Managing the Band Like a Pro

A beautiful design, an emotional ceremony, and an unforgettable dance floor—these are the elements couples remember. But behind every “best night ever” is a long list of details that often go unnoticed… unless they’re not handled properly. One of those? The band.

Over the years, I’ve learned that managing the band isn’t just about music. It’s about ensuring they seamlessly blend into the overall experience—visually, logistically, and emotionally. Here’s how I approach it.

Attire Isn’t Just a Detail

Let’s start with the obvious—what is the band wearing?

This may seem like a small thing, but trust me, it matters. They’re in the background of almost every reception photo. If you tell them “the wedding colors are blue,” you might end up with someone in turquoise satin under the spotlight. Unless the attire is coordinated intentionally, I always ask them to stick to black. Clean, classic, non-distracting.

Ask the Right Questions About Equipment

Lighting, speakers, cords, risers—what the band brings can completely alter the look of your reception. That’s why I always ask:

• What does your setup look like?

• What kind of lighting do you bring?

• Are you bringing your own tables?

Even better, if you’ve hired a lighting designer, have them coordinate with the band directly or provide the lighting entirely. That way, you avoid clashing visuals and ensure that the lighting supports the overall mood of the event—not competes with it.

Always Have Backup Linens

I can’t count how many times a band has arrived with an unexpected six-foot folding table—something that wasn’t on the diagram and certainly wasn’t accounted for in the linen order. To prevent a branded table cover (or worse, a black moving blanket off the truck) from making an appearance, I always bring extra linens. Neutral, steamed, and ready to go.

Feed the Band—and Read the Rider

Yes, they’re performers. But they’re also human. A well-fed band will play harder, longer, and with more enthusiasm. Always read their rider—front to back—and then prepare even more than it says. Whether they’re arriving early for soundcheck or performing a high-energy three-hour nonstop set, making sure they’re taken care of is non-negotiable.

Nail the Announcements

The person introducing the couple for the first time as newlyweds sets the tone. This isn’t something I leave to chance.

I always confirm—before the show starts—who will be making the announcements. I go over every announcement they’re expected to make: name pronunciations, timing cues, tone. Assumptions they can’t make (i.e. if there’s no father daughter dance or no bouquet toss).  Don’t assume your pre-event call with the band manager covered it or that all information accurately makes it to the set list for the night. That person likely won’t even be onsite.

Assign a Band Liaison

Once the party is rolling, you don’t want to spend your night worrying about cues. So I always designate someone—ideally someone on my team—whose sole job is to keep eyes on the band. Check in. Make eye contact. Confirm timing. Keep them on track.

It’s not about micromanaging. It’s about ensuring the flow stays tight. Bands are used to doing things a certain way, and if you’re asking them to veer off-script for a special moment or unique timeline, they need gentle reminders.

Managing the band doesn’t just make the music better—it elevates the entire guest experience. When done well, no one notices. But when it’s off, it’s all anyone talks about.

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