6 Points To Discuss With Your Musicians Before Your Event

When hiring a musician for your event, providing them with the necessary information and resources ensures a smooth and successful performance. Here's a comprehensive list of what you should provide your musicians with at your event.

1. Payment and Contract Details:

There must be a clear agreement on payment terms, including deposit, final payment, and any additional fees. Good practice would be to establish a signed contract outlining the scope of services, performance details, cancellation policy, and other terms and conditions.

2. Event Details

Your musicians will be best prepared once they know basic event details, such as the date and time, venue name and address, but also extra information you wouldn’t give your guests necessarily. This includes performance times, time when guests arrive, specific location within the venue where the musician will perform, and if applicable, event theme, style, or dress code.

3. Performance Requirements

Musicians will need to know your preferred genre, and any specific songs in their repertoire that you’d like them to perform (or not). You should also discuss whether you have requests outside their repertoire, or dedications for the performance (if you’d like them to sing happy birthday, don’t forget to share the name of the person!). Discuss whether you’d like background music during their breaks, expected performance duration and break times.

4. Technical Specifications

This includes discussing access to power outlets, equipment provided by the venue or not, whether additional equipment is required, and any sound setup preferences or restrictions. It is also good practice to check with your musicians if their equipment is PAT tested, and to ask about their public liability insurance.

5. Logistical Information:

You can better ensure a smooth process on the day of your event by discussing load-in and setup times before the event with your musicians. Make sure to inform them of parking arrangements, directions to the venue (including access restrictions or loading dock procedures), and contact information for the event coordinator (if not yourself).

6. Hospitality and Amenities

Your musicians will thank you for informing them about amenities, including access to refreshments, water or catering services during the event. Also think to specify whether there is a green room or designated rest area for musicians during breaks. It is also very important that you ask about dietary requirements when providing catering.

By providing your musicians with comprehensive information and resources, you set the stage for a successful and memorable performance at your event. Effective communication and planning ensure that both you and the musician can focus on creating a fantastic experience for you and your guests.