Gig day & logistics
Set times, client song requests, power and tech, load-in and what to do when things go wrong on the day.
Before the day — the checklist
Section titled “Before the day — the checklist”| Item | Who | When |
|---|---|---|
| Set times / run-sheet agreed in writing | You + client | Weeks before |
| First dance + must-play/not-play list | You + client | Weeks before |
| Power, sound limiter, curfew confirmed with venue | You + venue | Before the day |
| Parking, load-in access, stairs/lifts, band meal | You + client/venue | At booking |
| Travel/accommodation costs | In your quote | Before confirming (see Enquiries, quotes & bookings) |
| How the remainder gets paid | Per the booking | Confirm with client before the day (see Payments & invoicing) |
Timings — who agrees the schedule with the client?
Section titled “Timings — who agrees the schedule with the client?”You agree set times directly with the client (or their planner) — they usually have a run-sheet. Send a proposed timeline (arrival, setup, soundcheck, sets, breaks) before the day and get it confirmed in writing. Keep hello@ in the thread so the contract matches reality — if timings change the price, it goes through us.
Song requests & first dance
Section titled “Song requests & first dance”Ask the client for their first dance and any must-play/not-play list before the day. If they’ve shared a playlist, check it fits your set style. For ceremony music, confirm the exact entrance moment cue with the coordinator.
Power & equipment
Section titled “Power & equipment”Confirm power with the venue in advance. For outdoor sets:
- You need covered/level ground for equipment — rain covers for gear
- Discuss generators in advance — assume nothing is provided
- Ask about sound limiters or curfews; going over can cut your set
Load-in, parking & accommodation
Section titled “Load-in, parking & accommodation”Confirm at booking: parking near the load-in, stairs/lifts, and whether a meal is provided for the band. For distant gigs, agree travel/accommodation costs in your quote — don’t invoice them separately after the event.
How long are typical sets?
Section titled “How long are typical sets?”Most weddings: 2 × 45-minute live sets (or 3 × 30) plus music between. Ceremony + drinks + dinner packages run longer on site. Agree exact timings in the thread; they go in the contract.
The client/venue is unreachable on the day
Section titled “The client/venue is unreachable on the day”Call the venue or wedding coordinator first. If it’s a no-show situation, email hello@fixthemusic.com right away — we have the full booking details and contacts.