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Choosing & Reserving a Band

When is the best time to hire a band?

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#1: When you select a band for your event, make sure you’re not doing it under duress.
We often advise our clients not to move forward until they’re comfortable, but to try and get comfortable as soon as possible!

#2: Make sure the band you’d like to book—isn’t booked.
Recently, we were forced to inform a bride that we had no bands available for her wedding date. Dismayed, she replied that all the books she consulted suggested beginning the booking process six months prior to her date.

While this can be true in some instances, roughly six months is hardly the industry standard anymore—and generally, it isn’t nearly enough time. So when someone asks us “how far advance should we book our band,” the best advice we can give is always: “As soon as you are able.”

Other things to keep in mind: Peak season generally falls between April and October. So if you’re planning an event outside of those months you may have more flexibility with your timeline. And of course, there are always great bands that fall through the cracks for prime dates. We recently asked our Facebook fans how far in advance they booked their band and answers ranged from 7 to 23 months.

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How much does it cost to hire a band?

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The average cost of our bands is $5,000-$10,000 per event. And a lot of people compare one band to another based solely on cost. But it’s important to keep in mind—not all bands or companies are created equal. While budget is important, we recommend you ask as many questions as you can about a band or company’s tenure, approach, style, ethics and policies.

What determines a band’s cost is made up of several primary factors:

Band size. Larger groups (8-10 pieces) tend to be more costly than smaller groups (4-6 pieces).

Tenure. New bands are usually priced more aggressively than bands who possess longer tenures.

Location. Our bands price themselves relative to your venue’s distance from Boston, MA. Locations approaching or exceeding 3 hours from Boston may require overnight accommodations.

Event Date. The calendar year is separated into prime months and off season months, each with varying costs. And within peak months (April to October), there are Fridays and some Sundays that yield lower call/inquiry volume. Many bands tend to discount for such dates.

Supply and Demand. This has more to do with a band’s cost than any other factor. The most requested ensembles, those who book 1-2 years in advance, will be the most costly.

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How do I hire a band? What’s the process?

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We accept bookings on a first come, first serve basis. We are unable to offer “rights of first refusals” or “soft holds”, a policy put in place to protect your interests. If we held bands for others, we wouldn’t be able to make them available to you!

At the point you are ready to move forward with one of our bands, we:

1.) Determine if the artist is still open for your date. If so, we take them off the books, immediately, so no one else can book them.

2.) We email paperwork to you outlining the details of the event (date, time, venue, etc.). Many of these details can be fine-tuned at a later time as well. We ask that you look over the paperwork and sign & return with a 50% payment within 5 days (payments can be made by personal check, Visa or Mastercard). The remaining balance is payable to the artist on, or before your event date, by bank check, money order, or cash (the remaining balance cannot be paid by credit card).

 3.) We will also include a worksheet that you should complete and forward to the band about 2 months before your event. The band liaison’s name, number & address is on the form so you can contact them directly regarding all musical questions.

And always know—we’re here to help and answer questions at every stage of the process.

We are often asked about our cancellation policy. If you are forced to cancel for any reason, we are able to refund all but $250 of the deposit at the point at which we are able to re-book the band for your date. Otherwise, the deposit is retained by the band as damages.

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How do I choose the right band for my event?

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We understand that choosing a band is very much a matter of taste. Our goal is to pair you and your family with a band that matches your personality, preferences and budget.

Often times people have been referred to bands or saw a particular group at a recent event. We’ve even taken calls from brides-to-be who were recommended a band while they sat at the salon. Whether you’ve received a referral or not, you should follow through with the steps below:

Request Availability, as it isn’t worth reviewing bands on-line who may not be available for your date!

Review Band Videos. Band videos help you gauge what you are drawn to, as well as what turns you off. Taste in music is very subjective and different people are drawn to very different things.

Read Reviews from Recent Events. Websites like weddingwire.com also offer instant and easy access to verified band reviews and info on many types of event professionals.

Read Our Blog. Blogs can also be a helpful way to gain insight into the types of events at which bands have been performing. They also offer a peek into real events, where you might gain inspiration for ideas related to your own celebration.

Attend Live Showcases. We offer monthly events where you can sit down, have dinner and a drink, all while watching some of our most requested bands perform a range of their material.

View Song-lists, Biographies and Other Available Materials.. The more material you can review, the better informed you’ll be.

Talk to Your Other Vendors. These are the professionals who work along side ensembles every weekend. They may be able to offer valuable insight.

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Whats included in the cost of hiring a band?

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Hiring a band for your special event isn’t just about music and instruments. It’s an investment that will generate life-long, priceless memories.

Our basic band pricing reflects a standard 4-hour, dinner/dance reception performance which begins at the conclusion of your cocktail reception. We provide quotes specific to your location and event date. There is no tax associated with our costs.

Our bands provide all the necessary equipment to perform a dinner/dance reception, including:

Musical Equipment
State of The Art Sound System and Engineer
State of The Art Lighting to illuminate the performance area
MC Services
DJ Services
2 Customized Songs of your choice

Our artists utilize DJ equipment during their breaks and can DJ pre-recorded music at any point throughout the evening. Each band also acts as the MC, directing your evening’s flow of events based on a timeline you have devised. The band will also learn 2 new songs, just for your event.

With any of our groups, you receive the backing and support of New England’s most respected entertainment company, with over 30 years and 20,000 events to our credit. We are a second generation family business that is highly-regarded by New England’s top venues, Event Planners, and thousands of clients.

Additional Services

While our paperwork and costs contain no hidden fees, there are a handful of additional services our bands can provide, such as:

Cocktail Music. Our most commonly used cocktail reception instrument is electric piano, though depending on your needs, we can often utilize additional musicians as well (a duo or trio). Cocktail musicians perform background jazz and other music from the Great American Song book at their discretion.
On-Site Ceremony Music. Our most commonly used ceremony instrument is also electric piano, but we can also utilize additional musicians from the band to fit your musical selections. Ceremony musicians will learn special songs for your ceremony.
Additional PA system & wireless microphone(s) for on-site Ceremonies. IF you need a wireless microphone for your vows/ readers, or a lapel microphone for the officiant, the band can provide this service.
Overtime. This refers to extending the full band performance beyond 4 hours. This is a service you can decide upon during your event. However, we suggest you contract Overtime ahead of time if possible, which allows the band to structure their performance accordingly.
After Party DJ, to keep your party going well into the night.
Architectural Uplighting, Pinspots & Concert Lighting

These services can be added at any time, and do not have to be decided upon when you book a band. One of our consultants will be happy to provide pricing on the above listed services.

Band Breaks

We allow our bands a maximum of 2 breaks in a standard 4 hour performance. The first break will occur as your guests are served their main course and will not exceed 20-22 minutes. The band will provide pleasant pre-recorded background music during this time. Should they take a second break, it will occur approximately 1 and ½ hour before the end of the night and will not exceed 12- 15 minutes. The band will DJ high energy dance music over the PA at this time to keep the momentum going. We are routinely told by our clients that the band breaks felt “seamless”. Below are typical excerpts from our “Performance Review” questionnaire’s, which couples complete the week after their event:

We didn’t even know when you were on break! You coordinated so beautifully with your DJ – which was honestly one our biggest concerns! Kudos!
– Michal and Arash, Seaport Hotel at World Trade Center

I never felt that we were without entertainment during the breaks. The song choices were great and gave a chance to play some songs that weren’t on the band’s song list.
– Margaux and Chris, Ocean Edge

I don’t even remember the band taking a break (which I guess is a good thing). I was having so much fun.
– Malka and Joe, Willowdale Estate

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Can I see a band play live?

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We offer monthly events where you can sit down, have dinner and a drink, all while watching some of our most requested bands perform a range of their material. These showcases are free and simply require an RSVP to attend. Our showcases take place in a low pressure, casual environment that we’ve created in response to our clients’ needs. Our bands perform exclusively at private events, so these showcase are the only option for live viewing.

While people often ask if they can attend a private event to view a band, we have a policy that bars this practice. Most venues in which our bands perform have a very strict non-viewing policy as well. They perceive this as an insurance liability. But most important, we aren’t comfortable inviting strangers to our clients’ private affairs.

Unfortunately, showcases cannot accommodate everyone at all times. And while you should ideally be able to see bands you’re interested in, if you limit yourself to reviewing only those with upcoming viewing opportunities, your options become limited. The majority of our bookings are taken sight-unseen based on band videos, reviews, referrals and our reputation.

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