How to Find and Book the Best Corporate Party Band

Booking live entertainment for a corporate event is very straightforward. However, in practice it can become a big headache in short order, especially if you end up booking an inferior band.

Red Hot Revolution: In-Demand Live Band for Corporate Parties and Events
Red Hot Revolution: In-Demand Live Band for Corporate Parties and Events

The difference between having your guests continue to rave about the band you hired for months to come, and having them put the event out of their mind the moment they get in their car to go home, is whether or not you hired a premier corporate party band. It’s a sound move to go after the top tier of corporate event bands, the likes of Red Hot Revolution and Metro Music Club.

Metro Music Club Live Band for Parties
Metro Music Club Live Band for Parties

We at Green Light Bands make it our business to see event planners through such a process, whether it’s for an intimate holiday get-together or a multi-day gala for hundreds of guests. Below we’ll lay out the best way to select and budget for the perfect band, handling the sort of topics you won’t find in most guides.

Some articles would have you believe choosing a band is simply how they look and how much they cost, but they would be mistaken. How good the singer is, what genre of music you’re after, a few song requests, that only makes up about 30 per cent of it. The balance is all in the details: does the technical rider of the band suit the venue’s infrastructure? What about the sound system needs, insurance papers and any costs not immediately apparent. Make an error on the logistics and no amount of musical talent will make your event the success you hoped it would be.

The following points, which run the gamut from the question of a band or a DJ to how big the band should be, are meant to be read before you put in a call to a booking agency.

What You Get Out of a Corporate Party Band

It’s not just background music, that’s for sure. A good live performance creates an atmosphere that nothing pre-recorded can do, since the musicians are in the room with you and react spontaneously. If the dance floor is building up a head of steam, a competent band will sense it and ratchet it up to an even higher level. An award-winning jazz quartet knows when to let the tempo drop to suit the mood of cocktail hour. Event planners know the value of a live band over a DJ and book them time and again for their important events.

Modern Retrospect Band with a 3-Piece Horn Section
Modern Retrospect Band with a 3-Piece Horn Section

There’s also the visual matter. A full show band on a properly lit stage says something about the company that hired them; it’s a sign of quality and an investment in the guest experience, which is important for a high-stakes client function or awards night. Book a band with audience-interactive skills, say Modern Retrospect or Rhinestone Rodeo, and you’ll see the crowd engagement multiply.

Rhinestone Rodeo on Stage for a Corporate Dance Party
Rhinestone Rodeo on Stage for a Corporate Dance Party

In a practical sense, a professional agency like Green Light Bands will provide a production package to boot: liability insurance, a technical rider and seasoned stage hands. Planners tend to under appreciate those things until there’s a problem.

Where a Corporate Band is Called For

Any number of corporate functions can be enhanced with live music, but the format of the event will dictate what type of live corporate band is the right fit. You want to avoid the mistake of hiring a ten-piece band for a networking dinner of 40 or a trio for a 500-strong holiday blowout.

Holiday Parties and Galas

For most companies the holiday party is the biggest event of the year in terms of expectations. With large numbers of guests and a celebratory air, a full dance band and show band such as Liquid Blue justifies its price tag. They’ll hold the interest of every age group and music taste with a bit of Motown, Top 40, rock, pop or even some Spanish language material.

Liquid Blue Band for Upscale Events
Liquid Blue Band for Upscale Events

A corporate gala has a more typical agenda of cocktails, dinner, remarks and then dancing. Your band should be able to make the transition from some background jazz at the table to a high-energy dance set when the floor is open.

Awards Ceremonies and Networking

An awards ceremony is another matter. The band needs to bring some life into the room between segments by doing things like playing walk-up music for the honorees. A four to six piece is better than the full ensemble here; you want presence, not a distraction.

Networking events are much the same. The music needs to be soft enough to allow for conversation. A string trio or jazz quartet at a reasonable volume will set the scene without attendees having to raise their voice. The International Live Events Association has done research on entertainment standards and found that poor sound level management is a common complaint at these types of affairs, so discipline in that regard is key.

Cocktail Hours and Company Celebrations

A guest’s first impression is made during the cocktail hour as drinks are being served. A four-piece jazz combo or acoustic duo adds a certain warmth to the proceedings. When it comes to a product launch or some other milestone where the company wishes to create some excitement, a full corporate party band with a strong rhythm section and vocalists is what’s called for.

Making the Repertoire and Band Size Work for You

A professional agency gives you the opportunity to tailor the band to the occasion. There’s no one size fits all.

Jazz Quartet to Full Corporate Show Band

Cost and the sound footprint are a result of band size. By way of example:

  • Jazz quartet (4 pieces): Piano, bass, drums, saxophone or trumpet. This is what you want for an evening of networking or an intimate dinner. The AV requirements and stage space are kept to a minimum.
  • Six-piece: This will give you lead vocals and an extra instrument, guitar or horn for instance. For an evening of dinner and dancing, the options are quite varied.
  • A show band of nine to twelve pieces: This will include a full rhythm section, 3-piece horn section and up to five vocalists on stage. Large galas and holiday parties are where they excel, as will any event with a dance floor you want to see filled.
  • An event calling for a more upscale tone: A cocktail hour or a ceremony at a corporate function is better served by a string trio or quartet (violin, cello, viola).

Top 40, Motown, Classic Rock and Beyond

A good setlist is how a corporate party band makes its mark. To appeal to the broadest audience possible, the song list should have some versatility: contemporary hits, Top 40, classic rock, funk, Motown, and possibly even country or punk. The top professional corporate bands have a catalog of 100 songs or more and will put together a custom music set to suit the tone of the occasion and the make-up of your guests.

Event planners are prone to making the mistake of engaging a band with too narrow a focus for a crowd of mixed ages. Relying on a band for nothing but current Top 40 and the 50-plus in attendance will be lost; stick to classic rock and you’ll alienate the younger guests. You want a band with real range, one that can start off with Stevie Wonder and transition to Bruno Mars before winding down with a Journey sing-a-long.

Band vs. DJ: How to Decide

It’s a topic of conversation at virtually all corporate planning meetings. There’s no universal winner between a DJ and a band. It’s a question of four things: the budget, the audience, the format of the event and the venue.

There are times when a DJ is simply the best choice. For an event in a venue with sound ordinances that prohibit live amplification, a DJ is preferable. Same goes for when you need to change genres on a dime. And of course, the decision is largely based on your budget.

But a live band is a must if the client wants his guests to have the experience of a live performance, or if quality and experience are part of the company’s brand, or when the event requires a visual focal point. Some planners go for a hybrid approach: a live band for the main corporate party entertainment set and a DJ for the music before and after. When the format of the event permits, it’s a worthwhile expenditure.

What to Budget For: Corporate Party Band Cost

Ask any corporate event planner about cost and few will give you a straight answer. But you can get a fairly clear enough picture by looking a few things. Price depends on the duration of the performance, the distance the band has to travel, how many band members there are, and whether production (lighting and sound) is included in the cost or left to the venue. You might expect to pay a few thousand for a small quartet and considerably more for a full live dance band complete with the production included. The band’s experience and popularity, as well as the city the event is located in, will also help you determine the final cost.

More important than the price is knowing what that price covers.

Possible Hidden Costs

These are costs that sometimes surprise event planners:

  • Production: A band’s quoted fee may not include a sound system. If the venue needs to provide it, or you need to rent it somewhere else, your overall fee will increase.
  • Travel and lodging: For a band from out of town, or an overnight conference, expect to see charges for airfare, ground transportation, per diem and hotel.
  • Overtime: Contracts usually have a performance window and going past the agreed upon time usually has a price. Put any overtime rates in the contract so there’s no questions if your event runs long.
  • Load-in: Some bands will charge for the time if the venue, a hotel for instance with a tight schedule, has them loading in well ahead of the event.
  • Gratuity: Standard for an exceptional showing even if it’s not always called for.

The Event Industry Council advises event planners to itemize everything, including logistics and production costs, in the contract. For a mid-size event with a professional band, a sensible budget accounts for the fee, production, travel and a 10 to 15 percent cushion for variables.

AV, Stage and Insurance: Production Requirements

Most guides make short work of this and it’s the source of most day-of problems. Don’t think of insurance documentation and production requirements as optional; they’re the infrastructure of the event.

Technical Rider

A technical rider from the band should lay out everything from the monitor set-up to power needs and the dimensions of the stage. If they cannot put one on paper, consider it a red flag.

Some of the key points in a rider:

  • Stage: A ten-piece show band will require much more room than a quartet.
  • Power: Live acts put a load on the electrical system. Make sure the venue can accommodate it.
  • PA: Find out if they’re bringing a sound system or if they’ll be using the venue’s, and check the specs against the rider.
  • Monitors: Whether it’s in-ear or a dedicated mixer, the musicians need to be able to hear themselves.
  • Backline: Whether the band brings their own amps and drum kit or expects the event planner to supply needs to be clear.

Get the rider to the venue’s AV coordinator at the time of booking and you’ll sidestep the usual production issues.

Documentation for Insurance and Liability

A professional corporate party band will have a general liability insurance policy in place. Reputable venues make this a condition of doing business and the majority of corporate clients want to see evidence of coverage prior to the event.

What’s usually called for:

  • General liability insurance: To cover property damage and bodily injury. The going rate at most venues is a $1 million minimum per occurrence.
  • (COI) Certificate of Insurance: Your insurer will give you a document for the date of the event with your company or venue as an additional insured.
  • Workers’ compensation: In the event the band are employees as opposed to independent contractors.

Make it a point to ask for the COI at least two weeks in advance. Venues will want it for their permits and there’s no need to add the stress of a last-minute request. While ASCAP’s guidelines on live performance licensing and event compliance says the responsibility for music licensing is mostly on the venue, having that confirmation is important for all parties.

Booking a Band for Your Corporate Event: Questions to Ask

The difference between a well-run event and a logistical headache is asking the right questions before you sign a contract. Experienced planners have a standard checklist they go by when booking a band.

  • Proof of liability insurance and a technical rider?
  • Is anything billed on top of the quoted fee or is it all-inclusive?
  • How long are the band breaks and what’s their number of sets?
  • Will you be using a house sound system or do you have your own sound?
  • What are your overtime rates and policy?
  • If a member is under the weather, are there backup musicians?

You would do well to read up on the National Association of Music Merchants’ take on standard industry contract terms before signing.

Be sure you ask about backup musicians. A world-class professional corporate band always has backup musicians of equal talent for last-minute substitutions. Illness and emergencies do happen, so steer clear of bands that don’t have a backup plan.

Green Light Bands Delivers Top Corporate Entertainment

In the way of corporate entertainment we put Green Light Bands first. There’s a reason for it: they have the versatility to match their production values. Where other agencies have a specialty, Green Light Bands has the whole spectrum, from a show band with enough energy to rock a festival of 10,000, fill a 500 head dance floor, or give you a more intimate jazz ensemble for the cocktail hour.

With a roster of Motown tribute groups, country, Top 40, classic rock, bluegrass and jazz, one booking agency is all you need to handle the various formats. For the corporate planner with several events a year to put together, it spares them from re-vetting their vendors.

The exclusive corporate bands and musicians offered by Green Light Bands come prepared with the talent to deliver an incredible show for the client’s audience as well as the requisite documentation. A competent show that occupies the time slot is not the objective of our live bands; they want to put on an event the guests will be talking about for months.

That kind of reliability is hard to come by in corporate entertainment, and in our view it’s the distinguishing factor. The music is stellar and the booking process is made easy, which is more than can be said for other agencies.

The Booking Process

There’s a simple order to things when you book a corporate party band through an agency, but timing is of the essence. Beginning the process too close to the day of your event is usually the biggest problem.

Step 1: What do you want to happen for your event. Have a firm idea of your budget, the format (whether it’s dinner, dancing or a cocktail hour), guest numbers and the venue before you get in touch with an agency.

Step 2: Get proposals. Give the agency those details and they’ll return with options suited to your budget and type of event rather than a run-of-the-mill list.

Step 3: Look at the demo tapes. Video is the best means of sizing up a corporate party band. A video will give you an idea of how the band is at an event.

Step 4: Put in a request for the COI and technical rider. Have these on hand to pass along to your venue coordinator prior to signing any contract.

Step 5: Make the contract official. Go over every line item with the performance fee, what’s included in production, travel and overtime charges, load-in times and so on.

Step 6: The day-of logistics. It’s best to have one of your team liaise with the band’s road manager or booking contact for the event. That kind of open communication will eliminate the minor hiccups that have a way of turning into something bigger.

Three to four months is the bare minimum to book a band for a corporate event; if it’s for a holiday party in the October-December season, popular bands can be booked well before that. At six weeks out you’ll find your options become much more limited.

Then there’s the matter of choosing the right live entertainment for a corporate gala. You have to be as disciplined about the logistics as you are with the creative side, and planners will tell you it’s not as easy as it seems. Green Light Bands has the documentation corporate venues want and the production to match a roster that’s anything from Top 40 and classic rock to jazz and more. To see which of our bands suits your audience and budget, contact Green Light Bands.

Frequently Asked Questions

What does a corporate party band cost?

There’s a great deal of variation in pricing, contingent on the market (location), how long the performance is, the size of the band and travel. You might be looking at $10,000-$20,000 and up for a show band of eight or more musicians, while a string trio or small jazz quartet can be had for $2,500 to $3,500. Add in sound equipment, staging, overtime and the like and you could be adding 20-40% to the base figure. An itemized proposal is the way to go so you can see the full cost breakdown before you sign.

What should you ask of a band before booking them?

Make sure they have liability insurance and can put a certificate of insurance in front of you. Inquire as to their technical rider for power, stage and sound system needs. How many sets and of what length are the breaks? Is a DJ provided in between? Asking these things will ensure the live performance is trouble free.

Do they bring their own sound?

The top bands do, with all the lighting and a complete system in tow, but then you have the bands that will need the client or venue to come up with a sound system, backline and monitors. Check the technical rider before the contract is done. For a gala or large venue a separate audio-visual firm is often engaged. Get this sorted our early to avoid any unpleasant surprises.

When should you book?

We would recommend at least three to six months for the typical corporate event. But in peak season, say for a November or December holiday party, the top bands often get booked out anywhere from six to twelve months in advance. Early booking also gives you time to confirm insurance and analyze the technical rider.

What are the best genres for the occasion?

Top 40, Motown, funk, country, jazz and classic rock tend to please crowds. A Top 40 or Motown act will have the dance floor full no matter the age group, while a string trio or some jazz is ideal for a cocktail hour or networking reception. Our professional corporate party bands will deliver high energy for the main part of your function and more subdued background music for cocktails, dinner or the awards.