Holiday Party Band Requirements: A Venue and Vendor Checklist
Choosing the band is the fun part. Then the venue asks for a certificate of insurance, facilities asks about power, and finance asks when the invoice is due.
This page collects the answers company planners need most often, so you can forward one link.
Request a Holiday Party Quoteor call (832) 723-8886
Insurance
Avalon Music carries liability insurance and can provide certificates of insurance (COI) as required by corporate venues and event managers. Ask your venue for its certificate requirements early and send them with your booking, since hotels and office buildings often have their own wording.
Power, Space and Sound
- Power
- Bands need 2 to 3 dedicated 20-amp electrical circuits.
- Floor space
- A duo or trio needs about 8 by 8 feet. A 4 to 6 piece band needs 12 by 16 feet. A full 8 to 12 piece band needs 16 by 24 feet or more.
- Stage
- A formal stage is not required. A flat, level area works.
- Outdoors
- A covered area is usually required for outdoor events.
- Sound
- Bands are fully self-contained with professional PA systems, monitors, microphones and standard lighting. For larger venues, supplemental sound may be recommended.
Load-In and Timing
Most bands arrive 1.5 to 2 hours before the performance for load-in, setup and sound check. All arrival times are coordinated with your venue in advance.
Avalon coordinates load-in times, setup, sound checks and performance schedules with your venue and planner, so you have a single point of contact.
- Which entrance or loading dock the band should use.
- Whether there is a freight elevator, and when it is available.
- Where the band can park and unload.
- When the room is free for setup, especially if another event is in it earlier.
- A private area for storing cases, which is helpful but not required.
Agreement and Payment
- Deposit
- Typically 50% of the total fee to secure your date.
- Balance
- Usually due 2 to 4 weeks before the event.
- What a quote includes
- Most quotes include the live performance, professional sound equipment, standard lighting, setup and teardown, a pre-event consultation and a dedicated event coordinator.
- Overtime
- Most bands are happy to play overtime at a pre-agreed hourly rate outlined in your contract.
- Changes
- Avalon works with clients to reschedule whenever possible. Policies are outlined in your booking agreement.
Hospitality
A hot meal for the band during breaks or before the performance is customary for events lasting four hours or more. A green room with refreshments for breaks and costume changes is nice but not always required.
Send This to Your Venue
- Certificate of insurance requirements, in writing.
- Location of 2 to 3 dedicated 20-amp circuits near the performance area.
- Dimensions of the area set aside for the band.
- Load-in route, dock or elevator times, and parking.
- Room access time for setup and sound check.
- Any sound limits or end times the venue enforces.
Frequently Asked Questions
Do you carry liability insurance for corporate events?
Avalon Music carries liability insurance and can provide certificates of insurance (COI) as required by corporate venues and event managers.
Is a deposit required to book a band?
Yes, typically 50% of the total fee to secure your date. The remaining balance is usually due 2 to 4 weeks before the event.
How much power does a band need?
Bands need 2 to 3 dedicated 20-amp electrical circuits. A formal stage is not required, and a flat, level area works.
Who coordinates with our venue?
Avalon Music coordinates load-in times, setup, sound checks and performance schedules with your venue and planner. You get a single point of contact.