How to Book a Band for a Wedding or Party

A live band can be the heartbeat of your event, transforming an ordinary gathering into an unforgettable experience. Whether it’s a wedding, a private party, or a corporate event, having live music creates a dynamic atmosphere that recorded playlists simply can’t replicate. 

The right band will fill the room with energy, set the perfect mood, and keep your guests dancing long into the night. But the process of booking a band can feel daunting, especially if you're not familiar with how it all works. 

From deciding on the genre and size of the band to coordinating the technical details like sound equipment and venue logistics, there are many factors to consider. Do you need a full rock band, an acoustic duo, or maybe a jazz ensemble? What’s the best way to find a band that matches your style and fits your budget? And once you’ve found the perfect band, how do you ensure everything goes smoothly on the big day?

In this guide, we’ll walk you through each step of the process of booking a band for your special event — from the initial venue checks to signing the contract and finalising the last-minute details. Whether you’re looking for the perfect wedding band, a high-energy party band, or a corporate event that leaves a lasting impression, we’ve got you covered. Let’s dive in!

Before you dive into band searches, it's critical to ensure your venue is prepared for live music. A few considerations can make or break the experience, so check these off your list early in the process:

Entertainment License: If you’re planning an event that goes beyond 11 pm, it’s essential to ensure your venue has the necessary entertainment license for playing amplified music. Venues that are open to the public must hold an entertainment license to host live music past this time, so check with your venue well ahead of time to avoid any last-minute surprises.

For private events at home or in a marquee, you typically don’t need a license unless you’re charging for the event. However, even in this case, it’s important to be aware of any potential noise complaints from neighbors. Be mindful of the noise levels, as exceeding legal limits may lead to unwanted interruptions.

Sound Limiters: Some venues use sound limiters, devices that automatically cut power when the music exceeds a pre-set decibel threshold, usually around 92dB. This can affect the band’s performance, as most live bands play at around 100-110dB, which is ideal for a good party vibe.

If your venue has a sound limiter, ask if the threshold can be raised. Alternatively, hire a band that uses quieter equipment, such as electronic drum kits or acoustic sets, which can still provide high-quality sound while meeting the volume restrictions.

Space for the Band: Make sure the venue offers enough space for the band to set up and perform comfortably. A cramped stage can make the performance feel restricted, while an excessively large venue can make the event feel empty and distant. If the venue is too small, the dancefloor might also become overcrowded, causing guests to feel uncomfortable.

It's always best to check with the venue's event coordinator to get their recommendations on optimal guest numbers for your space. If you're hosting a large event, confirm whether the band can fit into the area provided without compromising the atmosphere.

Bar Location: It’s no secret that the British love their drinks, and often, the bar can become a magnet for guests. If the bar is located far from the dancefloor, people may spend more time getting drinks than enjoying the music. Ideally, the bar should be within the same room as the performance area or at least within a reasonable distance so guests can easily enjoy both the music and the drinks.

Decide on the Genre: The first step in choosing a band is determining the genre of music that fits your event. Do you want upbeat pop, classic rock, jazz, or maybe something unique like a tribute band or bandeoke? The style of music will set the tone for your event and guide you in your search.

If you’re not sure where to start, consider the mood you want to create. For instance, an indie band might be perfect for a modern wedding or a garden party, while a vintage jazz band might suit a more formal, elegant event. Whatever you choose, ensure the band can create the vibe you’re hoping for.

Consider the Audience: For weddings and large parties, you're likely to have guests spanning multiple generations. Your grandmother might prefer 1950s classics, while your best friend might be all about 90s pop. To keep everyone happy, you'll need a band with a versatile setlist that appeals to a wide variety of musical tastes.

Look for a band that offers a broad repertoire, including songs from different eras and genres. A mix of current hits, 80s and 90s classics, and perhaps a few 60s or 70s throwbacks will keep the dancefloor full and your guests engaged. A band that can also take requests or adapt their playlist to the vibe of the crowd can be a bonus.

Match the Band to Your Theme: If your event has a theme — be it vintage, 1920s Gatsby, or 1980s neon — you might want to choose a band whose style complements the vibe. For example, a retro rock-and-roll band could be a great fit for a 50s-themed event, while a jazz ensemble may be ideal for a glamorous, black-tie gathering.

Similarly, the venue itself should also influence your choice. A barn or rustic venue may be better suited to an acoustic folk or festival-style band, while a grand hotel or stately home may pair better with a sophisticated party band or swing ensemble.

How Much Can You Spend? The cost of hiring a live band can vary depending on several factors, including the size of the band, location, and the duration of the performance. On average, a 3-4 piece band will charge between £750 and £1250, while larger bands with more musicians or those offering specialized services may cost significantly more.

It's essential to know your budget before you start your search, as it will help you narrow down your options. Remember to factor in other costs like sound equipment and lighting (if not included), transportation, and accommodation for the band if necessary.

Band Size and Venue Fit: Your budget will also determine how large a band you can afford. Smaller bands are generally more affordable and can fit in smaller venues, but if you have a larger space and want to create a big, bold sound, consider booking a bigger band. Bigger groups with additional instruments like brass sections, backing vocalists, or extra percussion will enhance the energy of the event.

Work with your venue manager to confirm how much space is available for the band and what size group can comfortably perform without overwhelming the space or your guests.

Sound, Lighting, and Additional Services: Most function bands come equipped with their own sound and lighting systems, which are generally sufficient for most venues with up to 250 guests. If you're hosting a larger event, or if your venue is unusually large (e.g., a ballroom), you may need to hire additional sound and lighting equipment.

Consider hiring a professional AV company to provide and manage the equipment, ensuring the sound is tailored to your venue. A qualified engineer will also be on hand to monitor the performance and adjust levels as needed, ensuring everything runs smoothly.

Do You Need More Than One Act? Depending on your event and budget, you might want to hire multiple acts. For instance, you could book a string quartet for the ceremony, followed by a soloist or duo during the drinks reception, and then the main band for the evening entertainment. This creates a well-rounded experience for your guests.

In larger events, you might want to have a support band or a warm-up act before the main performance. This keeps the energy flowing and builds anticipation for the headliner.

When it comes to finding a live band, you have several options:

• Recommendations from friends or family.
• A friend or relative’s band.
• Online searches.
• Booking agencies.

One of the easiest and most reliable ways to find a band is through a reputable agency. Agencies have a selection of vetted bands that have proven performance skills, so you don’t have to wade through endless search results on your own. Plus, booking through an agency takes care of all the paperwork and logistical details.

While it may seem like booking directly with a band could save you money, working with an agency often ensures a smoother experience. Agencies offer more than just access to great bands; they handle everything from contracts to insurance, portable appliance testing (PAT) certificates, and more. This removes the risk of any unpleasant surprises or miscommunication.

Additionally, most agencies offer backup bands in case something goes wrong, such as a last-minute cancellation or emergency, ensuring you’re covered on the day.

Once you’ve narrowed down your options, it’s important to ask the right questions to ensure the band is a good fit for your event. Here are 10 key questions to ask:

• How much space do you need for your setup?
• Can you offer smaller or larger line-ups than advertised?
• Are we allowed to choose some songs, particularly for our first dance?
• Can you play our first dance live, or do you offer a recorded option?
• Will you bring your own equipment?
• Can I borrow your microphone for speeches?
• How loud will the music be, and can we adjust volume if needed?
• How long will you perform for?
• What happens during breaks? Will you provide background music or DJ services?
• Do you offer acoustic music for earlier in the day, like for the drinks reception?

Once you’ve selected a band, it’s time to lock in the booking. Ask for a contract that clearly outlines:

• Performance times and set lengths.
• Payment terms, including deposit requirements.
• Cancellation and refund policies.

The contract should also specify what happens in case of unforeseen circumstances, like the band having to cancel. It’s always a good idea to pay a deposit to secure the booking, with the balance due closer to the event date.

Confirm Details and Logistics

In the weeks leading up to your event, check in with the band to confirm all the logistics. This includes:

• Venue access times for setup.
• Power requirements.
• The exact song for your first dance.

Provide the band with any specific instructions, such as when to start, how long to play, and whether there are any special requests or announcements (e.g., speeches or a toast).

Make sure to assign a designated point of contact on the day of the event, such as a best man or wedding planner, who can help the band with any last-minute questions or problems. Ensure the band has all the necessary contact information and knows exactly where to go.

With everything in place, you can finally relax and enjoy your event! Dance, mingle, and soak in the music. A great band will bring the energy, and you’ll have created a memorable experience for all your guests.

At Function Central, we offer an incredible selection of over 600 bands, from party bands to classical ensembles, ready to make your event unforgettable. Browse our collection, check out reviews, and request quotes — all in one place.