Big Bands

Big bands for events: What to expect and how to plan

What a big band sounds like and why it works live

A big band is typically a 12–18 piece ensemble built around saxophones, trumpets, trombones, and a rhythm section (piano/keyboard, guitar, bass, drums). The hallmark is tight, arranged music with strong dynamics and a full, “wall of sound” impact that smaller groups cannot replicate. Repertoire often includes swing standards, jazz classics, Latin charts, early rhythm and blues, and selected modern pop titles arranged for horns. For guests, the experience is energetic and polished: strong introductions, clear set structure, and a performance that can shift from background ambience during dining to high-energy dancing later in the program.

Best-fit occasions and typical event formats

Big bands suit events where you want a premium live-music statement and enough space for a larger stage setup, such as:
- Corporate events, conferences, and award nights
- Weddings (reception, dinner-to-dance transitions, late-night party sets)
- Galas, fundraisers, and charity balls
- Public festivals, town celebrations, and themed swing nights
- Holiday parties and New Year’s events
Many big bands offer flexible formats, for example a smaller cocktail jazz combo earlier, then the full band for dancing. Expect 2–3 sets of 45–60 minutes, or a continuous package with breaks and background music between sets.

Price range, what drives cost, and what is usually included

Pricing varies widely by region, season, and band size. As a practical guide, many professional big bands fall in the range of
Typical budget: £3,000–£12,000+ for an event booking. Key cost drivers include number of musicians, travel and accommodation, rehearsal needs for special requests, licensing for certain arrangements, and production requirements. Quotes commonly include band leader services, standard setlists, and basic coordination; extra charges may apply for extended playing time, custom arrangements (for a first dance, for example), or a dedicated sound engineer.

Equipment, space, and technical requirements

A big band needs more inputs and stage space than most live acts. Plan for:
Stage area: Roughly 6–10 m wide and 4–6 m deep, depending on lineup. Bands may provide their own microphones and sometimes a compact PA for smaller rooms, but many venues use in-house sound.
Sound: PA capacity, mixing console channels, monitor wedges or in-ear monitoring, and whether a soundcheck is possible.
Power: Stable outlets near stage.
Lighting: Basic front light at minimum.
Backline: Whether drum kit, keyboard, or bass amp is supplied by band or venue.

Booking considerations and planning checklist

To book smoothly, agree on timing, load-in access, and performance rules early. Confirm the band’s dress code, break music, emcee needs, and guest requests. Ask for a stage plot and input list, and align on volume expectations, especially for dinner sets in smaller rooms. Contracts should specify payment schedule, cancellation terms, travel policy, and overtime rates.

FAQ

How far in advance should I book?

For peak dates, plan 3–9 months ahead. For weekdays or off-season, shorter notice may work, but big bands have more calendars to coordinate.

Can a big band play quietly during dinner?

Yes, with suitable arrangements and good sound control. Share your volume preference, background, mid-level, or dance-focused, and schedule louder sets after speeches or dining.

Do we need a large stage?

You need enough room for seated horn sections and safe access. As a rule, plan about 24–40 m², plus extra if you add vocalists or a dance floor close to the stage.

What information should I provide for an accurate quote?

Send event details: date, venue address, schedule, guest count, indoor/outdoor, staging and PA situation, and any travel or accommodation constraints.

Can the band learn specific songs?

Often yes, but it depends on available arrangements. If custom charts are needed, expect additional cost: arranging and rehearsal time, and share requests early to meet deadlines.