1) “I think I saw the drummer in his Calvin Klein’s”
Encourage your client to choose a venue that has a green room, a separate room for vendors, for meals, dressing, cases, personals, breaks etc. The band is often one of the 1st vendors to arrive on site so they often bring a change of clothes for after they have loaded in and sound checked. Don’t let one of the bridesmaid catch a glimpse of the drummer in a unisex bathroom!
TIP: Many times the Bridal/Grooms suite can double for the Green Room.
2) What would Chris Angel say?
Don’t ruin the illusion by opening the reception doors before the band has started playing. Tell the band 10 mins before you intend on letting in guests so they have time to tune, plug in and turn on. Opening the reception doors to reveal the band on stage playing upbeat music, gives the guests permission to loosen their ties and kick off their heels! Let the band help you create a magical unveiling that would leave even Mr. Angel speechless!
3) Is Uncle John in the John?
Be sure you have good communication with the Emcee in the band. Communicate to them to wait for your cue before announcing the events on the timeline. Always double check that those speaking or performing are present in the room before giving your cue. * It sounds elementary but it happens to the best of em’!
4) Staging for disaster
The dance floor should always be directly in front of the band stand! Putting an obstacle between your guests and the entertainment (like a fountain or dinner tables) is awkward for the band and for party goers.
It is important to discuss with your band contact what size stage is needed to accommodate the number of musicians attending.
TIP: Be sure to check with the venue for any restrictions on band sizes, sound level or speakers limitations?
5) “We can’t start, the guys in the band haven’t finished their cooked carrots!”
We at Undercover Live Entertainment never want our clients to be waiting for the band to finish eating to start the party. Many caterers make vendor meals after all guests have been served. Whenever possible have the band meals ready at the beginning of dinner service. The band should be done eating and on stage to bring back the energy immediately after dinner service. Making them wait till after all guests are fed usually creates a space for the guests to wonder when the next activity will begin.
6) Shame, shame your toasters, champagne-less!
If your working with an absolutely fabulous Captain of the room, they will take care of this detail of for you, but never assume! Always have a poured glass of bubbly for those nervous speakers that forget their glasses at their tables. Make sure they have something to cheer with other than their fists!
7) Spotlights are too bright!
Dimming the lights once the party gets going is a tiny detail that has a huge effect! It creates a definite distinction between dinner and dancing. The guests attention is directed to the stage and gives any shy guests the added confidence to get on the dance floor and shake a tail feather!
TIP: Once the lights are lowered up-lights throughout the room take center stage offering immense ambiance. Many bands offer up-lights as part of a package and may offer your client a deal in lighting.
8) That’s what friends are for…
Make relationships with the bands & DJ’s that make your life easier! When a vendor has proven they work just as hard for your client as you do, you can rest assured you will both benefit by building reliable reputations and businesses!