Tara Melvin September 1, 2024
Tara Melvin 
As the holiday season approaches, one key element that can make or break your corporate holiday party or social celebration is the musical entertainment. Whether it’s a live band or a DJ, the right choice can elevate your event to unforgettable heights. My clients often opt for a band or DJ as the main musical attraction, with live music setting the perfect tone during the cocktail hour. Let’s dive into how to choose the best musical entertainment for your upcoming holiday party or social celebration.
To ensure your band or DJ delivers an unforgettable performance, it is crucial to provide them with detailed information about your audience. Share insights about the age range, cultural background, and geographical origins of your guests, as well as the overall vibe you want to create. This helps your musical entertainment tailor their performance to suit your event perfectly. Additionally, by specifying the preferred genres or styles of music, your band or deejay can keep your guests engaged and entertained throughout the event. Make sure to communicate these details clearly so your entertainment arrives fully prepared.
When the party starts, you want the energy to be so infectious that no one wants it to end! Your musical entertainment plays a crucial role in maintaining this vibe throughout the event. They need to master the art of reading the room, which means knowing when to avoid certain genres, like love songs at the wrong moment, or tracks that might clear the dance floor. They should also steer clear of overplayed line dance songs that guests might find mundane. Your DJ or band must be attuned to the spirit of your guests, seamlessly shifting their musical style to match what the crowd is eager to hear. This ability to read the room is a remarkable talent and is essential for keeping the dance floor packed and the party alive.
It’s crucial not to confine your band or DJ with a rigid playlist! By this, I mean avoiding the creation of a strict song list for them to follow throughout the event, which stifles their creativity. Instead, limit your playlist to your top 10 favorite songs and provide your DJ or band with key details like the age range, cultural background, and geographical origins of your guests, as well as the overall vibe you want to create. Your musical entertainment has the creative talent to set the perfect party atmosphere. Restricting them can dampen the energy of your event.
I recall an event where the client insisted the band follow their playlist exactly, and the dance floor was empty. During the band’s break, I advised them to ditch the list and play what they felt was right. The result was a complete turnaround, and the dance floor stayed packed for the rest of the night. So, ditch the extensive playlists and let your musical entertainment do what they do best!
DJs have the unique advantage of being able to play a wide variety of music genres and instantly accommodate song requests during an event. With access to extensive digital libraries, they can seamlessly transition between different styles, keeping the energy high and the crowd engaged. In contrast, bands are typically limited to the songs they have rehearsed for the event, which can restrict the range of music they can perform. This limitation means that while bands can deliver powerful live performances, they may not be able to respond as flexibly to spontaneous requests or shifts in the audience’s mood. Highlighting this difference can help clients understand the distinct strengths of each type of musical entertainment and make informed decisions for their events.
At many events, I often find myself constantly monitoring the sound levels with both bands and DJs. During the cocktail reception and dinner, it’s crucial to avoid having music blaring at top volume. Instead, you want to create an inviting ambiance where guests can comfortably network and communicate without having to read lips or shout over the music. This isn’t the time to create a club environment; it’s an opportunity for guests to engage with each other, with the music serving as a pleasant background ambiance.
With bands, the musical instruments often overpower the singers, drowning out their voices. I consistently work with bands to achieve a balanced sound where the singers are clearly heard over the instruments. After all, no one wants to read lips at an event.
Preparation & LogisticsWhen planning the logistics and setup for a band or DJ at your event, it’s important to consider several key factors – setup time, room placement, production timeline. An average 8-piece band typically requires about 3 hours for setup, while a DJ usually needs around 90 minutes. Some bands have a separate team to handle their equipment setup, so it’s essential to have their contact information to coordinate logistics effectively.
Placement within the room is crucial; ideally, your DJ or band should be on a stage, allowing them to look over the dance floor and engage with the crowd. Ensure their position aligns with the dance floor, avoiding any guest tables or obstructions that could hinder their view.
For bands, discuss how many sets they will perform before needing a break to ensure smooth transitions and continuous entertainment. Additionally, it’s essential to review a detailed production timeline with your musical entertainment. Providing them with a sequence of events ensures they know what is happening and when they are performing, allowing them to be fully prepared and in sync with the flow of the event.
Understanding these logistics is vital for hosting a successful event, as it ensures your musical entertainment is well-prepared and positioned to create the best possible experience for your guests.
When considering your investment of hiring a band or DJ for your event, it’s important to remember that experience is key. The more experienced and reputable the band or DJ, the higher the cost is likely to be. Costs can vary significantly based on region, the notoriety of the performers, and the number of hours they will be performing. For example, in the Washington, DC area, the minimum cost for an 8-piece band is around $10,000, while a DJ might cost about $3,500. It’s always a good idea to listen to their music beforehand, if possible, to ensure they meet your expectations before making the investment. If your budget allows, consider hiring both a band and a DJ to provide a diverse musical experience for your guests. Doing thorough research and understanding what you want will help you make the best choice for your event.
When finalizing your contract with a band or DJ, it’s essential to include specific details beyond the “general/standard terms and pricing” of the agreement. Ensure your contract covers these additional details:
Including these “additional” details in your contract ensures that both you and your musical entertainment are well-prepared, helping to create a seamless and enjoyable event.
The perfect fit ultimately depends on your audience and the vibe you want to create for your event. Personally, I favor DJs because of their flexibility to play a wide range of music instantly, their skillset in reading the room, and their extensive music libraries. Some of my favorite DJs in the Washington, DC area are DJ Gemini and Lugo Entertainment. Whenever I work with them, the dance floor is consistently packed, which is exactly what you want. If your dance floor isn’t full, your DJ might not be providing the right energy for your party to be a success.
On the other hand, I’ve encountered many bands throughout my career that have entertained my clients’ events. While bands are generally less flexible with their music selection, a dynamic band can be the perfect fit for your event. Two bands that stand out in my entire career are The Essence Band from the Bahamas and Jazzy Blu based in Washington, DC. These bands not only bring incredible energy and keep the dance floor full, but they also can adapt and read the room effectively.
Ultimately, your choice between a band or a DJ comes down to your preference and the experience you want to create. Ensure you thoroughly vet your entertainment to guarantee they will deliver what you need.