What to Check in a Live Band Contract Before You Sign
A band contract is short, but every line in it is a decision you will care about at 10:45 on the night: whether the band can play another half hour, what happens if it rains, who feeds the musicians.
Here is what to look for, clause by clause, and how Avalon Music handles each one.
The Essentials
Date, times and location
Event date, venue address, the performance start and end times, and the band's arrival time. Most bands arrive 1.5 to 2 hours before they play.
Who is performing
The act you booked and the number of musicians. Band size should match your guest count and room.
What is included
Avalon Music quotes typically include the performance, professional sound, standard lighting, setup and teardown, a pre-event consultation and a dedicated event coordinator.
Sets and breaks
How the performance time is divided, and what plays during breaks. Many couples ask for a playlist or DJ during breaks so the room never goes quiet.
Money
Deposit
Typically 50% of the total fee to secure your date.
Balance due date
Usually 2 to 4 weeks before the event. Put it on your calendar now.
Overtime
Most bands will play overtime at a pre-agreed hourly rate. Make sure the rate is written down, and decide in advance who is allowed to approve it on the night.
Travel
Travel fees may apply for venues more than 50 miles from central Houston.
Special requests
Custom song arrangements may carry a small additional fee.
Changes and Cancellations
Read the cancellation and rescheduling terms carefully. Avalon Music works with clients to reschedule whenever possible, and the earlier you give notice, the more flexibility there is. The exact policy is written in your booking agreement.
Check what happens if the date moves because of weather or a venue problem, too.
Venue and Logistics
Power
Bands need 2 to 3 dedicated 20-amp electrical circuits. Confirm your venue can provide them near the performance area.
Space
About 8×8 feet for a duo or trio, 12×16 feet for a 4 to 6 piece band, and 16×24 feet or more for 8 to 12 musicians. A flat, level area works; a stage is not required.
Outdoors
A covered area is usually required, and a backup indoor plan is strongly recommended. Bands need protection from rain and extreme heat.
Insurance
Many venues require a certificate of insurance (COI). Avalon Music carries liability insurance and can provide one.
Meals and green room
A hot meal is customary for events of 4 hours or more. A private area for equipment and a green room are helpful but not always required.
Sound limits
If your venue or neighborhood has a volume limit or noise cutoff time, share it. The band will plan around it.
Frequently Asked Questions
Who signs the contract for a wedding?
Usually the couple, or whoever is paying for the entertainment. Whoever signs should be the person the coordinator contacts about payments and changes.
Can we add overtime on the night?
Usually, yes, at the pre-agreed hourly rate in your contract, as long as the venue allows it. Just tell your coordinator or the bandleader.
Does the venue need to talk to the band?
Avalon Music coordinates load-in times, setup, sound checks and performance schedules with your venue and planner, so you have a single point of contact.