So you’re planning an event and you’re thinking about adding some live music for you and your mates. You’ve reached out to a few local bands and just realised that you’re going to have to sell a kidney to afford it. If you’re racking your brain as to why musicians are so expensive then we’re here to give you a run down on what you’re paying for and if it's worth it or not.
Primary Cost Factors
Live music has five primary cost factors; Band popularity, band size, sound system configuration, call time and extra fees.
1. Popularity
The greatest influence on band cost is band popularity. Students and the local neighbourhood garage band will probably do the gig for exposure, a case of beer and a free feed. Whereas a professional wedding and corporate entertainer will demand a fee to match their popularity and experience. The cost may be up there with that kidney I was talking about. However, demand is also seasonal and dependent on the date. For example, hiring a band on New Year's Eve will be much more expensive than it would be on a regular Monday night in winter.
Part of the reason why bands become popular is because they are professional. So what makes a band professional? There are 2 key factors:
Clear communication between you and the band. An experienced act will discuss all the important details and also flag any potential issues that may derail the event. This allows the event to run as smoothly as possible. A stress-free event is worth its weight in gold.
Promotional content that gives you a highlight of their sound and look. This includes quality staged videos, as well as footage captured from past events. It gives you a better idea of what they can provide for your event so that there is no mismatch in expectations.
2. Band Size
Live music comes in all forms (soloists, bands, DJ’s, string ensembles etc) and the size of a band is a primary cost factor as the more musicians you hire the more fees you will have to pay. Check out this blog on "How to choose between different live music options for your event".
3. Sound System aka PA
This leads to another associated cost relating to a band’s size and that’s, the sound system or PA (Public Address) system. The larger the band lineup the more sound equipment the band will require. The PA and lighting can be provided by the band or a 3rd party supplier. A PA includes the required microphones and speakers for the performance. Generally speaking, most bands can provide their own sound systems and lighting, however, it’s important to discuss the size of your venue to make sure their equipment can handle your event space. If the band you're hiring is providing the sound and lighting, a significant portion of the band fee would be allocated to providing, setting up and running this equipment. On the flipside, if you already have a 3rd party supplier, you should let the band know and ask for a discounted fee to offset the equipment costs.
4. Call Time
The fourth factor is time; travel and logistics. The industry standard performance time when hiring an event band is 3 x 45 minute sets. However, when playing an event, you need to take into account the total call time. This includes the time it takes to set up, sound check and pack down post-event. The set up and sound check usually happen before guests arrive and the pack down happens after the event finishes. So if your event starts at 6pm and ends at 10:30pm, the band would generally need to load in at 4pm to set up and finish packing down at 11/11:30pm.
Bands will also charge a travel fee if the event is outside of its usual area. For example, if you book a Sydney based band for an event in the Hunter Valley, you would expect to pay a travel fee. This could be a flat rate fee, or a fee added per hour of extra travel.
5. Are you paying extra hidden fees?
How you book your music entertainment has a big impact on what you pay. There are two main reasons why fees could be added to your booking; event planners and booking agents. Booking a band directly will always get you the cheapest rate, however there are pros and cons to using either of the two mentioned earlier. Event planners take the stress out of organising your event and a booking agency might take the time to help you choose the right act for your event. The fees with an event planner or booking agent can range, but is typically between 10-20% on top of the usual fee for hiring the band. Just note that in some cases you can be hit with both fees if an event planner books a music act through a booking agent. If you’ve already picked the music act you want and you’re organising the event yourself, booking direct is probably the best option for you.
Taking these five primary cost factors into consideration, let us explore the benefits of hiring live music for your event and how to get the most out of your budget.
Value of Live Music and it’s comparison to a Music Streaming Playlist
The advantages of a Music Streaming playlist are that it’s cheaper, it gives you the ability to curate your own playlist and you hear the song as it’s recorded by the original artist. However live music at any event extends beyond the auditory experience. It creates a vibrant and dynamic atmosphere and adds that special touch making the gathering feel more exclusive. The energy live entertainers create evoke a deeper connection with an audience creating emotional connections. This in turn adds a unique and memorable element that a Music Streaming playlist simply cannot achieve.
On a budget but still want live music at your event? Check out this blog on "Ways to save money booking a band for your event".
To find a band a band in your area visit OzGIgs.com.au
This article was written by Stan Wong & Cavan Te co-founders of OzGigs and professional musicians in Sydney Australia with over 40+ years of wedding and corporate event experience between them.
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