Booking a live band for your wedding day or event can seem like a daunting task, but it really doesn’t have to be! So many businesses, like ours, will guide you every step of the way. But we thought we’d give you a little bit of insider info about what your wedding band could look like, and how the setup works in the lead-up to and on your wedding day in “All About Your Wedding Band Setup” with the team from Baker Boys Band for The Planning Issue.

Band Sizes

Every musician you add makes a difference in the sound and versatility of the band. The determining factor for choosing a band size is most often budget, the amount of space you are able to dedicate to the band’s footprint, and the type of event you’re envisioning. Here’s a breakdown by band size based on the Baker Boys Band – every band/event entertainment business will have a different setup but this is a great guide.

3-4 piece – Best for more intimate gatherings where dancing is not a priority.

5 piece – Great sound on a budget. This is the smallest band we would suggest if you want to fill the dance floor. This will usually feature one vocalist with guitar, keys, bass, and drums.

6 piece – For this size we add a second singer, so you have both male and female vocals! Double vocals allow for more energy, variety, and background vocals. It also takes a bit of pressure off of the lead singer, who is sometimes in charge of making any announcements, coordinating with the event planner, etc.

7 piece – With us this means the original size now has the extra two singers and one horn. Horns will add a fun element and energy to your event.

8 piece – Those extra two singers and now two horns! If you love the horn sound, two horns will sound 10 times as big as one!

9 piece –Two singers and now three horns! This is a full horn section sound and our most popular full-band package. This package is great for those who want to throw a real party.

10+ piece – We can add additional singers, horn players, or percussion upon request. The more the merrier!

Images (Bottom Two): Luke Middlemiss / Venue: Maleny Manor

Cocktail Hour Music

If your cocktail hour is in the same location as the reception, you can have the reception band play the cocktail music! This is the simplest option, and sometimes there is no additional charge (we don’t charge for this, but check with your band!). If you would like to have the cocktail hour in a separate location (often outdoors, or in a different room nearby), you can borrow a few of the musicians from the reception band. This is often very reasonably priced. If the cocktail hour necessitates moving equipment, or if it extends the total amount of live music beyond our contracted maximum play time over the night, as an example – we charge per cocktail musician. Our most popular option is a jazz trio.

For most 4-5 hr events, we suggest breaking the music into four sets. The first set will be a mix of cocktail music, such as jazz or acoustic covers, as your guests enter the event and mingle. The remaining three sets will be packed closely toward the end of the night, so we can keep the energy high! We’ve provided a sample wedding timeline below for you to get a feel for how your day might go!

Sample Wedding Timeline

CEREMONY
5:00 pm Prelude Music
5:30 pm Wedding party processional
5:40 pm Bridal processional
6:00 pm Bridal Recessional

COCKTAIL HOUR
6:00 pm Band To Play During Cocktail Hour
6:45 pm Band To Relocate to Reception Area

RECEPTION
7:00 pm Play While Guests Filter In
7:15 pm Introductions

FIRST DANCE
FATHER DAUGHTER DANCE
MOTHER SON DANCE

7:45 Band Dinner Break

TOASTS
8:15 pm Band To Play
9:00 pm Cake Cutting

Break

9:15 pm Bouquet/Garter Toss (optional!)
Play Until Finish

10:00pm  SPARKLER EXIT!
10:00 Finish! (Will change depending on your venue!)

Bottom Image: Lightsmith Images

Quote

Provide as much detail about your event as you can at this stage so that businesses can give you an accurate quote. At Baker Boys Band we will send a formal personalised quote when you confirm a date and venue, and you can upgrade your band at any time.

Deposit

All businesses will take a different approach with deposits, but to secure your band it is always best to make one. With us, once you are happy with the quote, you can make a 20% deposit to reserve the date, and initiate the pre-event band logistics.

Once you have made your deposit, the band is confirmed for your date! We are always available to chat during business hours if you have any questions. You can alter your event details whenever you like, but we would suggest having all your music plans finalised at least 2 weeks before your event date.

Images: Luke Middlemiss / Venue: Maleny Manor

On The Day

The band will usually arrive at your venue 30 – 90 mins before the start time you give us. This will depend on the size of band you require for the night as very large bands may require more time for set up, especially if an industrial lighting rig or premium sound is required. Please check to make sure that your venue is OK with the band arriving before your event starts.

On The Night

During the event, the band will liaise with your planner/coordinator/venue manager to ensure that the night runs smoothly. The schedule will usually stray somewhat over the night, and if you have a planner they should keep the band up to date so they know when they’re supposed to be playing and what!

Final Payment

The final payment for most businesses is due around two weeks prior to your event!

Images: Matthew Evans Photography

Additional Information

Sound System

Standard sound equipment is included in our basic quotes, but just double-check this with the band you book.

Electricity

It’s always a great idea to check with your band & the venue about the electricity and availability of power for the band. For 9 piece band bookings and below, we require a minimum of 60 amps of dedicated power within 20ft of our equipment. If this isn’t possible at your venue, we do need to know in advance. Most power issues are easily solved with a few extra extension cords. We also have affordable options for generators if needed.

Band Meals

Our contract, and most others, will specify that the band requires a hot meal at the venue. The musicians usually drive and set up for most of the afternoon, and it is unlikely that there will be time to grab a meal elsewhere. A well-fed band plays better! We can eat wherever is most convenient, as long as there is adequate space for the band members to sit and enjoy their meal.

Image: Kyra Boyer

Stage

We do not provide our own stage; however, we can set up on any hard, dry surface where there is adequate space for the size of band you choose. If you’d like to rent a stage, your venue will almost always be your best resource for a stage rental. A stage is a nice visual consideration, but it is not required and the band is going to sound great either way! Here are some approximate footprints for the various band sizes:

3-4pc band : 8’x12’
5-6pc band : 12’x16’
7-9pc band : 12’x20′ minimum or 12’x24′ preferred
10-14pc band: 12’x24′

Images: Cloud Catcher Studio

About Baker Boys Band: Baker Boys Band is a high energy customisable band of 3-15 musicians all of whom work full time, so are really experienced at reading the room, and putting their many talents to use with the many different instruments they play and the wide range of songs they perform.