Selecting Vendors: Let's dance!

There are a number of things to consider when deciding on the music provider for your event. What role do you want music to play? Do you want background music, entertainers, both? Do you want the music to be the focal point of your event? Do you want the music to carry on the theme of your event? Do you want someone to serve as MC? Are you planning a special "happening" during the event that would be enhanced by music? Answers to these questions will help you decide on whether to hire individual musicians, a band, a DJ, or work with an entertainment agency. That's the first part.

The second part. . . What type of music do you want? Who are your guests? Their preferences and ages? Do you want specific pieces played or sung during the event? If you're planning a wedding, do you want to hire professionals who will provide music both during the ceremony and the reception? Are you looking for something a bit unusual?

You don't need to answer all these questions before you begin your research. The right professional will guide you in making the musical component exactly what you want.

Bands
A good band will get your guests onto the dance floor. The band leader can act as MC and will observe the party to see if the selected music is being enjoyed by the guests, making changes in the band's program when necessary. The MC can also make announcements during the event at the appropriate times. Individual band members can be hired to play during a wedding ceremony, after which they are joined by the rest of the group.

DJ's
DJ's can provide continuous music throughout your event, with very few breaks. They are most apt to handle audience requests and are not confined by music style as they have a large library of music to choose from. A good DJ should also be able to get people onto the dance floor and will also serve as MC. Several DJ's can provide appropriate music to accompany a slide show of the bride and groom when they were young.

Musicians
Individual musicians and duos, with or without vocalists, are ideal for wedding ceremonies. Walk down the aisle listening to your favorite song performed by a vocalist with violin accompaniment. Consider hiring a pianist for an intimate evening, or a harpist for a garden party. Greet your guests with a trumpet fanfare.

Entertainment Agencies
Bonded entertainment agencies can help you find the right music source for your event. While this approach might prove more costly, these agencies have a large selection of talent to choose from and can find specific types of entertainers for you. Your deposit sits in an escrow account until the contract is fulfilled. Agencies are not permitted to take more than 25% of the total price.

Production Companies
Production companies are also a good source for talent. In addition to finding the right entertainer for you, they also provide lighting, props, and other production services. These companies are not limited in the percentage they can take of the total price.

Choosing the Right Music Provider:

• Can the professional provide the type of music you want?
• Will the provider serve as MC?
• Can the professional provide music during the ceremony and reception?
• Can the professional accommodate audience requests?
• Can music be provided during breaks?
• Can the professional provide special arrangements or original compositions? Is she or he willing to learn music specially for your occasion?
• Is the professional open to your ideas?
• Is the professional willing to turn down the volume upon request?

Recommendations:

• Music should be planned for the entire course of the event, climaxing sometime before the end. Soft music should be played during dinner, while the dance music should begin during dessert.
• Ask the performers to provide music during their breaks.
• Ask for a sample audio or video showing a variety of the music that can be performed.
• Find out where you can hear the musicians or band. Most bands perform at public venues, which is the best way to see them in action.
• When dealing with DJ companies or entertainment agencies, insist on meeting with the professional assigned to your event beforehand and make sure this professional's name is recorded in your contract. Overbooking has often led to substitutes appearing at the event.
• Find out about lead time; the more famous bands prefer not to book more than 6 months in advance as they often go on tour.

Money Matters:

• Prices usually depend on the number of musicians and performance time. Show bands charge more.
• Extra charges may be incurred if your location or event schedule requires setup well in advance of the performance.
• Performers often arrange in their contract to have you provide food for them during breaks.
• Prices are generally lower on weekdays.
• Prices are usually higher during holiday times and can be twice as much on New Year's Eve.