Whether your loved one is turning one or one hundred, planning a birthday party is always exciting. But it’s easy to feel overwhelmed by the endless list of presents to buy, people to organise, and services to book. However, Encore Musicians is here to make booking live music for birthdays simple.
Planning should be as fun as the event itself. With this expert-approved guide, you can relax knowing your party music is in professional hands.
1. Determining Your Needs
Do you know which tunes will make your birthday person dance with glee? Determining your birthday guest’s needs is central to hosting an unforgettable night, and you should keep them in mind when choosing the soundtrack.
The best ways to determine your birthday party’s needs include the following steps:
- Consider the birthday person’s favourite artists and genres — You can also celebrate the attendee’s favourite hits but the birthday party is the most important focus here.
- Examine the audience demographics — Do the attendees and the birthday person sit in the same age range? Do they have similar tastes? If not, you may need to throw in some classics everyone will know.
- Event venue and size — Will a full-size party band fit in the space? Or is an acoustic duo more appropriate for the space?
Not sure what you need? Explore why live music triumphs every time.
2. Budgeting for a Band
Once you’re clear on what kind of band is appropriate for your event, you’ll need to consider your budget limitations.
It’s not everyone’s favourite part of party planning, but it’s essential. Knowing how much musicians cost vs. how much you can spend will make choosing a band easier and protect your finances.
Typically, when you hire a band for a birthday party, the price covers:
- Performance fees
- Travel costs
- Potential accommodation
- Equipment rentals
Budget musicians start around £350, intermediate small bands or classical ensembles cost from £350 to £750, and pop bands, jazz bands, and most large bands cost between £750 to £1,500.
There are some ways to save when booking. For example, you could throw a party on an off-peak day — such as a Monday rather than a Friday. You could also book the band for a small portion of the night rather than the whole event. This way, you can enjoy a talented performance without paying extra.
3. Searching for Bands
Now you’ve decided on your genre and your budget, it’s time to start searching.
The first way to search for birthday party entertainment is through word-of-mouth recommendations. Ask your friends, family, or colleagues if they’ve worked with musicians. Getting first-hand referrals is an excellent way to support local musicians; you know they’ve performed well for people you know.
Don’t open your phone book yet, though. Finding bands for parties can also be done online. Today, many online platforms, like Encore Musicians, match you with vetted musicians across all genres. These platforms show you snippets of previous performances, past reviews, and allow you to contact musicians straight away.
4. Vetting & Communication
When you hire a band for a birthday party, you want to know you’re reaching out to professionals with experience in the field. This is where vetting and clear communication comes in.
To ensure your potential birthday band meets your expectations, listen to their samples or watch some live performances. Reputable bands can showcase their skills to you when you get in touch. All musicians on Encore Musicians have pictures and videos on their profiles to give you a taste of their style.
Reading reviews is another vital part of vetting. Previous clients can give you helpful insight into the band’s services and what it was like working with them. Encore Musician’s platform is also filled with genuine reviews to help you when booking live music for birthdays.
Finally, it’s time to make contact once you’ve found a band with great reviews and exciting samples. Make sure you’ve read the band’s FAQs before chatting. If your questions aren’t answered, you can use Encore’s safe online platform to ask about your queries. It’s always better to ask, even if it feels like an obvious question.
5. Logistics and Setup
Ask your musicians what their usual procedure for logistics and setup is. You’ll want to cover what equipment they’re bringing, when they’re arriving, their soundcheck plan, and how long they need to pack away.
Clearing these details before the event will ensure everything runs smoothly on the day. No one wants to wait silently while the band sets up!
Worried about equipment? All Encore Musicians provide their own equipment. You don’t need to worry about anything.
6. On the Day of the Event
Finally, you must also consider the day of the event.
Assign someone at the party as a point of contact for the band. Smooth communication is vital, so having someone to liaise with them will make sure any hiccups are quickly put to rest.
You should also provide a dedicated space for the band to relax or prepare before their performance. This could be a spare room or simply a clear corner where they can collect their thoughts and warm up.
Next, you should enjoy the show! And pat yourself on the back for booking excellent birthday party entertainment.
Don’t Forget: If you booked via Encore Musicians, leave the band an honest review to help other people access their services.
7. Final Tips
Remember these final tips before you start finding bands for parties.
- Make sure your venue is large enough to accommodate your potential band.
- Coordinate an event plan to ensure your music fits into the night.
- Be flexible around your event schedule or music set list.
- Create a contract before booking the band. Encore Musicians provides these via the platform.
- Ensure all communication is direct and clear. No vague statements!
Conclusion
Booking live music for birthdays has never been easier. But it doesn’t hurt to brush up on expert tips before you get started! If you’re getting ready for a big celebration, remember to get clear on your music needs, vet bands thoroughly, and maintain clear communication throughout the booking process. Then you’ll be able to dance the night away sans stress. Hip-hip, hooray!
Ready to start the search? Encore Musicians is here to help.
Check out over 360 vetted and professional party bands today. Each profile has reviews, videos, and FAQs to make booking easy. Less time searching and more time to prepare the birthday party to-do list. See the bands online now.