Confused by all the different entertainer costs?
You’re not alone!
This guide will help you understand how musicians calculate their fees and help you to set a budget more effectively.
No matter your style of wedding, there’s a pretty good chance it’ll be enhanced with the sound of music. Whether it’s played by an entertainer, live wedding band, a (dreaded) iPod or a wedding DJ. Each song will help create your chosen mood.
Many couples start out planning their wedding music with a list of songs they’d like their entertainer or band to perform, but often aren’t armed with all the ‘must-consider’ information to make that a reality.
If you’ve never booked an entertainer before, you couldn’t be expected to know how much you should pay them or what influences their costs. But not knowing any of them can be even more costly.
All musicians and bands charge different amounts for performing at weddings, so it’s almost impossible to narrow down an average cost. There’s simply too many variables from one wedding, venue and entertainer to the next.
There isn’t one standard wedding entertainment price because there isn’t one standard wedding entertainment booking.
Here's a little background info on the world of wedding musicians and entertainers
A good rule of the thumb is this:
– Playing during the ceremony is the cheapest
– Cocktail time is a little pricier and
– A full reception set is the most expensive
If you’d like the entertainers to perform at your ceremony and reception, it’s going to be a very long day and the price is likely to reflect it.
It’s also pretty obvious that a solo act will usually be cheaper than a full band.
But the number of musicians and the number of hours they play are only part of the picture.
Factors that influence the cost of wedding bands and entertainment
Logistics
Location
Unless you absolutely have your heart set on an entertainer from another State or Territory, it makes sense to hire a musician or wedding band close to your wedding venue.
Entertainers may ask for some or all of their travel expenses to be covered depending on the distance involved. This can include:
- Travel time
- Petrol
- Tolls
- Parking
- Accommodation
- Flights for longer-distance bookings
For larger bands, remember you may also be moving several musicians and a substantial amount of equipment.
*Please note: Entertainer travel expenses are usually quite reasonable, so don’t let this deter you from hiring a band or musician that might be further afield if you absolutely love their sound!
LOVE AN ENTERTAINER WHO ISN’T LOCAL? ASK FOR A QUOTE BEFORE RULING THEM OUT.
Travel may add to the cost, but it doesn’t automatically make the booking unaffordable.
Size
It’s obvious, but the more musicians you have performing, the greater the cost.
That’s not to say you should only consider a solo or duo for your wedding, because the atmosphere a 4 or 5 piece band can create is truly amazing and worth every cent!
Some instruments can however, sound very ‘sad’ in solo mode such as a cello for a ceremony – it can just be too somber for such a joyous occasion. Some arrangements can work beautifully though with one musician. Others need additional instruments to create the fuller sound you may have in mind.
Your venue can also influence your options. A 5 piece band may be perfect for your plans, but first make sure there’s actually enough room for them to perform comfortably.
Don’t choose the smallest act simply because it costs less. Choose the act size that gives you the sound you want and fits your venue and budget.
Performance duration
The longer the entertainers play the more you’ll pay.
A fairly self-explanatory point but it’s good to know that even though your entertainer won’t be playing during your speeches, this time will still form part of the overall booking.
Some couples unfortunately believe entertainers will reduce their fee because they’re having 30 minutes of speeches, dinner or another break in proceedings.
That generally isn’t the case.
If an entertainer is booked at your wedding from 6:00pm until 11:00pm, for example, the fee will reflect the full time they’re required onsite, not just their performance time. Speeches, dinner and other formalities may reduce playing time, but they don’t reduce the overall booking time or cost.
Performance time isn’t always the same as the total amount of time an entertainer is committed to your wedding.
Performance requirements across the day
The more of the day the entertainer covers, the more the booking is likely to cost.
The number of parts of your wedding requiring live music will influence the total booking time, performance requirements and, in some cases, the amount of equipment needed. It’s not just about how long the musicians are actually playing — it’s also about how many separate performance periods, setups and hours on site are involved.
You may want music for:
- Pre-ceremony music while guests arrive
- Ceremony music including entrances, signing of the register and recessional
- Post-ceremony drinks or canapés
- Reception entertainment including dinner music, first dance and dancefloor sets
A musician covering just your ceremony is likely to only be required for a relatively short part of the day, whilst an act covering the ceremony, drinks and reception would be on site for many hours and may also need to move or duplicate equipment between different areas.
When requesting a quote, give the entertainer a clear outline of the parts of the day you’d like them to cover and the location of each performance. This helps them account for the total time involved, any equipment moves or additional setups, and quote accurately from the outset.
On-site duration
The total time an entertainer is required at your venue can affect the fee, even when part of that time is spent setting up rather than performing.
To avoid equipment being moved through guest areas or soundchecks taking place during other parts of your wedding, musicians need to arrive well before the first note is played. This is particularly relevant when the ceremony and reception are at the same venue.
Give the entertainer your run schedule or at minimum, the timing of the each part when requesting a quote so they can allow for the required arrival, setup and performance times.
Also check if your venue(s) have any requirements around specific setup times as that extra time may also need to be included in the quote.
Agent fees
A great Agent can be invaluable when organising your wedding band and they’ll charge a percentage or fee for their services. Many entertainers use an agent at some point and if the act is exclusive to that agent, the agent’s fee may already be included in the price quoted to you.
When comparing quotes, check whether the price is the entertainer’s full fee or whether a separate agency, booking or introduction fee will be or has been added. That gives you the true total cost before you make a decision
Song requests
If the act you love doesn’t have your favourite song in the repertoire, ask them if they’ll learn it for you.
Most are very willing to learn a new song as long as they have enough time.
Some musicians will charge an additional fee, but most won’t, so it’s best to ask during your initial contact with the band or specify it in your quote request form.
Professional wedding bands and entertainers will usually have a vast repertoire so no additional fees may be necessary. Others may also be able to write you an original song for a fee.
The complexity of the request can also make a difference. Learning a fairly straightforward song is one thing; creating a completely new arrangement for an unusual combination of instruments may require considerably more preparation.
Equipment
For the most part, artists provide their own equipment.
But if your wedding is in a very large venue, the band may need to hire additional equipment to make sure they can provide you with the sound you fell in love with.
This might include
- amplifiers
- speakers
- a mixing desk (that funny looking thing with all the knobs and slides on it)
- instruments
- lights
- microphones, etc.
How much equipment they need will depend on how many musicians are in the band as well as the size of your venue and the number of your guests.
A 60-person wedding in a small function room obviously has very different sound requirements from a 250-person reception in a large ballroom.
Some venues insist that entertainers only use their in-house equipment. Others provide very little if any.
It’s helpful if you can find out this information before reaching out to a musician for a quote.
Quality vs. Quantity
Quality – it’s subjective and greatly influenced by your own values and what you consider important for your day.
The general belief is that the more expensive the entertainer, the better they’ll sound.
And whilst this is certainly true in some instances – the opposite can also be the case.
Consider this example: One of the most versatile solo wedding singers / guitarists I know also happens to have one of the most reasonable wedding prices around!
This isn’t to say he doesn’t have years of experience – far from it. This guitarist has 20+ years of live performance experience and some 4,500 songs in his repertoire and has a brilliant vocal range. Now that’s pretty impressive!
(If you’d like to find out who it is, just drop us a message and we’ll organise a quote for you)
So how does the ‘pay peanuts get monkeys’ adage ring true?
It all comes down to what you value.
If you value live entertainment and appreciate the positive influence it can have on your wedding day and the memories you’ll take away from it, you’ll probably want to pay a reasonable fee for the best musician’s you can comfortably afford.
If live entertainment isn’t your thing or high on your list of important wedding aspects (and it’s ok if it’s not), then you may allocate less of your overall budget to it.
And this is where ‘pay peanuts’ comes in.
As an example, if you’re being offered a large band for a ridiculously small fee, your alarm bells should be ringing.
Sometimes those “it’s too good to be true” instances are exactly that.
There’s no shortage of amazingly talented wedding entertainers, bands and singers of all budgets and styles.
It’s simply a matter of knowing where to find the best one to suit your plans and budget, and being armed with the right information and questions to ask to ensure you receive the best price.
Being flexible in your entertainment budget and willing to compromise a little will also ensure you find the perfect wedding entertainer for your big day.