GUIDE TO BOOKING
This guide is intended to give you some brief points to look out for when considering which band / musician or DJ to book for your special event. Be it your wedding reception, a birthday party, corporate product launch, or any other type of event, it’s very important to book with a professional outfit. Here are some main points of consideration:
1. The Booking Contract
Whoever you decide to book, always make sure the booking is secured in writing by means of a legally binding booking contract, signed by the artist / band leader and yourself. This is the only way to guarantee that you are dealing with a professional supplier, and is extremely important for both parties. The last thing you want is to be let down by any of your suppliers. Move It always secure bookings by contract - upon agreeing a booking, we send out 2 copies of the contract, outlining all of the necessary information specific to your event. We then ask for you to sign both copies and return one to us along with a booking deposit to secure the date. We also supply all relevant contact details, including address & landline numbers, for your security.
2. Quality vs Expense
We all want the best deal, but it’s worth considering that the entertainment at your event is going to be of great importance, and can make or break a party. Whether booking a DJ or band, it’s not always worth going for the cheapest option. E.g. Move It have stepped in at the last minute for clients who have originally booked a pub band, only to find out the day before the event that the original band weren’t actually planning on turning up! Most bands / DJs working within the function / party industry are full time professionals, and they take their work very seriously as it is their main job of work. There is no doubt that quality should be your main concern. It is NOT worth risking the success of your event by booking a cheap pub band. Move It uses only the highest quality professional equipment, (including lighting for the stage & dancefloor areas) are highly experienced at performing at all types of party / functions and have a professional attitude to match their outstanding ability as players.
3. Insurance & Safety
Does your chosen entertainment supplier come with all sound & lighting equipment PAT tested for electrical safety, and fully insured for public liability up to £10million? These are also basic requirements which many bands don’t keep up to date. Move It have current certificates for both of these available on request, and a growing number of venues insist on having these present before a band is allowed to even set up. We strongly recommend checking the relevant documentation is in place before booking any type of entertainment.
4. The Venue
(a) Consider your chosen venue when deciding which live act you will be booking. While most venues have no problem with bands, it’s still worth checking this before booking either the venue or the entertainment. Most venues will specify where the entertainment usually set up their equipment, but it’s worth noting that if the band is in another smaller room to the main area, or awkwardly placed in the corner, then generally the atmosphere would not be as good as it could be. We recommend the band should be set up at one end of the room or marquee, facing the furthest wall, enabling all of your guests to enjoy equal sound quality, and also meaning that those who prefer to mingle can move further away from the dancefloor area, and be able to hold a conversation while still enjoying the music.
This set up (below) is ideal, and will give the best sound quality and atmosphere for your party.
The diagram below shows a not so ideal set up, as the band is in the middle of the room facing the opposite wall, meaning the majority of the room is not covered by the PA system, and therefore won’t be hearing the best sound. Also there is not an ideal space for your guests to mingle away from the dancefloor area.
(b) It is also worth checking whether your venue has restrictions on arrival and set-up times for the band. Move It always like to allow 1 hour to set up, and similarly to pack down at the end, but this may take longer if the equipment needs to be moved a long distance or off of the ground floor (this should be advised when booking). Setting up involves not only transporting the equipment into the venue, but also running a couple of songs to set instrument & microphones levels, focusing lighting and generally making sure everything is tidy and safe. It is advisable that this takes place before your guests arrive or whilst they retire to a different room / bar area.
(c) One other thing to check with you venue is if they have any restrictions on volume levels. This is especially important for venues fitted with a sound limiter, as these will trip the electrical supply and can be set off by clapping or vocal microphones very easily. Some bands are louder than others, and this is something to consider whilst choosing your entertainment. In all cases the band will play at a suitable volume for the room and adjust according to your requirements. Most bands are by nature louder than a disco, especially if they use a drum kit, as the unamplified volume of a drum kit is the minimum volume a full party band can play at. Move It don’t use a live drummer, and so the sound can be controlled a lot more easily in terms of both the volume and quality. If you think there may be an issue with volume at your event, please get in touch with us to discuss the options, or possibly consider a more laid back style of music such as jazz.
5. Power Supply & Stage Area
All electrical equipment used by Move It conforms to the HSE EAW Act 1989 and is tested annually for electrical safety. In order to be safe, we require at least 2 x 13amp sockets to power sound & lighting equipment, and these should be within a reasonable distance from the performance area.
Space required varies from band to band, depending on their size, but Move It ask for a safe, level area to set up of at least 10ft wide x 6ft deep.
6. Standard Requirements
It’s generally acceptable to provide the entertainment with a suitable room to change into stagewear in privacy - the ladies or gents toilets is not a suitable room for this. Ideally the room will be secure, in order to store clothes and personal effects. A room is also essential for the band to prepare themselves (e.g. warm-ups) and to keep out of the way whilst not performing, allowing you to enjoy your function with your guests. Most hotels and other venues are happy to provide a spare bedroom or conference room for this purpose, and rest assured the room will be left in a clean & tidy condition.
The band will also usually have travelled some distance to your event, and will need refreshments during their stay at the venue. Tea / Coffee and soft drinks and something to eat is usually what is provided by clients.
7. What Next?
To receive a no obligation quote and latest availability from Move It, please visit our Online Enquiry Form, and fill is as much information as possible. We will then get back to you with our best price for your event.
If you require any further information, please get in touch and we will do our best to advise you.
