How to Hire Musicians

Whether it's a string quartet or a rocking blues band, live music can make or break an event. Choosing your musicians carefully is crucial to a successful soire'e--you don't want your event to be memorable for the wrong reasons.

Difficulty:

Moderate

Instructions

Things You'll Need

• Written contracts
• Demo tapes
• List of songs

1. Start your search as early as possible. Get recommendations from caterers or event coordinators. Look under "Musicians" in the Yellow Pages, and check party-planning directories for musicians' unions or entertainment brokers. Contact music schools, too.

2. Call at least three prospective bands. Ask about their availability, rates, number of musicians and instruments in the band, years of experience, song lists, references and liability insurance.

3. Ask about additional costs, such as overtime, travel or meals for band members.

4. Request a demo tape and find out if you can attend a performance to observe the band in person. Confirm that the musicians on the demo tape or onstage will be the ones at your gig.

5. Check references. Ask about promptness, reliability, performance quality, interactions with the audience and overall impressions.

6. Negotiate a fee. You may be able to reduce the number of band members or the playing time to bring down the cost.

7. Get everything in writing: the fee, deposit, cancellation and refund policies, overtime fees, the band's insurance information, number of musicians and instruments, date of event, setup time, performance time, band's attire, equipment provided by band, equipment provided by you, specific song requests, and contact information.

8. Get two signed copies of the contract. Give one to the broker or bandleader and keep one for yourself.

9. Provide a list of favorite and unwanted songs. Most bands will have a set song list to choose from, but some will learn songs if you request, but may charge extra.

10. Call the band or broker the week of the event to confirm the date and time. Provide directions, information about parking, and your contact information for last-minute emergencies.

Tips & Warnings

• If you want the bandleader to double as an emcee, make sure you approve of his or her style, tone and humor. Provide a schedule of events, such as an anniversary couple's dance, the throwing of the wedding bouquet.

• Anticipate that the band will need a break every hour. Request that they play appropriate recorded music while on break.

• Reputable entertainment brokers can save you some effort. They represent a variety of bands and DJs, and can handle all the logistics for you.

• Budget money to tip the band at the end of the evening.