FAQs
Length of Your Booking
The standard reception booking includes three sets of music, spread over a maximum of 5 hours. This 5-hour period starts from the time the band completes their setup and ends when the band stops playing. If you’ve also booked music for the wedding ceremony or drinks reception, these are charged separately and may be outside the 5-hour window.
Schedule
For most 4-5 hour events, we suggest starting with our DJ playlist to set the mood as guests mingle after dinner and formalities. The three party sets will then be scheduled to keep the energy high until the end of the night. Here is a typical schedule for a 5-hour event:
7:30 – 8:30: DJ Playlist
8:30 – 9:15: Dance Set 1
9:45 – 10:30: Dance Set 2
11:00 – 11:45: Dance Set 3
Arrival and Packing Up Timings
For basic band and lighting bookings, our tech team will arrive 1.5 to 2 hours before setup needs to be completed. Timings may vary depending on the venue and services booked. Your day-of contact/singer will arrive 1 hour before the setup completion time. Packing up usually takes about 1 hour. If you booked additional venue lighting, we will coordinate timings with you directly.
Wedding Ceremony Music
Ceremony music is included only if specifically requested and itemized in your quote. We offer several great options. Musicians at the ceremony location require cover for all outdoor events, regardless of weather. Ceremony PA equipment (microphones and speakers) is an additional charge. Notify us at least 1 month before your event if you need microphones or speakers. For specific ceremony music requests, email us your selections at least 1 month before the wedding.
Song Selection
Our song list is constantly evolving and varies by lead singer. Each singer has their own style and strengths. Tell us about your musical tastes, and we can help choose the best fit for you and accommodate your preferences. Include any general music, artist, or song preferences in the “notes” section of your Planning Page within your Event Dashboard so the lead singer can see them while preparing for the event. While we can’t confirm exact set lists in advance, we find that reading the room and choosing songs on the night keeps guests dancing.
Special Requests
If you’ve practiced dancing to a specific recording for a first dance or specialty dance, it’s often best to use that same recording. We can play it through our system. If you want the special dances played live, contact us via email. Our singers need to approve and confirm requests at least 1 month prior to your event to prepare and ensure everything goes smoothly.
Music During Band Breaks
We provide a device and playlist to play music during band breaks at every event, complimentary with your booking. For weddings, we can download special dance songs in advance. If you have your own playlist for breaks, you can bring your own device and plug it into our system. We can accommodate any device with an AUX (1/8 inch) jack. We also offer upgraded DJ options; ask us if you’re interested.
Electricity
We need at least one standard 13amp power outlet within 6 meters of our equipment. If this isn’t possible at your venue, let us know in advance. Most power issues can be solved with extra extension cords or a small generator, with prior notice.
Lighting
Basic stage lighting is included with your booking. If your venue lacks dance floor lighting, we offer an upgrade package for $290.
Stage
While we don’t supply our own stage and don’t require one to perform, having a stage can enhance the experience. We can set up anywhere with adequate space and a flat, dry surface. If you want to rent a stage, your venue is usually the best contact. Here are some stage size recommendations based on band size:
3-4 piece band: 3m x 4m
5-6 piece band: 4m x 5m
7-8 piece band: 4m x 7m
9-14 piece band: 5m x 8m
Band Meals
Our contract requires guest meals for each musician on your booking. We also accept a quality hot plated meal if that’s more practical—no cold sandwiches, please. A well-fed band plays better! The band can eat anytime during your 5-hour booking window or immediately before. The band can eat wherever is convenient for you, as long as there is adequate space for them to sit and enjoy their meal.
Band Personnel
We customize our musician lineup based on your musical tastes and event style. Provide us with a general idea of the genres and artists you prefer. We know our musicians well and will help you get a fantastic lineup!
While we can’t guarantee specific musicians, all our musicians are highly dedicated and rarely miss performances. In case of an emergency, we will replace a musician with another prepared member of our group (never an outside substitute).
If you have input regarding personnel, let us know. Once musicians are reserved, they hold your date and turn down other offers, so changes beyond your deposit date aren’t possible.
Final Payment
Your final payment is due two weeks before your event date. Detailed instructions and your final balance are always available on the Payment Page of your Event Dashboard.
Destination Events
Rhythm Road Agency is delighted to travel for destination events. If your special occasion is outside of our usual service area, we can arrange for our band to fly to your event location. Additional travel, accommodation & equipment hire costs will apply. Please contact us directly to discuss the details and logistics, and we’ll provide a custom quote to ensure your celebration is unforgettable, no matter where it takes place.
Noise Restrictions and Volume Control
Many venues have noise restrictions. We can adjust our volume to comply with these regulations. Please inform us in advance if your venue has any specific noise restrictions so we can plan accordingly.
Insurance and Licenses
Rhythm Road Agency carries public liability insurance to cover any unlikely incidents during our performance. If your venue requires a copy of our insurance certificate or any other licenses, please let us know, and we’ll provide the necessary documentation.
Customization and Theme Coordination
We are happy to coordinate with any themes or specific color schemes you have planned for your event. Whether it’s matching our attire or selecting particular genres of music, let us know your vision, and we will do our best to align with it.
