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How to Hire a Band for your Event

 

How to Hire a Band

By Carey Kleiman of CK Band

Booking a live band for your special event is always a great idea. Live music adds atmosphere to any gathering and can make your event the one that people talk about for years to come.

If you aren't yet sure whether or not you should hire a band for your event – try this test:  Ask yourself how many run-of-the-mill office parties you have been to.  They are all the same – you and your co-workers all put in an appearance, force a little conversation and then leave as soon as the boss looks the other way.

Is that how you want your event to go?  Of course not!  You want a fun, exciting and memorable event and that is what a live band can offer.

Hiring a band can be intimidating if you have never done so before.  It involves additional planning, not to mention expense that should be taken into consideration well in advance of the event in order to minimize any last-minute "surprises."  It helps to be as informed as possible when negotiating a price with an agent or bandleader, and it is especially important to communicate your expectations ahead of time to ensure that your event goes off without a hitch.

The Booking/Negotiation Process

Once you have found the right performer for your event it is time to begin negotiating.  Arrange a meeting with the bandleader or agent.  Meeting in person is best but emailing has the advantage of producing a written record of your correspondences – which could come in handy.  Here are a few things to keep in mind when negotiating:

Watch out for extra fees. An ethical bandleader will not try to add in additional costs, but once in a while you'll get a leader who tries to charge more than they should.  If you feel that you are being charged an unreasonable amount, you can always ask the bandleader to explain why you are being charged what you are. Get a contract. Having a legally binding document outlining terms of service is always a good idea.  The contract can contain any terms to which you both agree, but it does need to have a few key items, such as:

Your name and address and the name and address of the signatory musician
The location and time of the performance
The amount of compensation the performer will receive

Beyond that there are some terms the bandleader may insist on - such as the fact that no commercial recordings will be made of the performance without written release, etc.  Most likely the bandleader will already have a standard contract (GigMasters also offers this service to their performers).  The contract should be straightforward and easily understood though any aspect of the contract should also be up for discussion.  It is critical that you communicate your needs at the time of negotiation.  If you have a favorite song that you just HAVE to hear it will probably sound a lot better if you request it ahead of time so the band can practice.

Consider the working conditions for your band. Whenever possible make sure working conditions are discussed and put in writing in the contract.  Here are some of the things that a bandleader may ask for as part of the band's jobsite or working conditions:

Safety: Make sure the area where your engagement is to take place conforms to building codes and is safe for occupancy.

Breaks: Most bands divide the time up in 1-hour sets with 15 minutes of break-time in between, although this is usually flexible based on your event's needs.

Setup: It is best to allow at least 3 hours prior to the arrival of guests for the band to set up, however this also depends on your event and your band.

Refreshments: The bandleader may request that water pitchers or bottles be available to musicians while onstage. Even if they don't specifically request this, it's a good idea to keep your band hydrated.

Food: The band usually needs to eat something – and it's usually quite disruptive if they have to send out for pizza during their break – so it's common practice to provide meals for them. They don't have to eat at the same time as your guests but you don't want your band going hungry.

Sound System: If the band's price includes the sound system, make sure the bandleader and/or his sound engineer has a chance ahead of time to get to know the acoustic properties of the room. If the sound system is being contracted separately from the band, make sure the sound company has a chance to check out the room ahead of time. This small amount of preparation will make all the difference in the world.

On The Day of the Event

You've planned the event, hired the band, paid the deposit and signed the contract.  Now you just have to make sure the event goes smoothly.  Here are some things to keep in mind on the day of the event:

Your band will also have its own expectations - after all it is a two-way street.  As in any business transaction, the objective is to create a ‘win-win' scenario whereby you, your guests, and your hired performers can all call the evening a success. This article will focus on how best to achieve that win-win scenario. The information in this article will help make your event a dream-come-true and not a nightmare!

Tips for Planning Your Event

Consider the specifics of your event: The first thing to do when you begin planning is to decide how you would ideally like the event to flow and what role the live music should play.  Will there be dancing?  Would you like background music when dinner is served?  Will there be a cocktail hour?  Asking yourself questions like these will determine the type of band that will best suit your needs.  For example a 17-piece Swing Band will be great for a dance party but may be too loud if you are hosting an intimate dinner party.

Consider the logistics of your venue: It is important to make sure that your location fits your needs. It may seem obvious, but if you are hiring a large band, make sure the stage area is large enough to hold them all comfortably.  If the event is to be held outdoors, the stage area should be covered in case of inclement weather, as should the sound system. Make sure there is adequate power for the band's instruments and for lighting the stage.  Also consider how the band fits in with the room.  The decoration of your venue can take your event to an entirely new level and the look of the band can be a big part of that.

Hire professionals: Sure, you might be able to save some money by getting an amateur garage band, but ask yourself: isn't your event important enough to give your guests the best?  Professional musicians do this for a living! They will take your event seriously – it is their job to entertain your guests and their reputations rely on it.

Budget accordingly: Remember that most professional musicians have a Great Deal of time and money invested in their abilities and their equipment. A professional musician can have as many years of schooling as a doctor or lawyer.  Musicians usually work as independent contractors meaning they are responsible for their own health insurance, self-employment taxes, retirement plans, and other expenses that you may take for granted.  Not only does playing music on a professional level take a great amount of skill – it is also physically demanding!  All of this is to say that your hired musicians deserve to be compensated accordingly.  You would not expect a brilliant chef to cater your party for free so do not expect the same from your musicians!

The Booking/Negotiation Process

Once you have found the right performer for your event it is time to begin negotiating.  Arrange a meeting with the bandleader or agent.  Meeting in person is best but emailing has the advantage of producing a written record of your correspondences – which could come in handy.  Here are a few things to keep in mind when negotiating:

Watch out for extra fees. An ethical bandleader will not try to add in additional costs, but once in a while you'll get a leader who tries to charge more than they should.  If you feel that you are being charged an unreasonable amount, you can always ask the bandleader to explain why you are being charged what you are. Get a contract. Having a legally binding document outlining terms of service is always a good idea.  The contract can contain any terms to which you both agree, but it does need to have a few key items, such as:

Your name and address and the name and address of the signatory musician
The location and time of the performance
The amount of compensation the performer will receive

Beyond that there are some terms the bandleader may insist on - such as the fact that no commercial recordings will be made of the performance without written release, etc.  Most likely the bandleader will already have a standard contract (GigMasters also offers this service to their performers).  The contract should be straightforward and easily understood though any aspect of the contract should also be up for discussion.  It is critical that you communicate your needs at the time of negotiation.  If you have a favorite song that you just HAVE to hear it will probably sound a lot better if you request it ahead of time so the band can practice.

Consider the working conditions for your band. Whenever possible make sure working conditions are discussed and put in writing in the contract.  Here are some of the things that a bandleader may ask for as part of the band's jobsite or working conditions:

Safety: Make sure the area where your engagement is to take place conforms to building codes and is safe for occupancy.

Breaks: Most bands divide the time up in 1-hour sets with 15 minutes of break-time in between, although this is usually flexible based on your event's needs.

Setup: It is best to allow at least 3 hours prior to the arrival of guests for the band to set up, however this also depends on your event and your band.

Refreshments: The bandleader may request that water pitchers or bottles be available to musicians while onstage. Even if they don't specifically request this, it's a good idea to keep your band hydrated.

Food: The band usually needs to eat something – and it's usually quite disruptive if they have to send out for pizza during their break – so it's common practice to provide meals for them. They don't have to eat at the same time as your guests but you don't want your band going hungry.

Sound System: If the band's price includes the sound system, make sure the bandleader and/or his sound engineer has a chance ahead of time to get to know the acoustic properties of the room. If the sound system is being contracted separately from the band, make sure the sound company has a chance to check out the room ahead of time. This small amount of preparation will make all the difference in the world.

On The Day of the Event

You've planned the event, hired the band, paid the deposit and signed the contract.  Now you just have to make sure the event goes smoothly.  Here are some things to keep in mind on the day of the event:

Have the business items prepared in advance. Make the check out ahead of time to save yourself the trouble later.  If you are planning on reporting the event as a business expense make sure you have the bandleader's social security number or Tax ID number for your 1099-MISC.

Have a liaison or contact-person. Have someone available at the venue location early enough to let the band in so they can start setting up.  Make sure your bandleader has the contact-person's cell phone number in case of any problems.

Don't micromanage. Chances are you've got enough to worry about the day of the event without worrying about the band (this is why it pays to work these details out ahead of time).  Let the bandleader do his job, s/he will make sure his musicians conform to your conditions.

Expect the unexpected. Live music is unique in that it takes place in the moment. No two live performances are ever exactly alike – that is what makes it so great. Don't expect your band to sound exactly like the recording – expect them to sound better!  Encourage them to interact with the audience a little bit, let them "work the room" and personalize their show for you.  The more personable the show the more memorable it will be.

And most importantly – don't forget to have FUN!  You planned everything ahead of time so that you can relax and enjoy the moment.  So get on the dance floor and enjoy the party!

About the Author

Carey Kleiman received his Bachelors & Masters Degree in Music from the University of Miami. Over his career he has performed on woodwinds and produced with Ray Charles,

Frank Sinatra, Sammy Davis Boyz to Men, Kathy Lee Gifford, Tony Bennet, Bee Gees and served as a musical supervisor,/conductor for syndicated television Shows. In the

1990's he formed his own music production company and served as the musical &

entertainment director for the Diplomat Hotel working many of the celebrities and all of the hotel's convention clients.

.Later he formed CK Entertainment which specializes in corporate & meeting

Entertainment and music production. He has performed on clarinet with the Honolulu

Symphony, Miami Philharmonic and many recording sessions as a Conductor and

Arranger and woodwind player. He also teaches & developed online music production courses for the Music Industry Educators and the University of Minnesota.

In addition he is the Professor of Clarinet at Broward College.

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