How to locate music for your corporate event


This year, you will be in charge of your company’s annual holiday function. Booking and organizing an event can be extremely fun or terribly stressful depending on how you prepare for the event. Let’s take a look at some key areas of securing live music for your event. 

Event Planning 

Lets start off by planning the event.  The very first thing you will want to do is decide on the style of music. This will help narrow your search. If you are looking for background music, then maybe 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 really looking at throwing an unforgettable party, then you should look at doing 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 the style has been decided, then your next step should be putting all the details together so you can have a solid proposal for the band before you start reaching out.  Here are some questions the band or agent will need to know before they can quote you a price.  These questions will also help you coordinate the rest of your event as well.

  • Will the event be held indoors or outdoors?
  • Location/ Date/ Time?
  • Will sound be provided?
  • Will lighting be provided?
  • 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 will the payment be received?


Now that we have gathered some basic information, let’s get the ball rolling.  Coordinating your event or function can be painless if you make the right decisions.  The first step should be Google Reviews.  Pull up the Google search engine and see what comes up when you search either the band’s name or the entertainment company you plan on using.  On the right hand side of the page you should see some reviews.  This will give you a better understanding of the band/agent, and you will be able to tell if they take their business or art seriously.  Does their landing site look professional?  Do they have music videos you can view?  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. The last thing you want to do is spend countless hours communicating via emails or phone conversations and not getting the service you anticipated.  When you do make contact with the the band/agent, make sure you clearly communicate your expectations.  That way they know exactly what’s expected from the performance.

Lead Time

Cover bands typically book out their performance schedules in three month blocks. Speciality acts, such as tribute bands, Irish folk singers, German Polka bands along with National/Regional acts book a year in advance. If you are looking to secure one of these acts then you will need to plan ahead. 


Reviewing videos and websites

This is the best way to tell if the band is serious about their music.  The quality of video and the quality of a website will tell you right away if they take their musicianship seriously, or if they are just the weekend warriors.  Anyone who is willing to go the extra mile and have a high quality Electronic Press Kit set up is usually serious about their work.

General contracts

  A contract protects both parties and should  be implemented anytime you’re hiring or obtaining someone’s service.  Make sure that all the details that have been discussed are 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 to and watching music videos on the computer without feeling that you are slacking. By knowing the exact genre of music you are looking for and organizing the event details and researching the agency/band, you should be ready to hit the dance floor and enjoy an evening away from the daily grind.

For more information on event planning and coordinating, feel free to contact us at:

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