How to Hire Musicians & Live Entertainment for an Event
To hire a musician or live entertainment for an event, decide what each part of the event needs (ceremony, cocktail hour, dinner, dancing), choose an ensemble size that fits your venue and budget, contact a professional company with your date and venue, compare quotes, and confirm with a written agreement and deposit. This guide from OC Strings, a live music company serving Orange County, Los Angeles, and San Diego, walks through each step.
Step 1: Decide What Each Part of Your Event Needs
- Ceremony: acoustic strings (a duo, trio, or quartet) for guest arrival, the processional, and the recessional.
- Cocktail hour: background music that lets guests talk, such as a string trio, jazz group, or solo guitarist or violinist.
- Dinner: relaxed live or recorded music at a comfortable volume.
- Dancing and reception: a DJ, cover band, or a combination of a DJ with a live violinist or saxophonist.
- Corporate and gala events: polished background music, featured performances, and live sound for speeches.
Step 2: Choose the Right Ensemble Size
- Soloist: best for intimate ceremonies, proposals, and small gatherings.
- Duo: a fuller sound for small to mid-sized events, usually violin and cello.
- Trio: a balanced, popular choice for ceremonies and cocktail hours of most sizes.
- String quartet: the classic choice for weddings and formal events, with the richest sound and largest repertoire.
- Large ensemble or orchestra: for luxury events, large ballrooms, and grand entrances.
Outdoor venues and large rooms may need amplification, even for acoustic strings.
Step 3: Know What Affects the Price
The cost of hiring musicians depends on the number of performers, total performance time, date and season, location and travel, special song requests or custom arrangements, and added sound equipment or DJ services. See typical starting prices on our pricing page and wedding options on wedding packages.
Step 4: Contact Musicians With Your Details
To get an accurate quote quickly, share:
- Your event date, start and end times, and venue address
- The type of event and approximate number of guests
- Which parts of the event need music (ceremony, cocktail hour, dinner, dancing)
- The style of music you want and any must-play songs
- Whether the performance is indoors or outdoors
Step 5: Compare Quotes and Check Quality
- Listen to real recordings or videos of the actual ensemble. Here are our samples.
- Ask about the musicians’ training and performance experience.
- Confirm what is included: performance time, setup, sound equipment, and song requests.
- Ask how they handle outdoor weather, timing changes, and overtime.
Step 6: Confirm in Writing
Book with a written agreement that lists the date, times, ensemble, location, price, deposit, and cancellation terms. Send your music selections and event timeline a few weeks before the event. Read our service terms to see how booking works with OC Strings.
Frequently Asked Questions About Hiring Event Musicians
How far in advance should I hire musicians for an event?
For weddings and peak-season Saturdays, book 6 to 12 months ahead. For corporate events and private parties, 1 to 3 months is often enough, but earlier booking gives you the best choice of musicians.
What is the best live music for a wedding ceremony?
A string trio or quartet is the most popular choice because it is elegant, works acoustically, and can play both classical pieces and modern songs arranged for strings.
Should I hire a band or a DJ for my reception?
A DJ offers the widest song selection and consistent sound, while a live band brings more energy and visual excitement. Many couples combine a DJ with live musicians for the best of both.
How long do event musicians usually play?
Ceremony music typically covers 30 to 60 minutes including guest arrival, cocktail hour is about an hour, and reception entertainment usually runs 3 to 4 hours.
Where can I hire musicians in Southern California?
OC Strings provides musicians and event entertainment throughout Orange County, Los Angeles, and San Diego.
Ready to Hire Musicians for Your Event?
OC Strings provides string ensembles, soloists, jazz groups, cover bands, DJs, and live sound across Southern California. Tell us about your event or call (517) 862-2214, and we will usually reply within 24 hours.