Live Music Planning Checklist: From 12 Months Out to Event Day
Most live music problems start as a date that nobody wrote down: a request list sent too late, a venue that never heard about the band's power needs, a balance due date nobody put on the calendar.
This checklist lays out every step in order. It is written for weddings, which have the longest lead times, but the same steps work for galas, holiday parties and milestone celebrations. Just compress the early months.
12 to 24 Months Out: Book the Band
For weddings, Avalon Music recommends booking 12 to 24 months ahead, especially for peak dates: March to June, September to November, and December. Popular Houston bands book out quickly on Saturdays in those months.
For December holiday parties, January is a good time to book, and many companies rebook the same band for the next year.
- Set a rough entertainment budget and decide on band, DJ or both.
- Confirm your venue, date and approximate guest count. Band size follows guest count.
- Watch videos and listen to samples on the Look and Listen page.
- Request a free, no-obligation quote.
- Review the agreement and pay the deposit, typically 50%, to secure the date.
6 to 9 Months Out: Shape the Day
- Decide whether you want different ensembles for the ceremony, cocktail hour and reception.
- Share your venue's contact with your Avalon coordinator so load-in, power and timing can be arranged.
- Check the venue's sound limits, end time and any noise ordinance cutoff.
- For outdoor events, plan a covered area for the band and a backup indoor plan.
- Ask whether your venue needs a certificate of insurance (COI). Avalon Music can provide one.
2 to 3 Months Out: Your Consultation
Every wedding booking includes a pre-event consultation. Come with a draft timeline and your ideas, even rough ones.
- Draft your timeline: ceremony, cocktail hour, entrances, dinner, toasts, dances and the send-off.
- Choose your first dance, parent dances and any cultural or family traditions.
- Start your must-play and do-not-play lists.
- Decide who will MC and make announcements.
4 to 6 Weeks Out: Send Your Song Requests
Avalon Music asks for song requests 4 to 6 weeks before the event, so the band has time to learn and rehearse anything new. A custom arrangement may involve a small additional fee.
- Send must-play songs, special moment songs and the do-not-play list together.
- Include the exact version you want, with a link, for any song that matters.
- Send name pronunciations for the wedding party and anyone being introduced.
2 to 4 Weeks Out: Final Balance and Final Details
- Pay the remaining balance, usually due 2 to 4 weeks before the event.
- Confirm the final timeline with the band, venue and planner.
- Confirm band arrival time. Most bands arrive 1.5 to 2 hours before they play.
- Arrange a hot meal for the band if the event runs 4 hours or more.
- Agree on how overtime works, in case the party runs late.
Event Week
- Give the band, venue and planner the same final timeline.
- Name one person who can make decisions on the day, so you do not have to.
- Check the weather for outdoor events and confirm the backup plan.
- Then stop planning and enjoy it. The coordination is handled.
Frequently Asked Questions
Is it too late to book a band 3 months out?
Not necessarily, especially for weekday events or off-peak months. Your choice of acts will be narrower, so ask for a quote as soon as you can.
When is the deposit due, and how much is it?
Typically 50% of the total fee secures your date when you sign the agreement. The remaining balance is usually due 2 to 4 weeks before the event.
What if we miss the song request deadline?
Send your list anyway. Songs the band already plays are no problem. New songs are the ones that need time to learn, so the earlier the better.