Start With the Shape of the Evening

Before you fall for a band's demo reel, work out what you need them to do. A typical function band plays two sets of 45 to 60 minutes with a break between, but that is far from universal. Ask how many sets are included in the quoted price, how long each lasts and whether extending the performance costs extra. An additional hour booked on the night almost always costs more than one agreed in advance.

Ask what happens during the breaks, too. Some bands run a playlist through their own PA, others bring a DJ, and some will simply unplug. If you want them to compere the first dance or hand over to a DJ, say so early — these jobs are easy to plan for and awkward when sprung on the night.

Power, Space and Stage Requirements

Function bands vary hugely in their technical demands. A jazz quartet may need a single 13 amp socket; a ten-piece soul band with a lighting rig will need far more. Ask for a written technical specification you can pass straight to your venue or marquee supplier, listing the number and type of sockets required and whether the supply needs its own circuit.

Space matters as much as power. Find out the minimum stage width, depth and ceiling height, and how much room the band needs around the performance area for cases and instruments. If your venue has a small stage, low beams or no lift access, mention it now — a quick call beats a band arriving to find their setup will not fit.

• Number and type of power sockets, and whether a separate circuit is needed
• Minimum stage width, depth and ceiling height
• Load-in access, stairs, lifts and distance from parking to stage
• Whether the band supplies its own PA, lighting and backline
• Cover or shelter for outdoor and marquee performances

Insurance, Testing and Paperwork

Most UK venues ask for proof of Public Liability Insurance before they will let a band play. Ask what cover the band holds — £5 million is common, though some venues insist on £10 million — and request the certificate in advance. You will usually need Portable Appliance Testing (PAT) certificates for their equipment too, particularly in hotels, council buildings and licensed premises.

Cover the booking with a written contract or, at the very least, a clear confirmation email setting out the fee, deposit and cancellation terms. Expect a deposit of around 20 to 25 per cent to secure the date, with the balance due shortly before or on the day. Ask what happens if illness forces a cancellation, and whether they have a reliable stand-in. A professional outfit will have an answer ready.

Travel, Parking and Hidden Costs

Get the quote in writing and check exactly what it covers. Travel is the most common source of unexpected charges: some bands include it within a set radius, others charge per mile each way. For a city-centre event, ask whether the congestion charge and ULEZ are included. Parking permits, venue parking fees and overnight accommodation for a long-distance booking all add up.

Think about the band's comfort, too. A hot marquee in August with no water is a recipe for a flat final set, so ask whether they need feeding and whether soft drinks should be provided. If you are booking a late finish, confirm whether overtime is included or an hourly rate applies after midnight.

Timings, Curfews and Sound Limits

Every venue has its own rhythm, and your band has to work within it. Ask the venue for the hard curfew, the earliest load-in time and any limits on sound checks. Many residential venues use noise limiters that cut the power when volume exceeds a set level — a nasty surprise for a band that has not been warned, so tell them in advance.

Build a simple running order and share it well before the day: arrival, setup, sound check, doors, first set, break, second set, finish and load-out. Confirm who the band should contact on the day and make sure that person will actually be reachable. A clear timeline removes most last-minute panic.

Get Everything Confirmed in Writing

Once you have asked your questions, gather the answers in one place. A short email summarising the fee, set times, technical needs, insurance and any extras is worth its weight in gold — both sides can refer back to it, and it protects you if plans shift.

Booking a function band should feel exciting, not risky. Ask these questions early, keep the answers on file, and the band will arrive knowing exactly what to expect — leaving you free to enjoy the party along with everyone else.