As you begin planning your wedding, the first things that come to mind are dates, locations, dresses, cakes…the list seems endless. But while you’re on the hunt for the perfect wedding band, you may want to take some time to find the perfect live wedding band. We asked a few in-demand local musicians for advice on finding the musicians who’ll make your day stand out.
Though most people simply couldn’t imagine a wedding without music, it often seems like this integral part of the ceremony and celebration is left to the very last. Mary Weber, who heads the Clarion Brass quintet (314-862-0049, clarionbrass.org), says, “I have seen a trend for booking a musician for the wedding ceremony as a ‘last thing’ to do... If only the bride and groom had an opportunity to look at their ceremony first and what that entails to put in place, they’d be amazed at how quickly this can be accomplished.” In addition, she notes, “The dollar amount’s not as overwhelming when sought first.”
Many musical groups will book up as early as 15 to 12 months in advance—but they also report getting requests as late as a few weeks beforehand. Most musicians warn that if you have your heart set on a specific group, it can be risky to wait. Jim Manley, a trumpet player with dance band Fantasy (314-781-1349), recommends making the music a priority. “If you have a band in mind that you want at your reception, book them as early as possible,” he says. “Always do a contract, even if you are not sure about timelines. Get the date booked as early as you can, and the details can be worked out later.”
Contracts are indeed key. As with any professional wedding vendor, musicians will not agree to a job without a written and signed contract. This protects both the client and the musicians, and nicely outlines any important details.
To make sure all of the musical cues come off as planned, it can also be helpful to hire a wedding coordinator for that day. “A wedding coordinator is a valuable investment,” says violist Dee Sparks, who heads The Rosewood Ensemble (314-609-0702, rosewood-ensemble.com. “We are happy to work without one, but when a bride can afford it, it helps keep things running smoothly.” A wedding planner or coordinator can round up vendors who have worked together before to help everything proceed apace. And if you’re still looking for groups to consider, they will be able to recommend local musicians that they’ve had good experiences with.
Of course, if you still can’t decide which group you’d like to hire, don’t feel bad about asking for more information without committing. Today, most groups have sound clips and even video on their websites, and some have press kits with a sample CD, set lists, and other helpful information for potential clients. Most groups, however, will not do an audition set. While the audition scene from The Wedding Singer is funny, it’s not really likely—today’s technology makes musicians much more accessible online.
If none of those options narrow things down, however, try to find a time when a group you’re interested in is performing live. It’s a little easier to hear dance bands like Fantasy that perform often in public, but don’t think it’s impossible to get a sneak peek at local chamber groups. “If a client wants to hear someone, they will just show up at a venue where the group is playing,” says Weber. “I’ve had this occur frequently for the church gigs I have with weddings, or even Christmas and Easter, for that matter.”
While most musicians will not be offended if the bride and groom are indecisive, many will not haggle when it comes to prices. For those on a tighter budget, chamber groups often have several options for the number of musicians playing during the ceremony, depending on what is desired musically. Generally speaking, a 50 percent deposit is expected when the contract is signed, with the other 50 percent
expected anywhere from one to two weeks prior to the wedding. Each group’s terms differ, though.
Once you and your sweetheart have agreed on the musicians to book, you’ll need to decide which songs you absolutely must—and must not—have. Sparks encourages couples not to be shy about musical preferences: “Just coming out and saying what you want, either in person or by phone or email, is great. We always want our clients to have the music that they really want to hear at their wedding.”
And if the group you want doesn’t know your favorite song? Most groups are happy to learn a new song, especially if it is for the first dance. Some groups will charge an extra fee for this, but don’t be afraid to ask. Just keep in mind that it might take a little time to find or create an arrangement for the song in question, so this shouldn’t be a last-minute request.
Planning music for the ceremony may seem less complicated, due to the structure already in place, but the reception can always benefit from the same sort of structure. Beyond the first dance, father-daughter dance, and other special selections, there should also be a musical flow to the evening’s events. More experienced groups often already take this into account.
“Some couples will want the party to start up right away, but that rarely happens,” says Manley. “We gear our first set to start out easy and then kick it up within the first half hour. After years of experience, I find this formula works best, but we will always work with [the client’s] ideas and input.”
Another consideration is dinner music. Having a small group playing during dinner can really add that special touch to the evening. Most chamber groups that play for the ceremony are more than happy to continue into the evening reception. Says Sparks, “We’ll often play a cocktail hour and dinner for the reception. Larger weddings will generally have a DJ or band for the dance, but we have played for both.”
If you’re looking for a musical contrast between the ceremony and reception, some dance bands may be able to have a smaller subset of the group, such as a jazz trio, play for cocktail hour and dinner. Most musicians are flexible when it comes to providing their clients with what will work best with their expectations—and the bride and groom shouldn’t be afraid to ask about their options.
For those wanting the latest pop hits in addition to a live band, consider hiring a DJ as well. Professional musicians will not be offended if they have to share the night with recorded media, especially during their scheduled breaks. When it comes to working alongside a DJ, Weber says, “The thought that comes from the bride and groom is that they want constant music. I don’t have a problem with that at all.” Some bands even bring their own iPods to fill in during that time.
As a final point, don’t feel obligated to offer a lot of extra perks to the musicians. Though they will certainly thank you for it if you feed or otherwise pamper them, it’s not expected. Offering water and soda is always appreciated, but otherwise, they see themselves like any other vendor.
Those delaying in choosing musicians should keep in mind this advice from Manley: “The visual aspect of having a live band creates excitement that leads to a great time on the dance floor. Months down the line, the guests won’t remember what they ate, but they will remember having a great time dancing to the band.”
Kim Aubuchon has an insider’s view of the music business. A trumpet player, she recently performed the North American premiere of Austrian composer Otto M. Schwarz’s Concerto No. 1 for Trumpet, “Trumpet Town.”
