What to Expect on Event Day With a Live Band
On the day, a good band is almost invisible until the moment they play. Here is what is happening behind the scenes, so you know what to expect and who to ask.
The example below is for a reception starting at 6:00 p.m. with the band playing from 7:00. Adjust the clock for your event.
A Sample Timeline
- 5:00 p.m.Band arrives and loads in
Most bands arrive 1.5 to 2 hours before they play. Arrival is coordinated with the venue in advance, including where to park and unload.
- 5:15 p.m.Setup
The band sets up its own sound system, monitors, microphones and standard lighting in the performance area. They need their 2 to 3 dedicated 20-amp circuits ready.
- 6:00 p.m.Sound check, done quietly
A short, low-volume check before guests arrive in the room. If cocktail hour is in the same space, the band plans around it.
- 7:00 p.m.Entrances and first set
The band starts with the grand entrance or dinner music, then special dances and the first dance set.
- 8:00 p.m.Break and band meal
A short break, with music playing so the room never goes quiet. For events of 4+ hours, a hot meal for the band is customary.
- 8:30 p.m.Dance sets
The band reads the room and builds energy through the night.
- 10:45 p.m.Last dance and send-off
Your last song, and the exit song if you have one.
- 11:00 p.m.Teardown
The band packs up and loads out. If you need the room cleared by a set time, make sure the venue has shared it.
Who to Talk to on the Day
Avalon Music coordinates load-in times, setup, sound checks and performance schedules with your venue and planner ahead of time, so there should be nothing for you to manage.
On the night, the bandleader is your contact for song changes, timing shifts and overtime. Name one person, usually your planner or a trusted friend, who can make decisions so you are not pulled away from your guests.
If Things Run Late
Timelines drift. Dinner service runs long, toasts run longer. The band will adjust, but give them notice so special songs are not squeezed.
If you want the band to keep playing past the end time, most bands will play overtime at the pre-agreed hourly rate in your contract, provided the venue allows it.
Frequently Asked Questions
Will the sound check be loud?
Sound checks are kept short and at low volume, and are timed so they do not interrupt a ceremony or cocktail hour in the same space.
What does the band need from the venue?
2 to 3 dedicated 20-amp circuits, a flat, level area sized to the band, and a covered area for outdoor events. A stage is not required.
What plays during the band's breaks?
Ask for a playlist or DJ during breaks so the room never goes silent. A band-and-DJ combination handles this seamlessly.