Music changes the pace and atmosphere of an event. The right supplier is not simply the person with the longest song list. They should understand the audience, work within the venue's rules and communicate clearly about equipment and timings.
Decide what atmosphere you want
Think about each part of the event. You may need quiet background music during arrivals, specific songs for key moments and a lively evening set later. A DJ can offer broad variety and flexible requests, while live musicians bring a distinct sound and performance experience. Some events use both.
Share the audience and event format
Tell suppliers the event type, approximate age mix, guest numbers and any cultural or family traditions that matter. Explain whether there will be speeches, awards, games, announcements or formal dances.
Discuss music preferences clearly
Provide examples of music you enjoy and a short “do not play” list if needed. A tightly controlled list for every minute can make it harder for an experienced performer to respond to the room, so agree how much flexibility they will have.
- Confirm key songs and pronunciation of names.
- Explain whether guest requests are welcome.
- Identify explicit-content restrictions.
- Share any ceremony or entrance cues in writing.
Check the venue requirements
Ask the venue about finish times, sound limiters, stage dimensions, power, loading access and equipment restrictions. Live bands may need changing space and meal arrangements. DJs may need sufficient setup room, a stable power supply and protection from weather at outdoor events.
Understand the package
Confirm performance times, breaks, setup and removal. Ask whether sound equipment, lighting, microphones and background music during breaks are included. Check travel, accommodation and overtime costs.
Ask about presentation
Some DJs provide hosting and announcements; others focus only on music. A band may offer a fixed set list or learn a limited number of special songs. Discuss the level of interaction you want so the supplier's style matches the event.
Review contingency plans
Ask what happens if a performer is ill or equipment fails. Bands should explain their deputy arrangements where possible, while DJs should have sensible backup playback and essential equipment.
Before booking
- Confirm the named performer or line-up.
- Check exact performance and access times.
- Agree important songs and announcements.
- Confirm equipment and venue requirements.
- Read cancellation and overtime terms.
- Put all essential details in the written agreement.
A successful entertainment booking balances preparation with professional judgement. Give the supplier enough information to understand your event, then allow them to use their experience to read the room and keep the celebration moving.