Wedding entertainment is easy to leave until later, but the best acts are booked early for peak dates. Here is a realistic timeline, working back from the big day.
12 to 18 months before
- Book the venue first. Its rules shape everything: sound limiters, curfew, room size and whether live bands are allowed.
- Set an entertainment budget. Decide roughly how much of your total you want to spend on music and extras.
- Choose the type of act. A wedding band such as The Pedal Tones or Fresh Grooves, a wedding singer, an acoustic duo like Becky & Josh, or a combination.
- Enquire for your date. Popular Saturdays in summer and December go quickly.
9 to 12 months before
- Confirm your booking in writing and pay any deposit.
- Think about surprises. Singing waiters or a tribute appearance are easier to plan with time.
- Decide on daytime music. Ceremony and drinks-reception music is often booked separately.
6 months before
- Choose your first-dance song. If you want it performed live, tell the act now so they can learn it.
- Share your venue details. Address, contact name, access and parking.
- Check evening guest numbers. It affects the size of the dance floor and how loud the room needs to be.
3 months before
- Draft a running order with your venue coordinator: ceremony, photos, meal, speeches, first dance, sets, buffet and finish time.
- Send song requests and "do not play" lists. Most acts welcome both.
- Confirm power and space. Ask your venue where the act will set up and where the sockets are.
1 month before
- Send the final running order to the act and venue.
- Confirm arrival and set-up time. Bands often need an hour or more to set up and soundcheck, ideally while guests are elsewhere.
- Settle the balance if it is due before the day, according to your booking terms.
The week of the wedding
- Give the act a contact for the day who isn't you: a best man, maid of honour or the venue coordinator.
- Check the weather if any music is outdoors, and agree an indoor fallback.
On the day
Relax. Your contact handles any questions, and the act and venue work to the running order you have agreed.
Quick answers
When should we book our wedding band?
As soon as you have your venue and date, ideally 12 months or more ahead for a summer Saturday.
Can we change our first-dance song later?
Usually, if you give enough notice for the act to learn it. Check with them when you change it.
Who should the act contact on the day?
A named person who isn't the couple, usually the venue coordinator or a member of the wedding party.
Need help?
Tell us your date and venue on our quote form and we'll suggest acts that are free.
Ready to find your act?
Flair Entertainments has been booking entertainers for clients across the UK since 1984. Send us your date, venue and the kind of night you want and we’ll come back with acts that suit.
