The Do’s of Hiring a Live Performer
1. Research the Performer’s Experience and Reputation
Not all musicians are created equal. Check reviews, watch live performance videos, and ask for references. A seasoned performer will have a track record of professionalism and engaging performances. Some may even have pre-recorded live tracks and/or produced originals that you can review.
2. Match the Performer to Your Event’s Atmosphere
Every event has its own vibe. A jazz trio might be perfect for a cocktail party, while a high-energy cover band suits a corporate gala. Consider what kind of energy and ambiance you want to create when you lok for live musicians for hire. Many performers will play out regularly, giving you a chance to scope them out, and be a part of the vibe they will create for your special event.
3. Discuss Song Requests and Setlists in Advance
Make sure your performer can accommodate specific songs or styles, especially for key moments like a wedding ceremony or first dance. Some performers may offer custom setlists, while others have a fixed repertoire.
4. Confirm Technical Requirements and Venue Suitability
Live performers often require specific setups, including sound equipment, stage space, and power sources. In most cases, the performer will have all the necessary equipment, or may ask to hook up to the venue/ Dj’s setup. Check with both the performer and the venue/ Dj to ensure all technical needs can be met without issues.
5. Clarify the Performer’s Breaks and Set Duration
Most live musicians play in sets, typically 45 minutes on with a 15-minute break, or for one block of a wedding (cocktail hour or dinner). Clarify how long they will perform and whether they provide background music during breaks. If you’re hiring your performer for a specific part of your wedding timeline, they should be planning ahead for at least an extra half hour of playable music in the event anything gets delayed or put off schedule.
6. Have a Signed Contract
A contract protects both parties by outlining payment terms, cancellation policies, performance expectations, and logistics. Never rely on a verbal agreement alone.
7. Consider Travel and Accommodation for the Performer
If your event is outside the performer’s local area, discuss travel and lodging requirements in advance. Some artists include travel fees in their rates, while others charge separately. In most cases, if a performer is working for a larger company/ corporation, it will be a part of their contract that either added payment and/ or lodging and accommodations are required per the contractual obligation of the event host, especially for destination weddings.
8. Communicate Event Details Clearly
Provide the performer with a timeline, event schedule, dress code, and any special requests ahead of time to avoid last-minute confusion. These are things that they will typically ask you for when discussing event details if they are experienced in the event category you are hiring them for.
The Don’ts of Hiring a Live Performer
1. Don’t Assume All Musicians Provide Their Own Equipment
Some performers bring their own PA system, while others expect the venue or the Dj to provide sound reinforcement. Always confirm technical details before the event to avoid surprises.
2. Don’t Neglect to Check Licensing and Permits
Some venues require special permits for live music, especially if it’s in a public or outdoor space (busking). Ensure all necessary permissions are in place to avoid unexpected cancellations.
3. Don’t Wait Until the Last Minute to Book
Great performers get booked months, even years in advance, especially for peak seasons like weddings and holidays. Plan early to secure the best talent for your event. Safe rule of thumb for peak season events and weddings is to look for your performer at least a year out, and get them booked 9+ months out.
4. Don’t Ignore the Performer’s Setup and Teardown Time
Live performers need time to set up and break down their equipment, especially if providing their own. Ensure your event schedule allows for this, and check whether there are additional charges for extended setup times.
5. Don’t Assume the Performer Knows Your Expectations
Discuss volume levels, attire, interaction with guests, and any special announcements you’d like them to make. Clear communication prevents misunderstandings. Once again, these are things an experienced performer will know to ask and keep track of during your planning session(s).
6. Don’t Underestimate the Value of a Professional Performer
While hiring the cheapest option may seem appealing, professional musicians bring experience, reliability, and polished performances. Investing in quality entertainment enhances the overall experience for you and your guests.
7. Don’t Forget About Weather Considerations for Outdoor Events
If your event is outdoors, plan for rain or extreme temperatures. Have a covered area for performers and ensure their equipment is protected from the elements and any electrical requirements are safe and available.
8. Don’t Expect the Performer to Act as the Event Coordinator
While musicians can help create a great atmosphere, and our performers are always eager to help in any way they can, they are not responsible for managing your event timeline. If you need assistance with scheduling, consider hiring an event planner.
Hiring a live performer should be an exciting and rewarding experience. By following these do’s and don’ts, you can ensure a smooth booking process and a fantastic performance that enhances your event. Take the time to research, communicate, and plan ahead, and you’ll set the stage for an unforgettable musical experience. If you’re looking for more info, or would like to discuss the entertainment at your next special event with us, then Book a discovery call today!