Contracts for Wedding Ceremony Musicians

There is vital information that needs to be collected and provided to wedding musicians for any wedding ceremony. Much of it should be written down in the contract, and many details—ceremony order, participants, and music selections—can be shared with the wedding musicians on a more informal basis. The contract with the wedding ceremony musicians or wedding music coordinator should contain the vital information, including the type of musical ensemble, the date, the place, the time, the cost, the payments, the policy of cancellation and contact information.

General information to include in the music contract for weddings

• Employee: Name of wedding music coordinator, band leader, or musician.
• Employee Ensemble: Name of the wedding ensemble, type of ensemble, or instruments provided.
• Number of Employees: Number of musicians as a whole.
• Event Date: It is important to make sure the year is in the contract and in each email. This is a common mistake. Some brides plan years in advance and a few weeks in advance. The year is an important detail that, if left out, can lead to disastrous results.
• Event Time: Include both the time of the wedding ceremony and the contract length of the wedding musicians. Allow time for the wedding to start late at the time the musicians are hired.
• Wedding Ceremony Name and Venue: Please provide the full name of the venue and full address. Please confirm the address is accurate and check mapping systems (such as Google Maps) for address errors or there could be dozens of vendors and guests missing or delayed.
• Contact information: names, phone numbers, addresses and email addresses of employees (musicians) and employers (girlfriend and boyfriend). Make sure the cell phone numbers of the bride and groom (or other contact person) and the employee are included. Often only office or home numbers are listed and having cell phone numbers for last minute changes, questions or emergencies is vitally important during the days leading up to the ceremony.
• Cost: Price of the wedding musicians or music ensemble and what that includes. Usually, music is provided for the prelude, procession, ceremony music (interludes, candle-lighting ceremonies, etc.), recession, and postlude.
• Deposit: The amount of the deposit and when it is due. Please remember that wedding musicians are not confirmed until the deposit is received and are still available for someone else to hire. If you use a wedding music coordinator or agent, it’s also a good idea to get your deposit back as soon as possible. Although they can often guarantee any type of ensemble desired, the best musicians on their staff are reserved in advance.
• Balance Payment: The amount of the balance due after the deposit and the due date. Most wedding musicians and wedding music coordinators request that the balance be paid immediately after the ceremony.
• Payment Method: The type of payments accepted and to whom checks should be paid.
• Meals: The number of meals provided to the musicians. Remember, a fueled band is a happy band and a happy band is happy and fun onstage. If the musicians only perform for the ceremony, it is not customary to provide meals.
• Overtime: The availability, cost, and due date of overtime pay. In general, overtime would only apply to the wedding reception, except in the case of a wedding that starts very late.
• Special requests or unusual details: Special song requests, costume requests, unusual requests (for example, the ensemble must march to church) can be included in the contract.
• Cancellation Policy: Please read this carefully for the rules on dates and fees.
• Weather Restrictions: For outdoor weddings, the wedding musicians may have restrictions on temperature, wind, rain, or lightning.
• Miscellaneous Fees – Please read the contract carefully for additional fees. Fees for sound system, special music requests and hauling of large instruments may be added. Any reputable wedding ensemble or wedding music coordinator will disclose and discuss any additional charges when giving initial quotes or when special requests are made.

When using a contract for wedding ceremony music, it is important that it contains all the general information, including the type of musical ensemble, the date, the place, the time, the cost, the payments, the cancellation policy and Contact information. If all music is selected at contract signing, it can also be included. Using thorough contracts with correct details protects the bride and groom and musicians from mistakes and misunderstandings and provides the information both parties need.