It’s almost summer, and summer means live music. The sound and energy of live performance is everywhere in the warmer months, and who doesn’t love being in the audience for a great show?

But what if you need to book a live act? 

Maybe you want to host the best backyard cookout ever? Or your finally making the leap and getting married? Or perhaps you’re in charge of a big company Halloween party?

The right live music makes almost any event better, but getting it wrong can make those events (gulp) worse.

We researched booking services and talked to veteran performers Emily Raff and Eric Snyder to understand the ins and outs of booking live music for your event this summer.

Emily Raff has been singing and playing music since she was 7 years old, and getting paid to do it since 2015. She has a growing profile in Ohio and Nashville as a singer-songwriter with a powerful voice and stage presence.

Eric Snyder is an accomplished jazz performer and session musician. He’s been active in the music scene in Ohio and the U.S. since the no-holds-barred 1970’s, so he’s seen it all. 

Here’s their tips for finding the right performer for your event and ensuring a great experience at showtime.

Start early and be clear about expectations

These are maybe the most important first steps according to both Raff and Snyder. January and February are lean times for live performers, so it’s a great time to think ahead and get the act you want scheduled for your summertime event. If you start later, you might find your first choice is already booked.

Matching your audience to the performer is key. It’s not about what music you like, it’s about giving the audience an experience that matches your objectives for the event.  

“It’s really important to have a candid conversation with the act to make sure your expectations are aligned. A formal event like a wedding with a wide range of ages is different from a rowdy party at a small club. The wedding’s need for conversation means the music should probably be a little quieter and varied. At a less formal event, music is usually expected to be louder and more dynamic,” Snyder said.

So, maybe avoid the punk rock you love so much at your daughter’s wedding. We’re just sayin’…

“Don’t be afraid to tell us ‘no.’ Performing musicians and artists are still in customer care. A great artist/team will care about the feedback you give them. Saying ‘no’ to an offer or suggesting something an artist could do as an alternative that would be a better fit for your venue/event helps everyone be more effective,” according to Raff.

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What to do if you already have the perfect band in mind

If you are set on one artist, then it’s just down to contacting the act and scheduling the gig. Most professional acts like Raff and Snyder have social media accounts and websites where you can make direct contact with them and get a conversation started.

Raff’s website includes an electronic press kit with song clips, video and contact information which makes exploring her discography and booking with her easy to do.

See Emily Raff’s Press Kit

Remember, artists are … artists. They’re not all going to operate on normal business hours like your accountant. Instagram DMs and Facebook messages are considered totally appropriate to get a conversation started.

Booking services can help find the right artist for your event

If you know you want a jazz trio or country band but have no idea who to call, the process gets more challenging. There are several excellent websites and services that specialize in connecting event planners with live bands and other entertainers. Here are some of the best options we were able to find.

GigSalad is an online marketplace for hiring all types of entertainers, including live bands. 

The Bash is another popular platform for booking event entertainment. You can search for live bands in Ohio, narrow your search by genre, price range, and event type. 

Booking Agencies like ACE Music Booking Agency, LIV Entertainment Group, Green Light Booking, Gallatin Entertainment and others  are another option. These agencies act as a middleman, representing a roster of bands.

Once you’re booked, pre-event preparation is key

Detailed schedule and contacts

  • Provide a clear timeline for their arrival, load-in, soundcheck, performance times (including breaks), and load-out. Share this well in advance.
  • Give them a direct contact person at the venue (if not you) who can help with any on-site issues.

Load in, stage setup and power availability

  • Be specific about where they can load in their equipment. Parking? Are there stairs? An elevator? A dedicated loading dock? The more details, the easier their setup.
  • Confirm the exact dimensions of the performance space. They’ll need to know if their full setup will fit.

    We asked Raff about stage setup.

    “In my experience, going simpler at a higher quality with a focused purpose will win out over a flashy, but poorly executed attempt to be the Super Bowl halftime show. Sure, we need enough lighting to be seen, but it doesn’t have to be something elaborate. Remember, people are there for the music.”
  • Ask the band in advance what their power needs are (number of outlets, voltage) and confirm this is available.

Hospitality and attire

  • Confirm if there’s a dedicated and secure area for them to store cases, change, and relax. Even a quiet corner in a conference room is better than nothing.
  • Clarify any dress code expectations for your event.

During the Event: Be Present & Supportive

Warm welcome

  • Be there to greet the musicians when they arrive. Introduce yourself, show them around, and confirm the schedule. A friendly face makes a big difference.

Be a great host

  • Water and beverages: Offer plenty of bottled water throughout their time at the venue. Coffee and soft drinks are also appreciated.
  • Snacks and meals: Small snacks like granola bars, lozenges, fruit, nuts, or pretzels can be a lifesaver, especially if they’ve traveled or have a long day.
  • The same goes for meals. Almost nothing is appreciated more by musicians than simple, tasty catering to keep the hunger pangs at bay.

Sound check assistance

  • Respect their need for a sound check and make sure the band has the time needed to do one.

Manage guest expectations

  • If guests are making unreasonable requests (e.g., continuous encores when the time is up, inappropriate song requests), politely intervene and manage those expectations.

Payment and gratuity

  • Have their payment ready as agreed in the contract. For smaller events, a lot of bands prefer cash, as it’s easier to distribute. Check with your contact to confirm this.
  • If you’re particularly happy with their performance and your budget allows, a gratuity for the band members is a fantastic gesture of appreciation.

After the Event: Follow-Up & Appreciation

Smooth load-out

  • Be available to help them navigate the load-out process, especially if the venue has specific rules or tricky exits.

Thank you

  • Verbally thank them sincerely before they leave. A quick email or phone call the next day reiterating your appreciation is also a nice touch.

Feedback and review

  • If you booked the act through a platform like GigSalad or The Bash, consider leaving a positive review if you were happy with their performance. This helps their business immensely.

By following these tips, you’ll not only ensure a smooth experience for your chosen band but also create a more memorable and successful event for your guests.

“Look, most independent artists are in this for the applause. It’s not really about the money, or at least that’s not the first thing.” Snyder told us. “What we appreciate most is an engaged and appreciative audience, and that usually works best when what we do is matched up to what the audience will like.”