Choose the experience before choosing the format
Ask about a restrained live arrangement if conversation is the priority. If you value particular recorded versions, continuous dancing or wide stylistic changes, discuss those needs with a DJ. Either format can support different moods; the repertoire, volume and delivery matter more than the label.
- Identify the purpose: welcome drinks, dinner, entrance, first dance or party.
- Share favourite songs and a do-not-play list, including versions and languages.
- Request a longer live sample from a comparable setting, not only an edited highlights reel.
Separate performance, equipment and time in quotations
Two quotations for the same attendance period may include different playing time, breaks and technical support. Ask for a written breakdown before comparing totals. An MC microphone, sound engineer or special arrangement should not be assumed to be included.
- Confirm performers, instrumentation, set lengths, breaks and standby periods.
- Identify who supplies and operates speakers, mixing equipment, microphones and any lighting.
- Check soundcheck access, overtime, new-song preparation, transport, substitute performers and cancellation arrangements.
- Ask who provides background music while the band is resting.
Clear the practical setup with the venue
Connect the music supplier with the venue’s technical contact. Let qualified personnel confirm power, connections and equipment placement rather than asking the couple to design the setup. Establish venue restrictions before committing to an entertainment package.
- Check stage space, unloading, equipment access and soundcheck times.
- Confirm volume limits, finishing time, nearby seating and clear walkways.
- Discuss outdoor contingencies, equipment protection and backup playback.
- Make sure any shared sound system can support the agreed speech and performance requirements.
Give the MC and technical team one cue sheet
Every important musical moment needs an authorised start signal, an identified version and an ending instruction. Allow space for bilingual introductions instead of covering names with the opening bars. Technical faults should go to the designated operator, not several people adjusting controls.
- Entrance: confirm the couple is ready, then use the agreed start point and ending.
- Speeches: assign microphone handovers and specify whether music stops completely.
- Delays: use an agreed holding track; only the designated coordinator confirms a sequence change.
- Date the final playlist, retire older copies and record who may approve requests.
Confirm recording uses and responsibilities
For filming, livestreaming or music in an edited wedding video, ask the relevant suppliers and rights holders what permissions your intended uses require. The Intellectual Property Department publishes guidance on public performance and playback. Do not assume buying a track or an existing venue arrangement covers every use; individual circumstances need checking.
- Ask the venue, entertainment supplier and videographer to confirm their respective responsibilities.
- Record agreed uses for filming, editing, social posting and supplier promotion.
- Musicians deliver their contracted performance and equipment services. Harry’s MC or coordination role is agreed separately.
Questions you may be considering
Can we have a live band and a DJ at the same wedding?
Discuss a combined arrangement with both suppliers and the venue. Agree their time slots, equipment sharing, changeovers and who controls the sound system before confirming it.
Do we still need an MC if we book a band?
Check whether the band’s contract includes full event hosting and whether it covers your ceremonies, speeches and languages. Introducing songs is different from managing the complete reception programme.
Can guests request extra songs on the day?
Ask the supplier about its request policy, prepared repertoire and schedule. Do not assume an unfamiliar song or special arrangement can be delivered immediately. Agree alternatives and one person who can approve changes.
Further reading and official guidance
These are practical planning ideas, not a fixed set of rules. Agree the details with your families, venue and relevant suppliers, and check current official guidance where needed.
