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.

1. Reception Location: Provide directions to the band for difficult locations
2. Reception facility coordinator`s name: Provide this name and a phone number
3. 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.
4. Introductions? If so, provide wedding party names (paired up and in order)
5. Toast: Who and when (in most cases it`s best right after the announcements)
6. Blessing: Who? (Usually precedes the toast)
7. First dance: What song? Will the parents cut in? Will the rest of the wedding party cut in?
8. Will the bride dance with her father? What song?
9. Will the groom dance with his mother? What song?
10. Tossing of the garter and bouquet? Both, one, none?
11. Special requests: Any ethnic traditions the band should know about?
12. 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