Some people think that once they’ve hired a band, everything pertaining to music, (entertainment, background, dancing, and singing) will just happen, without any further input. This is not true.
A band can only provide the mood and set the stage, the rest is up to the client.
Ideas to Consider for Creating a Successful Event:
1. Flow of the Event
a. Consider your event as a program with a number of component parts each of which needs to be organized. Be sure to allow enough time for everything that you want to happen.
b. Carefully consider when and how food and drinks are served as this has a major effect on the mood and flow of the event. ANY entertainment fares better before food is served, or at least not competing with it. Once food arrives EVERYTHING else becomes background.
However, if food is going to be available for nibbling throughout the event, it’s advisable to set the band up near the food.
It’s best to schedule singing and dancing before food is served, or later in the evening. Once food appears it’s really hard for guests to focus on singing or dancing. And it is uncomfortable to dance on a full stomach. Certain party celebrations like weddings seem to be an exception.
2. Other factors to consider
a. The venue itself and where the band sets up. People tend to congregate and chat around the food. Guests might not seek out music, or be able to enjoy it, if the band is in a separate room or location. For maximum benefit, place the band closer to where people would naturally gather. Around food, close to seating, and within eyesight of the band are the most advantageous.
b. If you want your guests to sing or dance to the music it’s very helpful to have someone from the event to take the lead. Most people like to sing and to dance, but don’t want to be the first.
c. Establish a person to liaise with the band so that changes to the program can be made if required. Checking in with the band regularly allows for adjustments and fine tuning to be made quickly.
For example, it is sometimes the case that original ideas about the event don’t match the mood of the crowd. For instance, if the host wants dancing to be part of the evening, but no matter what the band plays, most people are catching up with the folks they haven’t seen in a while. What should the band do in this circumstance? Follow the instructions of the client as per the agreement, or unilaterally change the terms of the contract and ‘go with the flow’? In this case, we think that a better use of the band would be to lower the volume and to switch to a program of background music. But, without a person from the event to consult with, the band is left with a difficult dilemma.
- Feeding the band members is essential. Ask the band their preference. We prefer to eat before the event