Preparing for bands that use amplification e.g. Ceilidh / Barn Dance; Jazz; Function / Party bands etc
On this page:
ALL BANDS WITH AMPLIFICATION
Here are some general comments about the set up, but you should discuss this with the leader (of the musicians) once the contract is completed, as every band and event is different:-
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Free access is needed to start setting up the band typically 45 minutes to an hour immediately before the start time, but may be longer and earlier in the day for large function bands. If free access is delayed by venue management or any other reason, the start of performance may be delayed. The performance will still end at the scheduled time.
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The venue needs to have somewhere to park and unload the musician's vehicle/s that is close to and with easy access to where they are going to set up. There must be easy and safe access to the performance area. (e.g. no clambering up wobbly hay bales or step ladders) Access requiring negotiation of flights of stairs etc. must be stated beforehand and agreed by the band.
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If playing in an area that is separate from where the reception is taking place, setup can start whatever is happening.
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For bands that set up immediately before the performance, such as barn dance or jazz bands and if setting up in the same area as the reception is taking place, then speeches ideally need to be over by the start of set up. (If not, setup is usually done quietly during speeches with equipment being moved to as close as possible to the playing location before that.) Completion of set up would take place as soon as the bride & groom, or the venue [depending who is in charge of the schedule], give permission to go ahead. The aim would be to be ready as soon as possible, but almost certainly later than the original start time.
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The venue needs to have put a sturdy table in place where the musicians are to play, on which a heavy mixing desk and amplifiers can be placed (typically 1.6*0.6 meters). The location of the band needs to be central along one of the sides of any dance area. This is particularly important for Ceilidhs & Barn Dances, so that the caller can view the lines of dancers (i.e. don't tuck the band in a corner of the room.) There needs to be a 13amp power socket within 5 meters of the table.
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Also, if possible, there should be lighting where the band are playing (to see music, instruments etc.), though the rest of the area could be a little dimmer (for atmosphere)
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Most bands are happy to play at floor level if there is no stage available, but it is the hirer's responsibility to ensure that the band and equipment are safe from the audience. If things get so wild that dancers are knocking into musicians and their equipment, or walking into the band's performance area, the band will stop their performance.
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The space needed for the band depends on the number of musicians and the kind of band they are, and what equipment they need. A jazz band is likely to need less room than a rock band, with big amplifiers and mixing desk. You need to discuss space requirements with the band, but a rule of thumb to give you a general idea, is for 2 to 4 musicians, a space 3m by 5 m and another 1.5 m width for each additional musician. Often, the band will have speakers on stands, which have to be placed a few meters either side of the area the musicians are using. But it must be emphasised, this could be more or less dependent on the band.
POP BANDS
If the pop band brings its own lights, you need to discuss space, power and safety requirements directly with the band.
CEILIDH / BARN DANCE BANDS
- additional considerations
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The venue need to clear a large enough area for dancing, ensuring there are no spurious tables and chairs for people to trip on in the dance area. It is advisable to arrange the room, so that there are not big areas of table where people can hide if they are a bit shy. It is best to have people fairly immediate to the dance area, so they feel they want to stand up and join in. In a marquee, typically at least half the marquee area is made available for dancing.
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Flooring should be as even as possible over the entire available area. In a hotel carpet, or a completely wooden floor is ideal. In a marquee, WELL pegged down matting on reasonably even ground is fine. Small wooden dance floors laid on carpet or matting are not very good, as dancers will go beyond the dance floor, and can trip on its edge. It is better not to have the wooden dance floor at all.
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Equipment is often set up as the venue staff clear some of the tables and chairs from the dining area, and rearrange the room for the dancing. For bands with PA equipment, a single RCD protected standard 13 amp power socket is required within 6 meters is required, unless otherwise specified.
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A sound check is needed just before the start, which usually takes about 4 to 5 minutes of playing a few bars of music, making a few adjustments for the acoustics of the room, another few bars of music, adjustments, etc.
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If the start time is delayed due to not having free access at the required time, or not having the required facilities, then the musicians will still finish at the scheduled time. If the leader (of the musicians) is asked by the hirer to continue for longer, then 'Extra Time' charges will apply.
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The above applies to normal indoor / marquee venues. If you are intending any part of the performance or dancing to be outdoors, this must have been stated on the booking form and special conditions apply. See 'Preparing for outdoor events-considerations & requirements'
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If you are having a Disco and Ceilidh on the same evening, it is important to have them in the right relationship to each other, both location and music wise:
Location
The band need to have room to play and locate their
loudspeakers. It is best if the disco can be set up at the other
end of the room from the band. If this is not possible, the
disco can set up either behind the band, or to one side if the
venue is big enough. However:
i) the band need to be central to the dance area
ii) If the disco is in the same area as the band, it needs to be
set up and sound tested before the band arrive to set up.
iii) If the disco speakers are at the same end of the room as
the band, then the disco needs to either play quietly until the
band have cleared their equipment, or wait until the band have
cleared before turning music to disco volumes. The band will
clear away as quickly as possible. (Working close to disco
speakers can cause hearing damage, a health and safety issue,
and a disaster for a musician).
The Music
If there is a break (perhaps for a buffet), during the Ceilidh,
then the band would normally put on a CD of some appropriate
kind of folk music, as background music. [The disco could do
this, as long as it was at a low background volume, so people
can talk to each other.]
The first dance can either be with the Ceilidh Band or the
disco. Having the first dance to music from the disco is fine,
as it is a short, one off event. The caller would then get
everyone up to dance the first Ceilidh dance immediately
afterwards.
CEILIDHS / BARN DANCES & DISCOS
If you are having a disco, it is important that you read the Ceilidhs / Barn Dances & Discos page
OUTDOOR PERFORMANCE
An outdoor performance should consider all the above plus issues covered on the Outdoor performance page
Related phrases:
preparing for a performance; getting ready for the band; getting the venue ready; setting up at the venue; setting up for the band; what do I need to get ready for the band; setting up the band; where to set up; how to set up; what does the band need; playing on stage; playing on the floor; no stage; power supply; what power is needed; what lighting is needed; what if I want the band to play longer; safe power supply; Do you require a platform as there's none at my venue; how much room do the band need; how much space do the band take up; space needed for band; area needed for band;
where to locate the band; chairs; positioning the band; light; lighting; power; electricity; moving location; move place; marquee; venue; set up room; getting room ready; playing outdoors; playing outside; playing in a church; ceremony room; reception and drinks; playing during the meal / wedding breakfast; break for food; break for buffet;
acoustic band; acoustic instruments; band with amplification; band with PA; band with sound system; disco and Ceilidh; problem with discos; when to have a disco; when not to have a disco; preparing for a band with amplification; getting ready for a band with a PA;
Getting the room ready for a Ceilidh / barn dance; carpet; dance floor; what floor do I need in a marquee; don't lay a dance floor; safety consideration;