Booking entertainment for your event? Not sure what your event needs?
This guide breaks down the common music entertainment options for events such as corporate functions, work Xmas parties and awards nights.
Event Type
The music should reflect the type of event you’re holding. For example, an acoustic duo can suit a formal dinner while a 5 piece party band can be great for celebrating an awards night. Most music acts provide a mix of options, so you can pick and choose to suit different parts of your event.
Types of Music You can have at your event / Common Options / Common Music Setups for Events
Acoustic Acts (1-3 musicians) - soloist, duo or trio, usually consisting of acoustic guitar and a vocalist. Great for background music to welcome guests on arrival or during dinner and any breaks in the event. Not suited for a dance party vibe.
Party Bands (4-5 musicians) - provides a fuller sound than an acoustic act and has the flexibility to go from background music to full party vibes. Better suited to larger spaces and crowds.
DJs - can be used at any time during an event. Great for dancing and a tight budget. Can lack the audience interaction that you get with a live band.
Big Band (6 or more musicians) - usually a party band with the addition of extra musicians such as another singer, trumpeter or saxophonist. These bands are for the big occasions, providing huge party energy for your guests.
Instrumental band - a band without a singer such as jazz or brass bands as well as string quartets, solo guitarists and solo pianists. Great for setting a classy atmosphere and is an alternative to an acoustic act.
DJ Band (aka Vocal Sound System or DJ Vocal) - a hybrid setup that combines a vocalist singing live with a DJ. This takes advantage of a singer’s ability to interact live with the guests and is ideal for getting your guests on the dance floor. Some acts allow the addition of trumpet and saxophone, as well as drums and percussion.
Specialty Acts - this isn’t a musical act, but still provides entertainment for your event. Commonly used as a short feature set to break from the event formalities.These include acts such as acrobatic dancers, comedians and magicians.
Mix and Match
Depending on your event, having one act may not be enough. Most music vendors offer different setups to suit different parts of your event. Booking all your music setups from one vendor is a great way to save money. A popular approach is having an acoustic act for the first half of an event, then switching to a party band or DJ to end the night with your guests on the dance floor. Check out this blog on "Ways to save money booking a band for your event".
An Awards Night Example
An awards night might run like this:
Acoustic duo to welcome guests in and during canapes (45mins)
Acoustic duo or band to play a set of music during dinner (45mins)
DJ Vocal or party band to play a dance set after all formalities (45mins)
Other Considerations
There are other factors to consider when picking the type of music entertainment you want for your event. These include the number of people attending your event, venue restrictions, available space and availability. Check out this blog on "Things people overlook when booking a live band".
Budget
Generally, you get what you pay for when it comes to booking musical acts. The main factors that affect the price are the number of musicians in the band and the number of sets to be performed. The bigger the setup, the higher the cost. A few ways to keep costs to a minimum are:
Book a smaller act like an acoustic duo or a DJ.
Book different setups from the same vendor.
Booking your music act directly and not through a booking agency.
Note that most music acts include 3x 45 minute sets of music when booked. It’s important to mention the required sets and set lengths with the vendor when discussing pricing.
What’s next?
Now that you’ve given a thought to what setup you want, check out this article on "Sourcing a band for your event".
To find a band in your area visit OzGigs.com.au
This article was written by Stan Wong co-founder of OzGigs and professional guitarist in Sydney Australia with 13+ years of wedding and corporate event experience.
Comments