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Planning Your Reception With Live Music
by The Spectrum Band
Planning a wedding is a major undertaking for anyone and there is a myriad
of details that need to be addressed. You quickly learn that it's never
too soon to begin thinking about the details and planning for the music
is a significant part of the process. Most individuals have never coordinated
music for a large event such as a wedding reception and aren't familiar
with all of the features that an experienced band can provide. Some of
these details also apply to a DJ service if you are opting for pre-recorded
music. By providing specific details, they can be much more than simply
a source of music. They can perform all of the emcee functions for you
such as introducing the wedding party and announcing toasts and blessings.
They can also coordinate with the caterer regarding the serving of meals
and with photographers and videographers to make sure that you get great
pictures of the reception. They can also announce special events such
as the bride & groom first dance and any other special dances, the cutting
of the cake, the tossing of the garter and/or bouquet, and finally the
couple's departure to begin their new life together. Having experienced
musicians is like having an on site wedding coordinator to make sure all
of your details are addressed during the reception.
The list below addresses topics that will help eliminate confusion and
misunderstandings for all involved. It may also bring attention to areas
you have not considered at this point. Providing the following information
to the band will go a long way toward making your wedding day as organized
as possible.
- Reception Location: Provide directions to the band for difficult locations
- Reception facility coordinator's name: Provide this name and a phone
number
- Band issues:
* Stage should ideally be 20' wide X 15' deep with access to 110 volt,
20 amp outlets.
* What time will guests arrive?
* Will the band be set up prior to the arrival of guests?
* Would you like to have piano or light instrumental music performed
during dinner?
* Would you like a vocalist and/or pianist at your ceremony? If so,
approval is often required from the minister and/or regular organist.
- Introductions? If so, provide wedding party names (paired up and
in order)
- Toast: Who and when (in most cases it's best right after the announcements)
- Blessing: Who? (Usually precedes the toast)
- First dance: What song? Will the parents cut in? Will the rest of
the wedding party cut in?
- Will the bride dance with her father? What song?
- Will the groom dance with his mother? What song?
- Tossing of the garter and bouquet? Both, one, none?
- Special requests: Any ethnic traditions the band should know about?
- Any particular songs or style of music you would like performed (or
avoided)?
There are a variety of ways to handle the details associated with the
dinner. Here are some questions to consider: Are there any special meal
instructions? Would you like the emcee of the band to ask guests to pour
their own toasts? Is it buffet style? If so, will the country club or
banquet hall host or hostess direct guests to the serving table? Do you
want to encourage dancing before dinner and prior to the first dance of
the bride and groom?
Let's talk about receiving lines. They work best at the church where
the people are more or less "forced" to keep their trip through the line
brief and their conversation short. At the reception where the atmosphere
is relaxed and casual, people take too long to pass through. The lines
last at least an hour with 125 guests or more and that forces the band
to play two sets of atmosphere music leaving you with only two sets of
dance music (for a typical four hour performance).
Please give some careful thought as to where you will seat your older
guests. They usually do not prefer to be seated near the speaker system.
An experienced band will adjust the volume to the mood of the audience
on the dance floor, but some older guests no longer dance and would enjoy
being able to talk during the reception. Placing these guests away from
the main speakers, or off to one of the sides, will help facilitate easy
conversation.
Finally, don't forget to plan on having the time of your life at your
reception.
The Spectrum Band
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