Music – More than Setting the Atmosphere

Music is an extremely important aspect of both the wedding ceremony and the reception – it adds to the significance of the ceremony and helps to set the tone and the pace of the reception. It’s moved a long way from having the church organist thundering out a rousing version of "Here Comes the Bride".

Music is like food, in that it can be catered to suit different tastes. The problem arises, however, when you get fifty or one hundred different tastes in the same room. The difference between food and music is that you do not have to eat a dish you do not like. With music often played loud, you have to listen to it whether you like it or not.

Initial Considerations

• How much have you allowed in yourbudget for music? This will determine whether you can hire that string ensemble you have in mind.
• Where and when will music be played?Remember, you are selecting music for two separate elements of your wedding – the ceremony and the reception. What you choose for one does not need to be the same as for the other.
• If you are using music in the ceremony,you should probably develop a script whether it’s live performers or a DJ. You’ll want one song when the bride comes down the aisle, another for the entrance of the wedding party, etc.
• Who are the guests? If they are all about the same age, chances are they will have similar tastes in music or at least be able to grin and bear it. You may want to find out who the die-hard partiers are. If you have an evening reception, they will likely stay well after the older folks and children have left allowing you to play what suits them best.
• Where is the location? If your reception is being held out of doors and dance music is required consider the proximity to neighbours and potential noise bylaws. It may pay to invite the neighbors rather than have them complain about the noise
• What is the general theme of the ceremony and reception? A garden setting cries out for the simplicity of a few string instruments during the ceremony and has the additional benefit of easy setup and limited space requirements.
• How large is the reception area?After you review the floor plan and set aside room for a dance floor, you may not have room for a stage, musicians and associated equipment without pushing guests out the door. The size of the room can also greatly affect the acoustics. Placing a single violinist in a large space may be fine during the quieter moments of the ceremony but will be completely drowned out in a large room when your guests are partying.
• What is the time of day? If you have selected a morning reception and wedding brunch, guests may not be in the mood to hear the latest rock music.
• What is your favourite music and which songs have special symbolism to you? The general rule is that you get to pick what you want to accompany the ceremony and should be something that both the bride and groom agree upon. The reception is another matter where the enjoyment of the guests should be your primary concern.
• Does the owner of thelocation have conditions on the music that can be played? You may have your heart set on your brother’s rock band performing, but the sound-proofing between reception areas may not be sufficient to allow him to hit the high notes.

Selecting Live Performers

Live entertainment, especially if the group is popular, will likely cost considerably more than a DJ. However, if music is important to you it may well be worth the expense. If you do not already have a group in mind, you will need to go through the selection process. This includes finding them and hearing them. If you think they’re hot, probably a lot of other people do too, so plan to book the band 6 – 12 months in advance or as soon as you have selected the reception location.

Local music stores are a great source for leads and names of contact people. You may want to ask the storeowner for some suggestions to simplify the process.
If an audition is not possible,find out where they are playing next and ask if you can attend for a short while, just to hear them perform. If they commonly play in local hotels and nightclubs, getting a preview should be easy.

Ask the owner of the reception hall for suggestions. They will know who has played there before and what they sounded like.

If you are looking for a stringensemble or individual musicians, ask people associated with local classical music groups or a symphony. Many of these musicians are of professional caliber but have regular daytime jobs and enjoy the opportunity to perform and make some additional money. They may be much less expensive and equally talented as the "pros".

Here’s how the
business side works

Most bands are going to request a deposit shortly after you book, as much as 30% to 50% of the fee. They all have a cancellation clause but it will cost you if you cancel with limited notice. The cost varies widely and is dependent on the experience of the musicians and their popularity. Most can loan you a CD, so you can sample their music if you cannot attend a performance.

Before booking determine the following:

• Determine how much equipment will be required for the ceremony and/or reception
• Determine when they will start and end. Most bands are not likely to play longer than 3 – 4 hours without expecting a premium so if you think your guests are inclined to dance until dawn, determine what the extra charges are going to be.
• When selecting a band, look for a group with a broad repertoire but realize that they are not likely experts at every style. Bands that entertain for parties are more likely to provide a wide range of material as compared to a group that has aspirations of being the next Grateful Dead.
• Ask how many people will be performing. Some members that appear on stage for performances may be fill-ins and not part of the regular group.
• Music-union rules sometimes specify the minimum number of musicians that are allowed to play in reception halls. For a crowd of 100 or more, you may want a band with at least 6 members, which is affected by the type of material they are playing and the form of amplification.
• If you have specific songs in mind for the ceremony, be sure that they know the piece well. A lot of attention will be focused on the performer drawing attention to the slightest weakness in the performance.

DJ Services

At one-time, a DJ was thought of as the low-cost solution filled with compromises. This is no longer the case and it offers your best option for suiting a wide variety of musical tastes. It’s wise to look for a disc jockey as soon as you have booked a reception hall. Most DJ’s book 9 – 12 months in advance. If you’re planning a marriage on a holiday, for example, Canada Day, or New Year’s Eve, allow more time. They are bound to be busy on those nights.

DJ’s are also able to provide one other thing that a band may not – predictability. Live musicians may have their own interpretation of your special number that may sound quite different from the original. There will also be some songs that are just not part of their repertoire. Even if you have a live band, you may want to consider a DJ’s as well, if you can afford it, to offer music during the break periods.

Most DJs develop new business through referrals from their last engagement. This is a great time to approach them if you like what you hear and want them for your reception.

Ask your DJ for references. "Make sure you know who you’re hiring." DJ’s should have review sheets from former clients to show prospective couples. Don’t fall into the trap of thinking that the neighbor’s kid with a boom-box is your solution. As mentioned earlier, the DJ can set the entire tone and sequence of the evening.

If you are using a DJ at the ceremony, they will usually appear at the rehearsal to cue the bride and groom and wedding party. There is some planning required in order to be sure that the bridal march doesn’t start too soon or terminate before the bride reaches the altar. If you plan to "mic" the ceremony so that guests in the back of the church can hear the minister and the vows, arrangements will be made beforehand.

If the DJ is providing entertainment for just the reception, they will usually setup before the cocktail hour to play background music and continue to midnight or longer – the more time the higher the fee. In the period from the first dance to the end of the evening, they’ll play about forty songs, usually non-stop unless you request breaks.

If you want music that the DJ may not be familiar with, such as ethnic tunes, bring along your own recordings for the DJ to hear. They can use your CDs if they don’t have the same songs in their repertoire.

Do not just go for the middle of the road in your music selections, unless you are prepared to accept the results. Easy listening might not offend anyone, but it will not likely please anyone either. It may take a bit of work, but your involvement at this stage is important.

Here’s how the
business side works

A typical evening’s entertainment will cost $300 to $500. Some DJs require a deposit to be paid when you book, all will expect payment by the date of the wedding. The contracts differ when it comes to cancellations. Most require at least 30 days cancellation notice or you will lose your deposit.

The DJ’s will arrange an initial consultation where they discuss price, services and the theme of the wedding. DJs work from a play list, which they can develop on their own or you can provide them with a list of every song you want played and they will just spin the discs. It’s usually better to have their input because they will commonly have a broader knowledge of music and know how to sequence tracks. They’ll also know from experience what gets people up dancing or glues them to their chairs.

Before booking determine the
following:

• What type of sound equipmentthey will use and when this will be placed? If you are turning the same room from ceremony into reception area there will be a limited time period when speakers and sound equipment can be installed.
• Find out if the DJ is familiarwith the reception hall. If they are, they will know what the acoustics are, what equipment to bring and the availability and proximity to electrical outlets. They can also advise you as to the best location in which they can place themselves and their equipment. If they are unfamiliar with the hall, have this information ready.
• Ask if they plan to use items such as flashing lights, bubble machines, strobes or other visual effects. You may have your heart set on a mirror ball glimmering over the dance floor but such items will usually cost extra due to the time required for installation and may not be possible due to the character of the room.
• Ask if the DJ will also act as MC for the evening if you don’t have another suitable candidate. This is not necessarily the same skill as the person spinning the records and if this service is required may in fact require two people.
• Are their additional costs for travel time or mileage? Some DJ’s will travel a considerable distance in rural areas and will commonly include this in their regular fee.
• Determine what they will wear.This can be especially important if they are also acting as an MC for the reception and will be visible to your guests. They will normally wear a suit but commonly not a tuxedo so they don’t look like a member of the wedding party. If you are staging an informal affair, such as outdoors or on a beach, they will dress casually to suit the surroundings.
• Get a contract from your DJ.The contract should list any details, such as special themes (Latin carnival. etc.), unusual power needs, times, places, dates, equipment setup times, and staging needs. Be sure to check the cancellation clause. Ask what happens if they are sick or for some reason cannot make the date. Do they have plans for a substitute or is it up to you?
• Determine the likelihood that the disk jockey is going to be in business a year from now. It is commonly a part-time business, so there can be a high turnover. If it turns out they don’t last it is going to be hard to get someone else close to the wedding date.
• Ask if they will be alone or accompanied. You want to make sure that the DJ’s attention is on the audience and not a girlfriend that accompanies them.