When to Book Your Wedding Band: The Ultimate Timeline

Booking a wedding band is one of the most exciting parts of planning your big day. Whether you're dreaming of romantic ceremony music, a chilled acoustic set over cocktails, or a high-energy dance floor at your reception, the right band can elevate your wedding from memorable to absolutely unforgettable.

But when should you actually book your wedding band? If you leave it too late, your dream band might already be booked. Too early, and your plans may still be in flux. In this guide, we break down the perfect timeline for booking your wedding entertainment — from first inquiry to the final encore.

Why Timing Matters

Wedding bands, especially the best ones, are in high demand — and not just for weddings. Many also perform at corporate events, festivals, and private functions, which means their calendars fill up fast, especially during peak wedding season (typically spring and autumn in Australia).

Booking early gives you more choice, more time to plan, and peace of mind knowing your entertainment is locked in.

12–18 Months Before: Start Your Search

This is the ideal time to begin your hunt. If you’ve just secured your venue and set your wedding date, you’re ready to start researching bands.

What to Do:

• Explore styles: Decide what kind of vibe you want — acoustic duo, jazz band, party band, DJ/band hybrid?

• Check out videos: Look for high-quality live videos, not just polished promos.

• Browse trusted platforms: A great place to begin is Mercury City’s band directory, where you’ll find handpicked, professional wedding bands with verified experience and reviews.

• Ask around: If you've been to a wedding with a great band, ask for their name!

  
  

10–12 Months Before: Make Contact

Once you’ve narrowed down your favourites, it’s time to reach out.

What to Ask:

• Are you available on our date?

• What’s your pricing and what does it include?

• How long do you play for?

• Do you provide your own sound system?

• Can we choose the songs?

Pro tip: If you're planning a wedding during a peak month or on a long weekend, start even earlier. The top bands often book out 12–18 months ahead.

8–10 Months Before: Secure Your Booking

When you’ve found “the one” — musically speaking — lock it in. Most bands require a signed contract and a deposit to secure the date.

What to Confirm:

• The band’s lineup (some bands offer different configurations, e.g. 4-piece vs 7-piece).

• The arrival time and set times.

• Setup and soundcheck logistics.

• What happens during breaks — do they provide background music?

Having all of this documented helps avoid surprises later on.

6 Months Before: Sync with Your Wedding Plan

With the band booked, you can now align other parts of your day with their performance. For example, if you’re having live music during your ceremony, you may want to co-ordinate this with your celebrant. Or if you’re planning a grand entrance to a specific song, your band can help create that magical moment.

What to Finalise:

• Performance times (e.g. ceremony, cocktail hour, reception).

• Song list preferences or any must-plays/do-not-plays.

• First dance song.

• Special requests like ethnic or cultural music.

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2–3 Months Before: Fine Tune the Details

At this point, you should have your run sheet coming together. It’s time to give your band a clearer picture of how the evening will flow.

What to Provide:

• A copy of your run sheet or wedding timeline.

• The names of key contacts (e.g. venue manager, wedding planner).

• Venue address and access instructions.

• A finalised list of song requests.

Most professional bands are happy to learn one or two special songs for key moments — just make sure they have enough lead time to rehearse.

1 Month Before: Confirm Logistics

You're in the home stretch! Now’s the time to double-check that everything is locked in.

Checklist:

• Confirm arrival time and set up location.

• Reconfirm parking, loading dock access, and power supply.

• Ensure there's a green room or space for the band to rest, if needed.

• Review and finalise the setlist.

This is also a good time to check if the band needs meals — it's standard courtesy to provide food and non-alcoholic drinks if they’re on-site for several hours.

On the Day: Enjoy the Show

By now, all the details have been ironed out, and your band is ready to go. A professional wedding band will arrive early, liaise with your venue staff, and take care of all the technical setup.

When the music starts, relax and enjoy it — this is the moment you’ve been planning for!

Final Thoughts: Flexibility is Key

Weddings can sometimes run late or get shuffled around due to speeches, weather, or other surprises. The best bands will roll with the punches and adapt accordingly. That’s why booking experienced professionals is so important — they know how to read a room, adjust the energy, and keep the party flowing no matter what.

Why Choose Mercury City for Your Wedding Band?

At MercuryCity.com.au/bands, we’ve made it easy to discover and book Australia’s best wedding and corporate bands — all in one place. Whether you want a soulful soloist for your ceremony, a smooth jazz trio for your cocktail hour, or a high-energy party band for the dance floor, we’ve got you covered.

You can:

• Browse videos and band profiles

• See availability

• Compare packages and pricing

• Get in touch directly with the bands

Don’t leave your wedding entertainment to chance. Start early and book with confidence at Mercury City Bands.