For wedding receptions, and working with WE ARE BIG FUN! our cover band, it can be a lot easier to discuss specifics over the phone! I like to schedule a call with clients before booking to discuss the following information. It's a lot, so please feel free to send Abby any questions you may have, or schedule that call:)

1. Band Leader or Sound Engineer Load In

Abby, Corey, or our musical director Justin currently provide the sound equipment for the cover band. We are in the process of transitioning to a professional company providing the sound equipment. Whoever is providing the main PA arrives extra early to load in all of the main sound equipment. We typically arrive at least two hours before the contracted start time to set up. For example, if your contract has the band starting at 7:00 PM, the sound person will need to arrive no later than 5:00 PM.

Some venues have strict rules about when vendors can arrive for set up. Other venues operate as restaurants during the day, then gradually close to prepare for a private evening event. We always want to know the earliest time we are allowed to arrive, while also avoiding additional venue fees or interruptions to service that would prevent us from setting up sound equipment. If there are specific time frames that vendors must stay within, please let us know.

Most venues require the band to be broken down and loaded out within one hour after the event ends. We are accustomed to this and able to meet that requirement.

2. Remaining Musician Load In and Soundcheck

If your ceremony and reception are in the same location, it is common for clients or other vendors to request that the band arrive earlier than contracted in order to complete set up and soundcheck before the ceremony or before guests arrive. A soundcheck is not always necessary, as the band can usually make adjustments during the first song, but depending on your event layout and timeline, the arrival schedule may be important to note.

Here is how the arrival schedule normally works:

• The sound engineer arrives two hours before the contracted start time with the main sound equipment. This includes speakers, microphones, monitors, cables, stands, and the sound board.

• The musicians who provide larger instruments and their own bulk equipment, such as the guitarist, keyboard player, bass player, and drummer, arrive at least forty five minutes before the contracted start time to load in and set up. They often come earlier if possible, but we require a minimum of forty five minutes.

• The horn players and vocalist arrive fifteen to thirty minutes before the contracted start time. Since they have minimal set up, this window allows them time to get settled before the performance begins.

If the sound engineer or musicians are required to arrive earlier than this schedule, additional compensation will be necessary. Musicians are paid by the hour, so extending their on site time increases costs. Once we understand how early the set up needs to be, we can calculate the additional fee and provide an accurate quote. In some cases this applies only to the musicians with bulk equipment, but we will review your venue and timeline to determine the most accurate cost.

3. Song Requests and Run of Show

The band will learn one new song for a client’s first dance as long as it is a good musical fit. We ask to know ahead of time what that song will be so the band can prepare it. Alternatively, we can play requests through the sound system if the original recorded version is preferred for a sentimental song.

We also want to know if there are genres you would like the band to avoid, or if there is a song on our list that you would like to hear. Ultimately, the band will use their expertise to create the setlist for the evening. A typical event begins with jazz and laid back covers while guests are dining and mingling. As the night progresses, the band builds toward oldies and classic dance songs, and ends with modern pop covers.

4. Breaks and Break Music

If you would like to choose the music that plays while the band takes breaks, please provide us with a Spotify playlist. We recommend having a “dinner” playlist for earlier in the evening and a “dance” playlist for breaks later on. We download playlists in advance to ensure playback is uninterrupted during the event.

For a three hour event, the band usually takes one longer break of about twenty five minutes so musicians can eat. For longer events, the band will take one twenty five minute break and then an additional ten to fifteen minute break each hour after that. We coordinate breaks with your timeline as long as one break allows musicians to eat. The band may adjust the timing of breaks during the evening if doing so will help keep the dance floor full and the energy high.

5. Weather

If your event is outdoors, we need to discuss backup options. Tents are not automatically considered adequate protection for instruments and sound equipment. Standing water and blowing rain can still cause damage, even with a tent in place. We want to discuss options with you in advance and explain past experiences, so everyone understands how the band may need to proceed on site if there is bad weather and no indoor alternative available.

6. Meals for the Band

We ask that the band be included in catering at your event and that meals be equivalent to what guests are served. We understand that in some cases catering may be very expensive, unavailable, or limited to boxed lunches. In those cases, we ask for $30 per musician in compensation if catering is not provided.

7. French Quarter and CBD Load In

There are additional fees for the sound engineer, guitarist, keyboard player, and drummer when loading in at venues in the French Quarter or Central Business District. These areas are challenging to navigate and park in, often adding at least an hour to the process. Musicians may need to park close by to unload, then move their vehicle to find legal parking, or make multiple trips from farther away. The sound engineer in particular often requires an additional hand for load ins of this kind. For these reasons, there are fees for the sound engineer and musicians with bulky equipment to cover the extra time or the cost of convenient parking.

The fee can be waived if free valet parking is provided at your venue. However, valet does not always remove the need for an extra hand for the sound engineer, which may carry its own fee.

The current fee schedule is $200 for the sound engineer and $75 each for the guitarist, keyboard player, sousaphone or bass player, and drummer. The base total is $500.

Examples of Venues in the French Quarter & CBD that would require the fee:

• Court of Two Sisters - located on Royal Street within the pedestrian mall, this venue is particularly difficult due to the pedestrian mall and not being able to pull up to the venue.

• BK House

• Latrobe’s

• Muriel’s

• Marche

• The Misi

• The Jaxson

• Pharmacy Museum

• Napoleon House

• Galatoire’s

• Galeria de Galatoire’s

• Generations Hall

• Pat O’Brien’s

• The Four Seasons

• Hotel Fontenot

• The Chicory

• Hotel Monteleone

• The Roosevelt

• New Orleans Board of Trade