Four Things People Overlook When Booking a Live Band

So you’ve picked a band that will be perfect for your event. Most of the hard work and research is done, but most people overlook some crucial details that can derail an event very quickly. Here are 4 things you need to give thought to before you book that band.

1. Sound Equipment (aka PA) - Who is supplying the sound system? 

A sound system is the equipment such as speakers and microphones used by a band or DJ for their performance; also known as AV (Audio Visual) or PA (Public Address system). It is common for the band or DJ to supply their own PA. However, this can vary depending on the vendor and your venue. Some venues have inbuilt sound systems, but it’s best to double check with the venue about the capability of their in house system. If the band is bringing the PA, they’ll need to know the sizing of the room and how many people are expected to attend so they can bring the right amount of gear for your event. 

Will you be making announcements and having speeches during the event? If so, make sure someone is providing a speech mic. This can either be provided by the band, the venue or the audio visual team (if you’re hiring a separate team to provide sound equipment). One more consideration is if you will need a wireless mic. Generally speaking it costs slightly more to hire a wireless mic, but if your event requires you to be walking around while you talk, it’s most definitely worth it. 

2. Sound Check

The entertainment that you book will need time to set up their equipment. This could take half an hour for a small duo setup and up to 2 hours for a large band depending on the set up required. Keep in mind that the sound check will be noisy while the equipment is being tested, so make sure this won’t affect any meetings or guests in nearby rooms. Ask the band how long they need to set up and sound check to make sure it fits within your event run sheet. 

3. Lighting Equipment - Does your band stage or dance floor need lighting? 

If your event is at night or indoors without outside light, the answer is likely yes. Most bands provide a sound system, but it is less common for bands to provide lighting. Some venues have great lighting already, but if neither provide lighting, you may need to hire lighting from a 3rd party Audio Visual company. While having extra lighting isn’t essential for a performance, having the right lighting ensures everyone can be seen properly during any speeches and it even helps get the dancefloor started, no one likes to dance under bright fluorescent lights!

4. Venue Considerations

Your chosen venue can dictate what options you can have. An overlooked factor is space. Generally speaking, the bigger the space, the bigger the band can be. Having a 10 piece band in a small room can be overwhelming for guests. A soloist or DJ needs the least amount of space, roughly 2x2m would be a minimum. It’s best to check with the act to confirm if they can fit in the space you have allocated. Tip: if you’re having a seated event, consider putting any noise sensitive people on a table that’s away from the band and speakers.   

Some venues have noise and sound equipment restrictions. These restrictions can greatly reduce the performance and overall experience. Stricter venues use decibel metres to monitor loudness or a limiter, which stops the volume going over a certain level of loudness. If the volume goes over the set limit, it alerts the venue and in some cases it automatically cuts off the sound or power to the band. Some venues also prohibit certain instruments, such as a drum kit. These extreme measures aren’t common, but there are definitely venues that have these rules. It’s worth asking the venue if they have such restrictions and informing the music act that you’re hiring. Most bands are flexible and can change their set ups to fit the venue rules. 

Book the band! 

If all these things check out, it’s time to book your band! If you’re still looking for a band, head to www.ozgigs.com.au to browse promo reels of some amazing music vendors for your event.

To find a band a band in your area visit OzGIgs.com.au

This article was written by Stan Wong co-founder of OzGigs and professional guitarist in Sydney Australia with 13+ years of wedding and corporate event experience.