Planning your dream wedding can prove to be daunting, particularly where arranging the perfect entertainment is concerned. At Trez Entertainment, we have assisted numerous couples in planning unforgettable celebrations and understand the importance of timing when it comes to organising your entertainment.
Whether you are organising a small ceremony or a luxurious celebration, this month-by-month guide will make certain you do not overlook any deadlines when hiring the finest entertainment for the big day.
18-15 Months Before: Start Your Entertainment Vision
The early bird gets the worm when it comes to the entertainment for your special day. Planning 18-15 months in advance means you have the luxury of selection and the highest likelihood of hiring your ideal entertainment crew.
In this first stage, define your entertainment concept. Give some thought to the type of mood you wish to establish over the course of your wedding day. Do you need a classy jazz ensemble playing during your ceremony, a dynamic DJ to get the reception party started, or something more creative such as a magician during cocktail hour?
Key actions for this period:
- Research the various forms of wedding entertainment
- Determine your entertainment expense allowance (ordinarily 8-12% of your overall wedding expenditure)
- Begin to follow entertainment companies on social media
- Start developing a Pinterest board related to entertainment inspiration
This initial planning phase is also ideal when considering corporate entertainment possibilities if you are still adding business aspects to your celebration, including the opportunity for business guests to network.
12-15 Months Before: Secure Your Top-Tier Entertainment
Statistics indicate the most popular entertainers get reserved 12 to 18 months in advance. This is the key period to get the main entertainment booked if you are having your wedding in peak season (between May and September).
We usually have bookings confirmed two years in advance during the summer weekend dates. Avoid disappointment, and don’t wait too long to make your booking.
Priority bookings during this period:
- Wedding DJ or live band for the reception
- Ceremony musicians
- Special entertainment acts (magicians, performers, etc.)
- Photo booth services
Top Tip: If you’re considering multiple entertainment options, book your must-have acts first and add additional entertainment later. It’s easier to add services than to replace unavailable performers.
10-12 Months Before: Finalise Your Entertainment Schedule
With your key entertainment accounted for, planning out your entertainment schedule is the next order of business. Think about the various stages of your wedding day and what entertainment will complement each stage.
Morning and ceremony entertainment typically includes:
- String quartet or acoustic guitarist for the ceremony
- Harpist or pianist for processional music
- Live vocalist for special ceremony songs
Reception entertainment phases:
- Cocktail hour entertainment (perfect time for magicians or acoustic performers)
- Dinner entertainment (background music or live performers)
- Evening celebration (DJ, live band, or both)
The drinks reception time, the time between your ceremony and your meal, is especially significant. This is when the newlyweds will usually be taking photographs, and guests will mingle. Outstanding entertainment during this time maintains energy levels and guests’ engagement.
8-10 Months Before: Book Secondary Entertainment Services
Now your main entertainment is taken care of, consider other services that will make your celebration special. This is the ideal time to arrange our 360 video booth or LED neon letters to add special photo shoots to your package.
Secondary entertainment options to consider:
- Photo booth with custom backdrops
- Chocolate fountain for cocktail hour
- Casino tables for interactive entertainment
- Saxophone player for a romantic dinner ambience
- Silent disco for late-night festivities
Think about your venue logistics at this stage. Certain forms of entertainment have specialised setup needs or require location consideration and need to be coordinated with your venue.
6-8 Months Before: Confirm Details and Add Final Touches
Wedding planning timelines invariably advise finalising the entertainment choice 6-8 months prior to your event. During this time frame, finalise all the details with your entertainment providers and make any final additions and improvements as needed.
Key tasks for this period:
- Confirm equipment requirements with your venue
- Discuss music preferences and special requests
- Plan entertainment transitions between the wedding phases
- Consider weather contingencies for outdoor elements
This is also a great time to reserve any season-specific entertainment based on your wedding day. That might include warming entertainment such as a live fire with acoustic entertainers in the vicinity.
4-6 Months Before: Coordinate and Communicate
With entertainment reserved, pay attention to coordination with all your vendors. Entertainment fellow workers should harmonise with your photographer, video crew, and venue coordinator.
Essential coordination points:
- Share your detailed timeline with entertainment providers
- Discuss sound system requirements and limitations
- Plan for entertainment during cocktail hour when you’re taking photos
- Coordinate special moments (first dance, cake cutting, etc.)
Pro tip: Develop a shared document with all vendors with your timeline, contact details, and special needs. This avoids miscommunication and keeps you and your vendors all on the same page.
2-4 Months Before: Final Preparations and Backup Plans
As your big day is impending, prioritize finalizing the minutiae and developing backup plans. Outdoor entertainment can be impacted by weather, so make backup plans with your vendors.
Final preparation checklist:
- Confirm arrival times with all entertainment providers
- Review the playlist and special song requests
- Ensure all technical requirements are sorted
- Discuss appropriate attire for entertainers
- Plan for vendor meals and breaks
1-2 Months Before: Last-Minute Adjustments
The last couple of weeks are reserved for tweaking rather than revolutionising. Finalise numbers with entertainment suppliers since this will determine needs for interactive entertainment such as photo booths or casino tables.
Final month priorities:
- Confirm all entertainment start and finish times
- Provide the final timeline to all vendors
- Discuss emergency contact procedures
- Prepare day-of contact information
Peak Season Considerations
Summer weddings need extra planning ahead. May through September is the busiest season for weddings when the need for quality entertainment is greatest. Planners of summer celebrations should take the following extra factors into consideration:
- Book entertainment 15-18 months in advance
- Have backup indoor options for outdoor entertainment
- Consider guest comfort with extended outdoor entertainment
- Plan hydration stations near active entertainment areas
Budget-Friendly Timing Strategies
Off-season bookings often offer better value and more availability. Consider these cost-effective timing strategies:
- Winter weddings (January-March) often have more entertainment availability
- Weekday celebrations may offer package discounts
- Booking multiple services with one provider can reduce costs
- Early booking discounts reward advance planning
Special Considerations for Different Entertainment Types
Live bands need the greatest amount of advanced booking time, typically 12-18 months if booking a well-established group. They also require more technical setup and more space demands.
DJs are more flexible, but popular professionals still book 12-15 months in advance. They’re great for venues with sound limitations or small spaces.
Specialty acts, such as magicians, are also ideal during cocktail hour when guests are busy with photographs. They can accommodate different-sized venues and numbers of guests.
Red Flags: When NOT to Book Entertainment
Avoid booking entertainment during these challenging periods:
- Straight after dinner, if your establishment provides overnight guest facilities (guests usually retire to refresh)
- During speeches or solemn ceremony times
- Since live bands are playing music already (magicians do not compete with loud music)
- Without verifying venue sound limitations and setup needs
Creating Your Perfect Entertainment Timeline
A carefully planned entertainment schedule adds magic to each moment of your celebration. Plan energy levels during the day – soft acoustic music at dinner builds up to high energy dancing later.
Your entertainment should complement and not distract from other wedding components. Work closely with your venue and other vendors to achieve smooth transitions between entertainment phases.
Final Thoughts: Trust the Professionals
We at Trez Entertainment recognise your wedding day as one of life’s greatest celebrations. Trez Entertainment cares deeply about your day and ensures every detail is carefully organised through our all-encompassing wedding entertainment packages, from ceremony music to dazzling nighttime celebrations.
Keep in mind that the finest wedding entertainment in Essex fills up fast. Plan early, exchange communication promptly with providers, and have trust in seasoned professionals to bring your dreams to fruition.
Ready to begin planning your ideal wedding entertainment? Give us a call today to find out how we can make your day absolutely unique and memorable.
