HOW TO HIRE A BAND
Once you know you've found the right band or DJ, it's time to work out the details.

TIMING Firm up your musician's arrival times and set-up requirements so there will be no technical surprises (at least an hour in advance).

Settle on the exact hours they will play, (plan on contracting for at least three hours, with a provision for playing longer), as well as how many minutes per hour will be spent on breaks and if they will require dinner.

Meet with the bandleader or DJ to discuss " continuous flow.” During the off time, individual musicians may take breaks while the remainder of the band plays on. Some bands will play pre-recorded tapes during breaks so that there is continuous music.

Equipment Include details of equipment requirements such as power outlets, staging, dance floor, speakers, etc., & any equipment that you are expected to supply. If the musicians are bringing all of their own equipment, record any extra charges.

Verify with the reception site manager whether or not the facility has any restrictions on the number of musicians and/or pieces of equipment you may bring in, and whether there are electrical power supply or noise limitations.

Introductions Do you want your DJ or bandleader to announce the wedding party and reception events? Then arm him or her with information. Write down people's names (with correct pronunciations), wedding roles, and their relationship to you (maid of honor, bride's parents, and so on). If someone else handles this task, make sure the entertainment knows their sole duty is turning out tunes.

The band or DJ will need to know how you want to handle a few key dances: your first dance, your last dance, & any of the parent dances.

Contact Info Get the name and phone, cell and pager numbers of the band manager or a key contact person. Make sure you know how to contact your band or DJ on the day of the wedding in case of an emergency or change in itinerary.

The names of the exact musicians who will play at your wedding, plus the names of acceptable substitutes should there be an emergency.

Details A list of what they will play when. Also talk about some B-list songs to play should they need to fill time.

Attire guidelines You should have a say in what the performers wear, according to your overall wedding vision.

Contract Points Inquire about deposit requirements and payment schedules.  Like other services, a 50% deposit is usually required to reserve and book a date with the balance due before, or on the day of the wedding.

Make sure to get a Cancellation/Refund policy in the contract. If something unforeseen happens to a musician who's not under contract, the couple may be without wedding music.

Discuss & include fees and overtime rates. Find out how much they charge for overtime in the event the reception runs longer than you had originally planned. Write in a clause that ensures their flexibility should you need them to play longer.

Above all, don't be afraid to ask all the questions you want answered. If you feel uncomfortable with an answer on a certain subject, don't just accept it.  Ask more questions or have them clarify their answer so that you will feel comfortable.

For more tips on achieving perfect harmony at your wedding, be sure to check out our new & improved planner in the back of this issue