While most bands are professional and dedicated to making your event amazing, it’s always wise to be prepared. When you’re talking to a band, knowing what to look out for can save you a lot of stress later on. Here are some red flags to watch for, and a few stories from my own experience that might help you avoid a major headache.
1. Vague or Missing Contract: A Deal-breaker
Some people see a contract as a complication, but I see it as a promise. I once had a gentleman tell me he didn’t see what the big deal was—”You’re only coming to play some music,” he said. He thought a contract was just for some big corporate exchange. It really threw me off, but I explained that a contract is as much for him as it is for me.
It’s a clear, written agreement that helps both of us stay on track and remember all the things we agreed to. It also spells out what happens if things go wrong, so you’re not panicking in the moment. Relying on a handshake is risky when you’re making a big investment in your day. A professional band will have a clear contract ready to go.
Here’s what a proper contract should include:
- Date, time, and location of the event.
- Performance length and schedule (including breaks).
- Payment terms: Terms should include the deposit amount. They should specify due dates for payments. The contract should include a detailed cancellation policy for both parties.
- Band responsibilities: what equipment will they bring, attire, MC services, and the number of musician’s
- Your responsibilities: providing adequate space, power, staging, tent coverage, and meals/refreshments, etc
- Information on liability insurance—a must-have for every professional band.
- A detailed cancellation policy for both parties.
2. Communication That Feels Off
I once had a couple come to me so anxious about hiring a band again. They repeatedly needed assurance that we would actually show up. In my head, I couldn’t understand the problem—we had a contract, and I said we’d be there. I was raised on the premise that your word is your bond. When I say I’m going to do something, come hell or high water, I do my best to make it happen. It hadn’t even occurred to me that a band would just agree to a gig and then not show up.
After they told me about their previous experience, we worked through what they needed to feel confident in our partnership. And of course, I followed through. Your band’s communication is a preview of their reliability. If it feels weird or unprofessional at the start, trust that feeling.
I had a different kind of experience with a gentleman who called to inquire about our availability. I told him we were free, and he immediately launched into why I shouldn’t send endless emails or call him every day for an answer. He said he would call when he was ready, and he bit my head off!
It was obvious he’d had a bad experience. I simply told him I had no intention of bothering him. I said we would love to entertain him and his guests, but the ball was in his court. He called back two hours later, apologized, and booked us right on the spot.
Sometimes the best thing you can do is just give people some space. A reputable band will communicate clearly and give you time to make a decision without adding pressure.
3. Lack of References or Testimonials: Don’t Take Their Word for It
You wouldn’t hire a photographer without looking at their work. The same goes for a band. Checking references and reviews gives you an honest look at their professionalism and reliability. Do they show up on time? Are their past clients happy with their service and performance? What are people saying about their professionalism and the quality of their perfomance?
Imagine buying a car without checking its service history. You might get a good deal up front, but you could end up with a lemon. Taking a hard look at band reviews is like getting a pre-inspection. It helps you make sure that you get a high-quality product.
4. The Budget Killer
A professional band will be transparent about their pricing. They won’t hit you with unexpected fees after you’ve agreed on a price. Be sure to ask about things like travel fees, overtime rates, and any equipment rental costs up front. Get everything in writing in the contract to avoid nasty surprises.
5. Inadequate Equipment or Lack of Technical Knowledge
Professional-grade equipment is essential. Poor sound can ruin an event, no matter how talented the musicians are. Ask about the band’s equipment and if they have backup gear—because things can go wrong!
Knowing these red flags can help you avoid potential problems. Are you ready to start your band search? Check out our [link to your band evaluation guide/checklist] to help you ask the right questions!