Securing the perfect wedding band is a crucial aspect of planning your special day. But it begs the question: How soon do you have to? We’ll get straight to the answer: a year or more. 

In the most successful weddings, couples are able to book the wedding band or entertainers 12-18 months in advance. Does that mean that your wedding is doomed if you miss that mark? Not really. 

We’ve successfully accommodated bookings as close as six months before a wedding, and it went off without a hitch! However, it’s worth noting that three months is cutting it a bit close.

In reality, you’ll be fine locking down a wedding band less than a year before your big day unless…

  1. There’s a specific band or wedding entertainment that you want to book.
  2. You’re getting married during peak season.

Now, let’s dive into these scenarios in more detail:


Booking a specific wedding band or entertainer

If you have your heart set on a particular band or wedding musician, especially one that’s popular, it’s best to start your search a year or more before your wedding day. Sought-after acts tend to have busy schedules and can get booked up quickly. Starting your search well in advance gives you the best chance of securing your top choice.

Take, for instance, our Hi-Voltage Samba Band. Their versatility and electric performances make them a favorite for weddings and events all year long. To guarantee their presence at your wedding reception, it’s advisable to secure their booking as early as possible.

The same goes for our All-Star Hybrid Band which is a combination of a DJ, drummer, sax players, a violinist, and vocalists. The Hybrid Band is led by no other than Curtis Watts, one of the best percussionists in New York City. They’re in high demand throughout the year, performing at weddings, birthdays, clubs, and various celebrations.

Booking these popular wedding music bands early not only ensures their availability but also gives you peace of mind knowing you’ve secured top-tier entertainment for your special day. It allows you to focus on other important aspects of your wedding planning, knowing that the musical entertainment is in capable hands.


Consider the peak seasons

Wedding seasons can vary depending on your location. In New York, summer and early fall are peak wedding seasons. Expect wedding musicians like violinists, string quartets, harpists, jazz bands, and more to be in high demand during this time. If you’re planning a wedding during a peak season, aim to book your band no later than 12 to 18 months ahead.

Remember, while early booking is generally recommended, flexibility is key. If you find yourself working within a shorter time frame, don’t be discouraged. Talented bands may still be available for bookings closer to your wedding date, especially if your celebration falls outside of peak seasons.


What to expect when booking a wedding musician

Starting your search for wedding musicians early is crucial, and not just because of availability. There’s a whole process involved, and it’s easy to underestimate the time it takes from those initial discussions with the band to finally signing the contract. Here’s what you can expect when booking a wedding entertainer:

  1. Initial consultation

The process typically kicks off with an initial consultation. This can be in person, over the phone, or via video call. During this meeting, you’ll discuss your vision for the wedding, the type of music you’d like, and any specific requests you have. This is also the best time to confirm the musician’s availability on your wedding date.

  1. Reviewing repertoire and style

Professional bands for weddings should readily provide samples of their work or guide you to their portfolio or website. Sometimes, CWP musicians will even invite you to one of their gigs so you can see them play! This gives you a sense of their musical style and whether it aligns with your vision for the day.

  1. Customization and song requests

Even seasoned wedding entertainers are open to customizing their performance to suit your tastes. (Looking for wedding song list ideas? Wedding entrance ideas? We got you.)

However, you must give them enough time to prepare. If possible, let them know during the initial consultation any specific songs or genres you’d like them to include in their wedding performance. They’ll be able to tell you then if it’s possible to accommodate your request or allocate time in their schedule to learn new songs.

  1. Contract and terms

Once you’ve made a decision, the entertainer will present you with a contract. This document outlines all the details of the performance, including the date, time, venue, and payment terms. It’s crucial to review this document carefully and ensure all your expectations are clearly stated.

After the contract is signed, you can breathe easy knowing that you have your dream wedding entertainment on lock.

What comes next?

  • Coordinating with other vendors

Your wedding entertainer might need to coordinate with other vendors, such as the venue, event planner, and sound technician. Providing them with all the necessary contacts and information ensures seamless coordination.

  • Soundcheck and setup

On the wedding day, the musicians will arrive early to set up their equipment and conduct a soundcheck. This is to ensure that everything is in working order and that the sound levels are perfect for your venue.

  • Feedback and Reviews

We love hearing from our couples! And other wedding musicians do, too. After the wedding, take some time to provide feedback to the wedding entertainer. This helps them improve their services and also serves as valuable information for future couples looking to book them.

By understanding the steps involved in booking a wedding entertainer, you can better appreciate the importance of starting your search early. This ensures you have plenty of time to find the perfect match for your musical preferences and allows for a smooth and enjoyable entertainment experience on your special day.

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