionals musicians deserve to be paid what they are worth. If you want the best, you will need to make pay for it. If you need to compromise because of budget restrictions, or because of the space you have available in your venue, look for a group that can perform with a smaller number of musicians, without sacrificing quality.

Determine the style of wedding you want and then select the music that will compliment that style. Whether you are looking for a religious atmosphere, one that is classically elegant, a modern, contemporary feeling, an ethnic flavor, a theme, or a mix and variety of style, the musical selections and the kinds of musicians and the types of instruments will be central in designing the ambiance of your special day.

Selecting Your Music
Speak to the providers of your music and let them know the style or styles of music that you and your guests prefer. Your selection of music is one of, if not the most important element that set the tone of your event. Professional musicians usually come "equipped" with extensive song lists from which you may make your selections. If you need guidance in making your selection, or would like suggestions of specific songs that are suited for particular moments, your band leader will be happy to accommodate you.

If you have specific songs that you wish to have played, discuss that in your meetings and make sure you are in agreement. It's also worth discussion whether or not you want the band to accept "audience requests." Some bridal couples do not wish requests to be honored and some bands have a policy which excludes requests from guests. Express your personal preferences about when the musicians should play and at what volume level they should perform. Professional musicians have a sense of what is appropriate, especially if they have played at the venue before. They are aware of the acoustics of a particular room. Nevertheless, your personal input is important. Some bridal couples, may for example, opt for no music during dinner. Make your wishes known in advance and, should it be necessary, at the wedding itself.

Music for Your Ceremony
Live music is a wonderful way to set the mood for your ceremony. It encourages guests to settle in and occupies them pleasantly while they wait for the bride to enter. It is advisable to discuss the type of music and instruments that your band will play with the band leader, because different types of music set different moods.

If you are being married in a church or synagogue it is always wise to check out the music policies with the music staff to avoid disappointment. Protestant churches usually allow a mixture of popular and religious music. Some Catholic clergy may ask that you avoid popular music in favor of religious selections and hymns sung at regular masses. For Jewish weddings, secular music, including the usual wedding marches, is permitted at many Reform and Conservative weddings, but Orthodox rabbis may prefer you use only traditional music. If you want your band to provide a vocalist and/or pianist at your ceremony, you may need approval from the minister and/or regular organist. If your church or synagogue has no restrictions about what music can be played, good taste should prevail.

A church ceremony, typically include a vocal soloist who performs from one to four selections. The number of songs depends on the length of the ceremony. The vocalist is usually accompanied by a musician on the piano, acoustic guitar or harp. A duo may, of course, take the place of a soloist. Keep in mind that many churches do not allow recorded music in wedding ceremonies, except that some may make an exception with a recorded accompaniment for a the vocalist.

The placement of vocal selections depends on the guidelines set by the church. If those guidelines permit, songs may be added in any one or more of the following places . . . during the seating of the mothers, candle lighting by the mothers, before the processional, preceding the vows, during the Unity Candle ceremony and during the communion.

If money is no object, a bridal couple may choose to have a song or songs custom-designed for them. There are professional composer-songwriter who, for a fee, will do that, if given enough lead time.

Of course you may choose to include instrumental music, or have it played exclusively. Some options are: the church organist or pianist, a string quartet, or a harpist. Keep in mind that whatever music you use for your ceremony, it is always better not to have any music playing while the officiant is speaking, so that your guests can hear what is being said.

The Cocktail Hour: Most bands can provide one or two musicians to perform during the ceremony and/or cocktail hour, leaving the entire band to play at the reception.
The Recessional: (exit of the bride, the bride and the groom) is traditionally elegant and stately, with a beat that is easy to walk to. Upbeat, happy music is appropriate for the "recessional," or exit of the bridal party. Make sure the musicians have a cue as to when the ceremony is over, so they know when to start the recessional music.
The Reception: If you want piano or light instrumental music performed during dinner, you will need to make arrangements for that, in advance.

Preparing a Space for the Musicians
Arrange for an area or areas where your musicians can be comfortable when they perform. Check with them for their specifications and determine whether you or they will be making the arrangements. Keep in mind that musical instruments are delicate and can be damaged by strong, direct sunlight, fog, and/or mist. Proximity to heaters, standing fans, fireplaces, open windows and doors, should also be avoided, if at all possible. A dry, level surface is ideal and open-sided tents make an excellent shelter from the elements. Electrical and sound system requirements and availability of parking is best cleared well in advance of the date of your event.

Your performers will also require a light source. If the venue will be dimly lit, let your musicians know. They will also need a source of electricity, so check on its availability and, just in case, find out if there is an alternate source of power such as a generator. If the space in which they will be playing is at all constrained (height or width), or difficult to access (steps or ramps), let the musicians know, in advance. It is best to set up a performance space that is away from guests, food, beverages and other distractions. In that way the performers will have the elbow room they need to play. Hardwood floors and sparingly decorated wall allow for the best amplification of sound, where as carpeting and acoustic tile ceilings absorb the sound and may make some amplification necessary. Speak to your wedding coordinator, Maitre D', or a member of your wedding party to bring liquid refreshments to the musicians. You may wish to set up a table for the musicians, so they can eat comfortably during their dinner break. Check with your band contact and caterer to arrange set-up and sound-check time. Make sure that the band will be able to get into the space in sufficient time before the event. Check if someone will be on-site to let them in.

Discussing the Schedule
Generally, one of the musicians is designated as the emcee. The role of MC is an important one and so it is important that he or she meet in advance with the bridal couple. The MC's responsibilities include addressing the guests in a personable, pleasant, professional way professionally, while acting as the event's "official timekeeper." The schedule of the day is decided upon, in advance of the affair, in a communication between the MC and the bridal couple. Make sure you ask about any other commitments your musicians may have on the same day as your wedding. Having a written schedule of the day's events will help to ensure that no special moment gets neglected and that the food service coordinates well with the entertainment aspect of the reception.

You will help make it easier for the band, if you provide them with information they need. If things go well for them, that will translate into a smoothly-running day for you. Provide them with the following:
1. Location and directions to the ceremony and the reception.
2. A contact name and phone number (cell phone too) at the ceremony and the reception location.
3. The name of your wedding consultant, if you are using one.
4. The time for the band to set up and the time that guests will arrive.
5. The band leader, acting as an MC, will most likely do the introductions. If so, provide the names and pronunciations of everyone in the wedding party, in order.
6. Who, what and when of the toasts. Toasts usually take place immediately after any announcements.
7. Assignments for any blessings (who, what, when) and information about any ethnic, religious or family traditions.
8. First dances and accompanying songs (bridal couple, bride with father, groom with mother, etc.) and the scheduling for when the parents, the wedding party and the rest of the guests come on the dance floor.
9. Timing of garter and bouquet toss.
10. Come to an agreement about when and how many breaks the band will take.

Most bands need about two hours before the start of your event, for setting up and getting dressing. For a four-hour wedding, the musicians typically take about 45 minutes of break time, of which half and hour is during dinner. Some bands provide dinner background music, live or on CD. Make certain that at least one member of the group is in charge of the music throughout the day and, except during your and their dinner, there should be one member of the band on stage at all times.

Stay in Touch With Your Band Contact.
As your wedding date gets closer, review the details and discuss any concerns or changes you may have.
And one last word about live music . . . Please make sure when you draw up your table plan, not to seat your older guests near the band or near the speaker system. In that way you will ensure that they can engage in conversation without being "drowned out."

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