Same rough event details. Wildly different numbers.
It’s confusing, and it can make you feel like you’re doing something wrong.
You’re not.
The truth is simpler: musicians can only quote as accurately as the information they’re given. A vague enquiry gets a vague, cautious quote (or a generic one that doesn’t really fit your day). A detailed enquiry gets a quote that’s specific to your wedding, your venue and your timeline – and it usually comes back faster too.
Here’s why each piece of information matters, what to do if you haven’t decided yet, and how to end up with quotes you can actually compare side by side.
Why musicians need more than the number of hours
It’s tempting to think a wedding music quote comes down to one number: hours performed.
In reality, a musician or band is pricing a whole event around the hours on stage, travel to your venue, load-in and setup time, sound checks, waiting time between the ceremony and reception, and sometimes learning songs specifically for your first dance or your walk down the aisle.
Two ceremonies that both run for 30 minutes can cost differently depending on a number of factors including: venue location, whether there’s difficult access or a flight of stairs to the ceremony spot, whether power is available for the PA, and whether the musician needs to perform before you arrive or wait around for hours before playing again at the reception.
None of that shows up if all they know is “the ceremony is 30 minutes.”
The information that helps most
Wedding date. It’s an obvious detail but worth mentioning as availability and pricing can shift depending on the date. I.e. popular Saturdays in peak season get booked out earlier, and that affects who’s available to quote at all.
Venue and location. Your venue’s name and suburb help musicians work out travel time and cost, and whether there are any load-in quirks (stairs, tight parking, no lift, restricted access times) worth planning around.
Which parts of the day need music. Canapés, ceremony and reception each have a different feel and different requirements. A ceremony-only booking is a very different job to providing music across ceremony, canapés and reception. The second obviously involves more setup, equipment, additional waiting time, and often a longer overall day for the performer, even if the actual playing time is similar.
Performance start and finish times. Even rough expected times help here. A musician needs to know if they’re playing for a tight 20-minute ceremony or being on-site for four hours.
Act type and act size. Letting musicians know what you’re planning (or what styles you like, if you’re not sure of the format yet) helps them quote the most appropriate act. A solo guitarist, a duo, or a full band all have different setup needs, different sound requirements, and different price points. The clearer you can be here, the more accurate your quote.
Preferred music style. Musicians and bands each specialise in their own preferred style and repertoire. For example; some play jazz standards, some do modern pop covers, others are strictly acoustic. Telling them your preferences means you’re only getting quotes from acts who actually play that style or are flexible enough to customise their setlist, making it easier to choose an entertainer who suits your day.
Guest numbers. More guests often means a bigger venue, more ambient noise to perform over, and sometimes a need for additional speakers or equipment – all of which can affect the quote.
Budget. Wedding entertainment pricing varies a lot depending on a number of factors including act size, experience, location and inclusions to name a few. Allowing around $400 to $450 per-person is a realistic starting point to finding entertainers who will suit your needs. Setting a realistic maximum budget simply means the quotes you receive are for acts within your range, rather than performers well outside it.
Booking timeframe. Letting musicians know whether when you’re ready to book helps them prioritise and respond appropriately. A same-month wedding needs a different kind of urgency and attention versus a booking that’s up to 9 months away.
Key songs. This is one of the ‘big’ choices to make about your entertainment, and the sooner you can make it, the easier the rest of the booking process will be. If there’s a song that has to happen, be it your entrance, first dance, or even a family favourite – flagging it early means the musician can tell you honestly whether they can learn or perform it, and whether that affects price. Some acts will include custom arrangements or learning a new song as part of their package so it’s good to let them know up front so there’s no surprises (or disappointments) later.
Songs to avoid. Whilst key songs get most of the attention, a short “please don’t play this” list can be just as useful. Whether it’s a genre that makes you cringe or a song with too much history attached, letting the musician know early means they can customise their setlist with confidence and discuss alternatives with you.
Access, setup and practical details. Things like load-in requirements, access restrictions, expected speech duration, whether breaks are needed, sound restrictions or venue curfews, and whether the event is indoors, outdoors, or has a wet-weather backup all shape what a musician needs to bring and plan for. Providing these details will help the artist give you an accurate quote.
Not sure what details to ask your venue?
For a list of 7 essential questions to ask your venue before reaching out to musicians, checkout the blog post and grab the free checklist and email template.
What to do when you haven't decided on everything yet
There’s a number of ‘moving parts’ when booking entertainers. Some couples breeze through and know exactly what they want whilst others are unsure or suffering from ‘decision fatigue’.
The truth is, not all of the details need to be set in stone before you reach out for a quote. Some details such as guest numbers or key songs can be confirmed later. But there are caveats:
Guest numbers: If you initially requested a quote based on 50 guests, but your ceremony is now for 80 guests, you could expect to pay an additional fee. Why? Because the artist will likely need more equipment so they can be heard clearly, which in turn means a longer set up, load-in and load-out times.
Key songs: This is an area most couples have trouble deciding as the pressure of ‘getting it right’ and choosing a song that will stand the test of time (and not make you cringe in 10 years) is real!
If you’ve chosen your key song(s) but later changed your mind, it may require the act to learn it for you if it’s not already in their repertoire or a style they usually perform. This can sometimes mean it’s an additional fee to what they’ve already quoted you.
The key is to lock in as many details as you can first and be upfront about any that may potentially change.
If you have the obvious ones such as date, budget, venue(s) along with details such as performance space and load-in and out times, performance times (even if approximate) and styles of music and an idea of key songs or styles – you’re off to a great start!
Why wedding musician quotes can vary so much
Even with the same brief, you’ll often see a spread of prices. That’s usually down to a combination of:
- Experience and reputation – more established acts may price differently to those building their portfolio
- Act size – a solo performer is obviously priced differently to a five-piece band
- Performance time – total time on-site, not just time spent playing
- Travel – distance to your venue and any regional loadings
- Equipment – whether a PA, extra speakers or additional gear is required
- Custom song preparation – learning or arranging specific songs can be an additional fee.
- Setup and waiting time – bump-in, sound check, and gaps between parts of the day
- Venue logistics – access, parking, stairs, curfews and any restrictions on sound
None of these are “hidden fees” – they’re genuine variables that go into a quote, and they’re exactly why more detail up front leads to quotes that are easier to compare.
Ready to find your wedding musicians?
Once you know the venue details, you’re in a much stronger position to compare options.
You can look for musicians who suit:
- Your venue
- Your guest numbers
- Your preferred atmosphere
- Your available space
- Your ceremony and reception plans
- Your entertainment budget
Over to you
Once you have the majority of questions answered above, you’re in a great position to request quotes.
If you’d rather not sort through the quotes and musicians yourself, our Wedding Entertainment Concierge Service will help you choose your wedding musician with confidence.
Grab the free wedding musician quote checklist
I’ve put everything above into a free checklist you can download and work through at your own pace.
Print it, save it, or fill it in as you go and by the time you’re done, you’ll have everything a musician needs to give you a fast, accurate quote.
Already have all your details finalised?
Music For My Wedding is Australia’s only platform dedicated exclusively to wedding entertainment. While other platforms may offer a mix of vendors or include musicians who aren’t suitable for weddings, we focus solely on connecting couples with talented performers who can create unforgettable moments for your special day.
With over 25 years of experience in the Australian music industry, we bring a wealth of knowledge and expertise to the table. Unlike other platforms, we prioritise genuine connections over profit, so you won’t find musicians paying to quote or have fees deducted from the fees you pay them. Our goal is to help you find incredible musicians, to ensure your wedding day is filled with the joy and magic that only live music can bring.
Finding the perfect musicians for your wedding is simple! Just click the “Request a Quote” link and fill out the form with your wedding details and our artists will come to you with quotes.
Choose the one you love, and pay the 10% service fee and communicate directly with the act.
We focus on connecting you with only the best musicians in the industry. Our qualification process ensures that all musicians on the platform meet our high standards of professionalism and talent. This means you can trust that the performers you choose will bring exceptional skill and reliability to your wedding, creating an unforgettable experience for you and your guests.
The sweet spot for most professional wedding musician’s is around 3 to 6 months and up to 9 from your wedding date. Everyone is different and some acts are popular and book out 12 months or more in advance.
The best advice is this: If you find an entertainer you absolutely love, reach out to them for a quote and book them if they’re available.
If you have any questions or concerns, don’t hesitate to reach out to us via the contact page. We’re here to help, and we want to ensure you feel confident in your choices.
Yes, exact times aren’t often known until other details are finalised. Having a rough idea of the start and finish times is fine, if you’re working to the same part of the day. I.e. a change of 1 hour or so in an evening isn’t going to have as much impact as changing it to morning etc.
Also make sure you also have an idea of the number of hours you’ll need the musician to perform.