15 Questions You Need to Ask Your Wedding Band Before Booking

Unless you're an event planner, hiring a wedding band will feel like a daunting task.

In no particular order, here are 15 questions you would do well to ask your band before signing on the dotted line.

1. How much space do you need?

You don't want to book a venue and then discover they can't accommodate the band you want. Typically, a 4-piece band will need a performance area measuring 4 metres wide by 3 metres deep, with every additional member requiring an additional metre’s width, but check this with the band.

A raised stage isn't necessary for most bands, but it's important the area is a level, hard surface, and that there’s no risk of excitable guests knocking over equipment and getting injured.

2. What line-up options can you offer?

If you love a band but your venue doesn't have enough space, or your budget won't stretch, see if the band can perform with fewer members.

For example, an 8-piece band could potentially lose two brass players and a backing vocalist, giving you a smaller and more affordable 5-piece.

Even smaller bands than this can still create a great atmosphere. If guitar-based rock and pop is your thing, you shouldn't need more than a 4-piece (or a 3-piece provided that the lead vocalist can double up on bass or guitar). These line-ups can still make a huge sound and offer an extensive repertoire.

3. How much input on song choice can we have?

Ask the band if you can send through a list of your favourite songs from their repertoire. Most bands will be happy to include as many as they can into their performance.

Just bear in mind that they may not be able to play all of your requests because they'll need to consider dynamics, pacing and transitions between songs on the day. They might also need to make changes to the set during the performance to suit the audience.

4. Can you play our first dance live?

Many wedding bands will learn your special song for no extra charge, particularly if it's something they'd want to incorporate permanently into their repertoire.

If your request isn't well-known and they'd likely be performing it as a one-off, they may need to charge a fee to cover their rehearsal time.

Make sure you tell the band as soon as possible if you have a first dance request, as bands get very busy during peak season and they need to make sure they’ve got time to learn your song requests.

5. Will you bring all your own equipment?


Your wedding band should be fully self-contained with their own sound equipment and stage lighting, to ensure they're not playing in darkness in case the venue lights are turned off – check that this is the case.

Let the band know if you're expecting more than 250 guests, as their sound systems will likely be intended for smaller audience sizes at wedding venues, rather than larger venues or outdoor events. They may need to hire in a larger sound system, or even contact an external AV company to do the sound instead.

Bands booked for evening events will likely ask for a rider, which will be listed on your booking form. This will usually consist of a basic meal for each band member, soft drinks and a place to change rooms.

Lastly, you can expect the band to ask for a stage area to the right dimensions, and access to a power supply.

6. Can I borrow your microphone for our speeches?

Bands are usually happy to let you use their equipment for speeches and announcements but it's worth a check - post Covid, some bands are funny about sharing microphones.

Of course, a microphone’s no good if the PA system isn’t set up yet, so if you’re going to ask to use a microphone, make sure it’s when the band are already on site. If you need to use the PA earlier, ask about an early arrival time, but be prepared to pay a little more for arrivals earlier than 5/6pm.

7. When will you set up?


Most bands will arrive to set up and sound-check from 5pm. If you'd like them to set up earlier than this, they may charge an additional hourly rate.

Ideally the set-up would happen in an empty room, before your guests have arrived. But there's no way around this, or you don’t want to pay an early set-up fee, don't panic: most bands should be able to set up quietly in the same room as your guests, as long as there's a side or back entrance close to the performance area, so that they're not carrying equipment past guests.

Bear in mind they'll still need 10-15 minutes to sound check (i.e. make a noise). It's best if this happens between the speeches and the first dance, when there are fewer guests in the room.

Most bands need an hour to an hour and a half to unload their equipment, set it up and do a sound-check (which means playing through a couple of songs to check the volume is right for each instrument).

8. When will you start your first set?

We recommend that bands start their first set at around sunset. Music has more impact after dark – it can be easier to get guests in the mood for dancing. A later start also allows guests' food to settle (and time for an extra couple of drinks to loosen them up).

9. How loud will you be?

If you're booking a live band for dancing, your guests might still be able to hold a conversation, but probably not without straining. Bands are always happy to turn down if you'd like them to, though a rock or pop band which is too quiet can lose its impact.

If you've got any concerns about children or elderly guests, mention this to your band to see what they can do. Or consider a band that doesn't play modern rock music. A swing, jive, or 50s rock 'n' roll band can be great for dancing, without drowning out everything else.

On the subject of volume, make sure to check whether your venue has a sound limiter installed, and to relay this information to the band.

10. How long will you play for?

The standard performance time for most wedding bands is two 60-minute sets, but performers are often happy to extend their set by half an hour or even sometimes a full hour without adding too much to the fee – as long as you give them plenty of notice.If you need something more affordable, then a DJ set after the band has finished is still a great option.

11. What happens when you aren't playing?


Ask the band how they intend to fill the gaps when they're not playing, so there are no awkward silences.

They might offer one of three options: recorded background music via your own device, a DJ service provided by the band or a professional DJ.

1) Recorded background music

Hand the band a device with a pre-prepared playlist at the start of the night for them to plug into their PA system when they're not playing. Most bands won't make an extra charge for this. Of course, you won't be able to make requests this way, and the band won't be able to "mix" or “beatmatch” them like a DJ.

2) Laptop DJ service provided by the band

Some bands offer their own DJ service. A band member is in charge of playing music from a laptop equipped with the latest virtual DJ software, and they mix songs in the same way as a normal DJ. They use a microphone for basic announcements and can take a limited number of requests for well-known songs. This is a great value alternative to a DJ, saving you space as well as money.

3) A professional DJ

A professional DJ can tailor their song selection to your guests’ moods and create smooth and skilled changes between songs, as well as choose from a much bigger selection of songs than a band. You can submit your own playlist to them in advance to make sure they play all your favourite songs. They also have more extensive lighting and effects than bands, and are experts at keeping the dancefloor full.

12. Can you offer a discount for a midweek or winter date?

If you don't ask you don't get. Most bands will be eager to find work during the long winter months, as well as Monday to Wednesdays year round, although Thursdays have become more popular in recent years

13. Can you offer acoustic background sets for my drinks reception?

There are lots of points throughout the day where live music will create a perfect atmosphere, so why not see if the musicians you've booked for your evening reception party can arrive a bit earlier.

For a small fee, a guitarist, pianist or singer could provide ceremony music in the church or acoustic sets for your drinks reception, so you don’t have to fork out for several bands during the day – or rely on a relative to man a device.

Musicians in covers bands have wide repertoires, so even if you’ve booked a rock covers band, don’t think they won’t also know some jazz and soul classics to serenade your guests.

14. What happens if I cancel?

Check the band's contract to know what happens if you cancel. Cancellation clauses exist to protect artists' livelihoods. The amount payable varies depending on the notice given and reflects the chances of them being able to re-fill the date.

If you cancel a few months before your event, you may only stand to lose your deposit. If you cancel a few weeks before your event date, you can expect the band to ask for payment equivalent to the total fee for the band.

15. What happens if a band member, or even the entire band, has to cancel?


If a band member is ill or can't attend on the day, most bands should be able to substitute the missing member with a well-rehearsed "deputy" musician. Read your band contact thoroughly and check that this is indeed the case.

If the whole band cancels, you should be entitled to a full refund of all payments made. This is where booking with an agency gives you additional guarantees - the booking will be signed with an industry standard contract protecting your payment.



If several members, or even the entire band cancels, things get more difficult. The advantage of booking via an agency is that your live music contract will effectively prevent the band from pulling out of your event in all but exceptional "force majeure" cases.

If the worst happens and inclement weather, accident or illness prevents an entire band from reaching you on the day, a good agency should be able to find a similar replacement from the hundreds of bands and musicians at their disposal, often at only a few hours notice.

Any more queries? Drop us an email at info@functioncentral.co.uk, give us a call on 0333 242 0560, or just head straight over to our wedding bands roster to start browsing.

Good luck!