Music sets the tone for any event. For sophisticated elegance, the harp or a string quartet set the tone. For a dance and party atmosphere, a band that performs the favorite songs of all your guests gets the party going. For most events, the chances that some sort of music will be involved is high. That’s why it pays to know what to look for and what basic procedures to follow to ensure a happy, toe-tapping crowd.
INFORMATION THE ACT NEEDS TO KNOW
When scheduling the act, the musicians will need to know quite a few things before their arrival to ensure that they come totally prepared. Here is a list of eight pertinent areas to inform them of before they agree to the event:
1. What are the demographics of the guests (age, gender, families, singles, couples, etc.)?
2. Is the event outdoors or indoors?
3. How long will they be performing?
4. How large is the event?
5. Will the sound/music need amplification? If so, will a sound system be provided?
6. What music is desired? Examples: A stage show? Background music during a reception? Music for a party or dance?
7. If other acts/performers are involved, in what capacity?
8. How close is the desired location to parking or a loading zone? Is there a long distance to carry any equipment?
SOUND CHECK
Anytime you’re booking musical entertainment for an event, ALWAYS be there for the sound check. This is your opportunity to make necessary adjustments. You want to make sure that the music isn’t too loud and that they’re not playing anything that is inappropriate for your group. The last thing you want is for the band to open your elegant cocktail reception with “Free Bird,” while your client and guests all sit in stunned silence in their suits and cocktail dresses. Your last chance to eliminate that possibility is at the sound check. There, you can go over everything with the band and tell them which sound levels are required for the event. That includes music during the dinner, as well as the party after dinner. If the event is a dance party, then the music will be the star of the show for the duration of the night. But in most cases, the volume required will vary throughout the event as the evening progresses. At the sound check, you can make sure that everyone’s on the same page. The sound check also allows you the opportunity to ensure that you have the right amount of power. If the band starts playing and the breakers pop, you’d much rather have that happen during a sound check and not during the actual event.
SCHEDULE A MEET AND GREET
Whenever you book a name act, always try to arrange a meet and greet. Your VIPs or a limited number of people can then go to the green room and mingle with the performers for pictures and autographs. That’s always a great benefit that you should try to negotiate on the front end. It will not happen if you do not prearrange it in the contract. The client is always greatly appreciative when he or she gets the opportunity to go backstage and hang out with the band for a little bit.
OLDER ACTS
No matter how great an act may have been back in its heyday, whether it was the seventies, eighties, nineties, or a contemporary artist, you need to get current references for that act. A few years ago, I was on the verge of making an offer for the lead singer of a band that had been spectacular in its day. I personally loved that band, so I was excited about the idea of booking the lead singer for an event. I was just about to contract with the singer when something told me to dig a little deeper. I went online and started reading reviews of his recent shows; then, I started making some calls. As it turns out, the online reviews and personal references of recent shows were not at all favorable. Apparently, the individual had experienced some health issues over the years, and he had lost his edge (and voice). His booking agent did not tell me that. I was so glad that I had taken the time to do my research and avoid a possible disaster. “It is up to you, as the buyer, to conduct due diligence and find current references for all your acts” — Tweet This Quote, including those big-name acts you once loved. The event you save may be your own.
Music is an integral part of any event. From simple background music to live performances, an event planner must be aware of the event’s desired goal and match the music and act to fit that goal. Proper vetting and planning upfront will ensure your guests have a great and memorable time.
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