How to locate music for your corporate event

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Your to-do list is final and it is long! This year, you will be in charge of your company’s annual holiday function. Booking and organizing any event can be fun or stressful. Let’s take a look at some pivotal areas of securing live music for your event.

Deciding the Genre

The very first thing you will want to decide on is the style of music. This will help narrow your search. If you are looking for background music, then an instrumental act such as a jazz band would be a good fit. If you are in search of something a little more engaging than you should look for a local cover band. If you are looking to throw an unforgettable party….. then you should consider a dueling piano show or a high energy rock band. The more details you know about the party, the easier your search will be.

Once you have decided on the genre. Then your next step will be to arrange all the details, this way you have a solid proposal for the band or agency. These questions will also help you coordinate the rest of your event.

Will the event be indoors or outdoors?
Location/ Date/ Time?
Will there be PA system?
Will there be lighting?
How long will the event be?
How long would you like the band to play for? ( Most bands play 3 to 4 hours, max )
Will a stage be present?
If the gig is outside will the stage be covered in case of inclement weather
What is your budget for the evening? Are you willing to cover travel expenses?
Would you like the band to make any announcements throughout the night?
How do you collect payment?

Now that we have gathered some essential information, let’s get the ball rolling. Coordinating your event or function can be painless if you make the right decision. I am a fan of reviewing companies before working with them. I would use Google Reviews. The feedback can help end wasted time. Reviews and referrals will give you a better understanding of the band or agent.

Does their landing site look professional? Are music videos available? Do they have current dates on the schedule? Is the booking agent licensed and bonded? If you decided to use an agency, make sure that they are reputable. When you do make contact with the band/agent, make sure you communicate your expectations. That way they know exactly what’s expected from the performance.

Utilizing Lead Time

Cover bands book out their performance schedules in three-month blocks. Specialty acts, book a year in advance. If you are looking to secure one of these acts then you will need to pre-plan.

General contracts

Contracts protect both parties. Anytime you’re hiring or obtaining someone’s service. Make sure that all the details that get included in the contract.

Booking a band for a corporate event can be a lot of fun. How often do you get to sit at your desk while listening and watching music videos? Know the genre of music along with the event details and you will be on the dance floor and enjoying the music.

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