Love Songs: How to Book a Band

Shakespeare got it right when he said, “If music be the food of love, play on.” After you walk down the aisle, there’s no better way to set the mood for your reception than a rockin’ band. Hiring a local group is a serious investment, but one that can pay huge party dividends.

“Live music usually says, something very special is happening for this occasion,” says Diane Martinson, lead singer and manager for Elevation Swing & Variety Band.

We checked with popular local bands and a longtime wedding planner to find out what you need to know for a sweet celebration. Follow these pitch-perfect tips, then dance the night away.

Set your budget: If you want a band at your reception, you’ll need to include that line item in your budget, says veteran wedding planner Rita Swanson of Premier Planning Services. DJs usually charge less than $1,000, but a band can cost $2,000 and up, depending on the style and number of musicians. For an eight- to 12-piece band, plan on at least $5,000.

Pick a genre and booking agent: : Do you and your betrothed favor country, pop, R&B, or ballads? Most wedding bands will play a variety of crowd pleasers, from Motown hits to Taylor Swift.

“We’ve run a wide spectrum, from raucous party to restrained elegance,” says Michael Kearney, saxophone player and manager for bands PopLuxe and The Sevilles, which have played high-profile weddings for families such as the Mondales, Carlsons, and Daytons. “We encourage requests, too. We want to make folks as happy as we can. The big answer to a lot of it is communication.”

Swanson recommends working with a booking agent or independent band leader to find the right type of group for your big day. Find them online or ask a professional planner, she says. Band leaders also advise asking friends and family for their favorite wedding groups.

Listen to audio samples and see the band live: Most bands offer samples and song lists online. When checking out the band, it’s important to consider your venue and acoustics, Swanson says.

“For example, if your wedding will be at the Carlson Towers, that’s all marble, so try to go see them at another place that’s all marble,” she says. “Listen to the musicianship, and how they get people to interact.”

Book your band and songs: Meet with your band at least three months prior to your wedding. Describe the demographics of your guests, and brief the band on introductions you’d like during the reception, special dances, and special instructions such as plans to show a video during one of the band’s breaks. “We like to know the events of the entire evening,” Martinson says.

Most couples book a band for four hours, which includes three 15-minute breaks. That averages out to about three hours of playing time. “Realize that bands do take breaks—that surprises some couples,” Swanson says. Give the band a song list, but allow them to write the sets, she says.

Set your start time: Schedule your band’s start time for the earliest possible dinner end-time, so there’s no lag time before dancing, Kearney says. “It’s all about forward motion,” he says. “Keep something interesting in front of your guests at all times.”

Request your first dance: If the song list doesn’t include your special tune, ask the band at that first meeting whether they’d be willing to learn it—but allow them at least a couple of months to prepare. Sometimes, a band will charge a fee for the new arrangement, Martinson says. “If it’s a deal breaker, be willing to play an iPod for that first dance,” Swanson says.