Wedding Band Coordination Checklist

gregwilliams010
Apr 14
6 min read

Updated: Apr 22

Want a stress-free wedding day with perfect music? Here's what you need to know to ensure your wedding band delivers an unforgettable performance:

Book Early: Secure your band 8–14 months in advance to avoid last-minute stress.
Plan Logistics: Confirm venue requirements like stage size (16' x 20'), power access, and sound restrictions.
Choose Songs: Work with the band to create a playlist for special moments like the first dance, parent dances, and more.
Prepare for the Day: Assign a contact person to manage band setup, schedule changes, and guest song requests.
Wrap Up Smoothly: Plan the band's departure and finalize payments, including any overtime fees or tips (10–20% is customary).

Use this checklist to ensure your wedding day soundtrack runs seamlessly from start to finish, leaving you and your guests with lasting memories.

Wedding Playlist: How to Plan a Wedding Playlist

Booking Your Band

Book well in advance to lock in the band you want and ensure everything goes smoothly for your big day.

Check Band Availability

Aim to book your band 8–14 months before your event. When reaching out:

Use the band's official website for inquiries.
Share your event date, venue, and schedule details.
Discuss your music preferences and any special requests.

Once you confirm the band is available, move on to reviewing costs and contract details.

Review Costs and Contract Terms

Understanding the costs and terms upfront can prevent surprises later. Wedding bands often charge between $1,500 and $10,000+, depending on factors like experience, location, and event requirements.

Key Details	What to Check
Deposit Amount	Usually 50% of the total fee
Payment Schedule	Deadlines for deposit and final payment
Travel Costs	Confirm whether they're included in the quote
Cancellation Policy	Review terms and refund conditions

Check Band Background

When evaluating a band, pay attention to these key areas:

Performance ConsistencyChoose bands with a "Certified Original Lineup." This ensures the performers you see in demos are the same ones who'll play at your wedding, maintaining the same quality.
Performance SamplesWatch videos and listen to recordings to evaluate their musical range, energy, crowd engagement, smooth genre transitions, and sound quality.
Client TestimonialsRead recent reviews to learn about their professionalism, reliability, communication, and ability to engage the audience. These insights can help you make a confident choice.

Planning and Setup

After booking your band, it's crucial to align their logistics and schedule with your wedding timeline. Proper coordination ensures the band delivers their best performance.

Confirm Venue Requirements

Work with your venue coordinator to address the following:

Requirement	Details
Stage Size	Minimum of 16' x 20' is recommended
Power Access	Ensure enough electrical supply
Setup Location	Clear path for equipment load-in
Sound Restrictions	Check volume limits and curfew times
Climate Control	Confirm proper temperature and ventilation

Share any venue-specific rules with your band ahead of time. This includes details like loading dock hours, elevator usage, and local noise regulations that may impact their performance.

Set Band Schedule

Plan a detailed timeline that fits smoothly into your wedding day. Here's a typical band schedule:

Arrival and Setup: 2–3 hours before their first set
Soundcheck: 1 hour before guests arrive
Performance: 60-minute sets with 15–30 minute breaks
Special Moments: First dance, parent dances, and key announcements

Plan Band Accommodations

To keep the band comfortable and ready to perform, provide the following:

Private Space: A designated area for storing personal items, taking breaks, and changing outfits.
Refreshments:
- Bottled water
- Hot meals during breaks
- Light snacks
- Easy access to restrooms
Climate Control: Ensure both the performance and rest areas are well-ventilated and temperature-controlled to protect instruments and keep the band energized.

Coordinate with your catering team to serve the band's meals during their breaks, typically when live music isn't needed (like during dinner service). Check the band's rider for any dietary restrictions or additional requests.

Music Planning

The music you choose plays a big role in setting the mood and keeping your guests entertained. A solid plan ensures everything sounds perfect on your big day.

Choose Songs

Work closely with your band to create a playlist that suits your style and preferences.

Music Selection	What to Include
Must-Play Songs	First dance, parent dances, entrance music
Preferred Genres	Jazz, pop, rock, country, R&B, etc.
Do-Not-Play List	Songs you'd rather skip
Special Requests	Unique arrangements or personal dedications

Using a structured plan, like a pre-show worksheet, can make this process much easier.

"Short answer – as much as you want! We recommend an indication on styles of music that would be the best fit alongside a short 'please play' and 'don't play' list. This is all laid out concisely in our pre-show worksheet that you'll have the opportunity to fill out a few weeks in advance of your event date."

Plan Special Moments

Some parts of your celebration need extra musical focus. Here's what to keep in mind:

Ceremony Music

Processional
Key ceremony moments
Recessional

Reception Highlights

Grand entrance
First dance
Parent dances
Cake cutting
Last dance
Exit song

Timing and TransitionsCreate a detailed timeline for when each special song will play. Share this schedule with your wedding coordinator to ensure everything runs smoothly.

Handle Song Requests

Decide how you'd like to manage guest song requests ahead of time. Here are a few things to consider:

Band's Repertoire: Familiarize yourself with the band's song list to know what’s available.
Request Policy: Determine if you want to allow guests to make requests during the event.
New Songs: Talk to the band about learning specific songs just for your celebration.

"Uptown Drive combines talent and experience to seamlessly incorporate your custom song requests into our high-energy sets, curating a personalized soundtrack for your wedding day."

Work with your band to ensure special requests fit seamlessly into the event.

Wedding Day Management

Once all pre-event preparations are done, it's time to focus on managing the band's performance on your wedding day. Proper coordination ensures everything runs smoothly.

Assign a Band Contact

Designate someone to handle all band-related tasks on your wedding day. This should be someone who’s available, knows the venue, and will be there during both the setup and the event. It could be your wedding planner, a reliable family member, or a close friend. This person will act as the go-to point of contact for the band.

Here’s what their role might involve:

Task	Description
Setup Assistance	Direct the band to the loading area and their setup spot
Schedule Updates	Inform the band of any changes to the timeline
Handling Requests	Communicate any last-minute changes or announcements
Problem Solving	Address logistical issues that may arise

Make sure your chosen contact is clear on these responsibilities and checks all technical details once the band is set up.

Final Setup Check

Before guests arrive, have your designated contact confirm that the sound and lighting setup is ready to go. This ensures everything is in place for the performance.

After the Event

Plan Band Departure

Organize the band's departure by clearly outlining the schedule for packing up and handling logistics.

Task	Timing	Details
Equipment Breakdown	30-45 minutes after last song	Confirm the venue allows enough time
Loading Zone Access	Until final departure	Ensure the area is free of guest cars
Venue Security	During breakdown	Keep secured areas accessible
Final Walkthrough	Before departure	Double-check for any forgotten items

Most venues expect the space to be cleared within 1-2 hours after the event wraps up.

Complete Payment

Once departure plans are in place, turn your attention to wrapping up payments. Follow these steps to ensure everything is settled:

Final Balance: Have the remaining payment ready in the agreed format (check, electronic transfer, or cash).
Overtime Charges: Calculate and include any extra fees for time beyond the contracted hours.
Gratuity: Tipping is optional, but a range of 10-20% of the total fee is customary.

If meals or refreshments were part of the agreement, make sure all costs are paid to the venue or catering service. Keep records of all receipts and clearly communicate about any remaining financial details.

Conclusion

A well-organized wedding band can make your celebration truly unforgettable. Use this checklist to ensure smooth coordination between your band, venue, and event team.

Uptown Drive simplifies this process with its Certified Original Lineup and a detailed pre-show worksheet, ensuring every aspect is handled ahead of time.

"Uptown Drive combines talent and experience to seamlessly incorporate your custom song requests into our high-energy sets, curating a personalized soundtrack for your wedding day. Whether it's a special first dance or a unique reception vibe, we ensure every moment is perfectly suited to your vision, creating an unforgettable celebration."– Uptown Drive

Here’s a quick summary of the key coordination steps:

Timeline	Key Actions
Pre-Event	Confirm availability, review contracts, and check venue requirements
Week Before	Submit song lists, finalize the timeline, and verify setup details
Day-Of	Assign a point person, confirm access, and check the final setup
Post-Event	Coordinate departure and complete any remaining payments

To avoid hiccups, provide clear "please play" and "don't play" lists, and finalize your event timeline. For the best setup, Uptown Drive suggests a 16'x20' stage.