10 things your wedding entertainment team wishes you knew

Weddings today are no longer just about the ceremony and a good meal; they’re immersive, personalised experiences. From choreographed first dances to interactive performers, entertainment plays a massive role in creating those unforgettable moments that keep guests raving long after the day is over.

Your wedding entertainment team knows how important their role is, but they also see the same pitfalls time and again. To help you avoid unnecessary stress and maximise your entertainment’s impact, here are 10 essential things your entertainment team wishes you knew before the big day.

The Arg Band

1. Book Early to Secure the Best Acts

Exceptional entertainers, whether they’re live bands, DJs, or speciality acts like fire dancers or caricature artists, get snapped up quickly. Booking at least 6-12 months ahead of time ensures you don’t miss out. Imagine having your heart set on a jazz band, only to find they’re fully booked. Early planning also gives you the chance to collaborate with the entertainers on tailoring their performance to suit your style and vision.

2. Understand Your Venue’s Restrictions

Not all venues are created equal when it comes to hosting entertainment. Some have strict noise curfews, sound limits, or rules about the type of equipment that can be used. For example, a countryside barn might have noise restrictions due to nearby neighbours, which could cut your live band short. Clarify these restrictions before booking to ensure your entertainment plans align with your venue’s policies.

3. Check Space and Set-Up Requirements

Space constraints can make or break certain entertainment options. A five-piece band or acrobatics act might be your dream, but will they fit comfortably in your venue? Always consult with your entertainment team about their space requirements. For example, a string quartet may need a quiet area with sufficient seating, while a DJ will need space for lighting rigs and speakers. Planning ahead avoids logistical headaches on the day.

4. Budget Wisely for Entertainment

Your entertainment budget should account for more than just the performance fee. Costs for travel, accommodation, additional sound equipment, and potential overtime can add up. If you’re hiring multiple acts; like a harpist for the ceremony and a DJ for the reception, ensure your budget can accommodate both without compromising on quality. Being transparent with your entertainment team about your financial limits allows them to suggest options that meet your needs without exceeding your budget.

5. Provide a Detailed Timeline

Your entertainers need to know exactly when key moments happen so they can deliver a seamless experience. Whether it’s timing the first dance, playing music as you cut the cake, or transitioning to high-energy tunes after dinner, a clear timeline helps. For instance, a live band might need to know the exact moment to start their set after speeches, ensuring there’s no awkward silence. Share your schedule early so everyone stays in sync.

6. Consider the Experience Factor

Modern weddings focus heavily on creating immersive experiences, and entertainment is a major part of that. Think beyond traditional music and explore interactive elements like photo booths, live artists creating wedding portraits, or even mixologists offering cocktail-making workshops. These activities not only entertain but also give guests unique memories to take home. Your entertainment team can suggest creative ways to enhance the overall experience, so don’t be afraid to brainstorm with them.

7. Insurance and Contracts Are Non-Negotiable

Reputable entertainers will have public liability insurance to protect against accidents and should provide a contract outlining their services. This ensures clarity on what’s included, such as set times, breaks, or specific song requests. Without a contract, you risk misunderstandings or last-minute cancellations. For example, if your magician cancels last minute due to illness, having a contract can help secure a replacement or refund.

8. Trust the Professionals’ Expertise

While you might have a vision for your playlist or specific performance ideas, your entertainment team brings years of experience in reading crowds and creating the right atmosphere. For example, you might love mellow acoustic songs, but your band knows when to switch to upbeat tracks to keep the dance floor buzzing. Letting them adapt to the flow of the event ensures a lively, engaging atmosphere throughout the day.

9. Plan for Power and Technical Needs

Power supply is often an afterthought, but it’s essential for most entertainment. A DJ or live band will need reliable electrical outlets, while outdoor venues might require generators. Additionally, consider backups; what if a circuit trips? For example, a marquee wedding might need additional power sources to support lighting, sound, and catering simultaneously. Discuss these details with both your venue and entertainers to avoid technical hiccups.

10. Keep Your Guests in Mind

Your entertainment should cater to all your guests, from the kids dancing with the flower girl to your grandparents enjoying classic tunes. Variety is key—mixing upbeat songs with slow ones or including acts like balloon artists for children can create a more inclusive experience. You want everyone to feel engaged and part of the celebration, so discuss your guest demographics with your entertainment team for tailored suggestions.

Your wedding entertainment team plays a pivotal role in creating the unforgettable atmosphere every couple dreams of. By booking early, considering venue logistics, and embracing the full potential of entertainment as part of your wedding experience, you can avoid common pitfalls and ensure your day goes off without a hitch.