How to Choose Live Music for Your Event: String Quartets, Bands and DJs
How to Choose Live Music for Your Event: String Quartets, Bands and DJs
There is no single formula. An intimate dinner in a Mayfair townhouse calls for a different approach from a large corporate celebration or a wedding with a packed dance floor.
In this guide, I'll explain how different types of live music work in practice, drawing on my experience arranging entertainment for events at venues across London. I'll also cover the practical details worth checking before you book, so you can make the right choice for your event and budget.
1. Start with the atmosphere you want to create
You may be looking for a refined and elegant atmosphere for which background music will serve best. This could work well with a solo harpist in a smaller intimate event up to around 20 - 30 guests, or a solo violinist with elegant backing tracks for more guests and a fuller sound than that of the harp.
For a corporate drinks reception at The Shard, I arranged a jazz clarinet trio to create a lively atmosphere while allowing guests to network and catch up comfortably. The classic jazz repertoire brought energy to the room without making the music the main focus.
Net-a-Porter were having a small dinner in The Barbican Conservatory. They wanted a string quartet to play lot of arrangements of famous pop songs. An example of this kind of music is that performed by the Vitamin string quartet associated with the soundtrack to the series ‘Bridgerton’. It worked as we played lots of songs that the guests knew but it wasn’t too loud or obtrusive for the candlelit dinner.
One of my wedding clients was having their post-ceremony celebrations in 50 Cheyne, the fabulous restaurant in Chelsea. They wanted something a bit different from a band or DJ, so we combined the two. With a live percussionist and trumpet player as well as the DJ, this was a really fun party after the wedding breakfast and the live musicians were part of the packed dance floor.
2. Which type of live music works best?
There are no hard-and-fast rules here but in general -
String Quartets
String quartets work well for weddings, smaller corporate events and private parties. The variety of music available is excellent for going from formal to informal effortlessly. Starting with some light classics in the formal start of an event and then transitioning to jazzy/film/pop via classical crossover music is extremely effective background music.
A string quartet offers a fuller, richer texture, while a trio can be an excellent choice where space or budget is a consideration.
Jazz Bands
Jazz bands vary widely. Liquid Strings has had most of its bookings for an instrumental trio (like sax, guitar and jazz double bass) but when more energy was required, it was good to add a drummer and some brass, like trumpet.
If more of a trad. jazz vibe was required, it worked well to add a singer. That being said, it’s true that vocals can be distracting for background music and sometimes works best when there may be the possibility of a dance.
Solo Musicians
Solo musicians are often great for smaller events in smaller venues. For example, I provided one of our solo violinists for a private party in the Savile Club, Mayfair. With gentle backing tracks, it’s a great sound. The violinist can sometimes walk a bit among the guests for a slightly more interactive performance. Or they can stay in the same position for more pure background music. Also live solo guitar and saxophone work well. And of course solo piano, which works especially well in venues with grand pianos in them as this looks and sounds fabulous also.
Singers
A singer with backing tracks or a live band is great for a variety of events - wedding receptions, corporate receptions and drinks parties to name 3. The power of live vocals for immediate reach and being emotive is undeniable. This can be toned up or down according to musical genre and of course professional singers can control their voices to be gentle and not overpowering.
Sometimes you may think that a singer would take over the event and be a distraction but with the right singer, this simply won’t be the case at all. This can be an elegant option that also can bring a lot of energy and life to the party. Also a singer with a guitarist works very well.
Party Bands
A party band is superb for corporate celebrations (Xmas or summer parties for example) and larger weddings (for example in hotels like The Ned and Claridge’s where we’ve provided parts bands as well as DJs). The main draw here is the energy it can bring. Guests getting together and letting their hair down on the dance floor is both fun and excellent for team bonding. Liquid Strings provided an excellent party band in The Ned for a wedding and it was a joy to see the lead singer interacting and doing dance routines with the Bride and Groom as well as the guests.
DJs
If you prefer all the focus to be on the dance floor, then a DJ can be a better choice. One of the great things about having a DJ is being able to make song requests in advance. Then on the night, as the champagne flows, there will inevitably be more requests. Other qualities of a great DJ include live mixing, reading the room, adapting to requests and managing the energy of the dance floor.
3. How many musicians do you need?
In general, smaller number of guests can work best with purely acoustic acts, like the string quartets, trios and duos. Also smaller acts - solo with backing tracks, duo and trio acts will work well with these numbers. Guest numbers are one factor, but the size and layout of the space, acoustic conditions and desired sound level can be equally important.
Live background music can transform an event, adding atmosphere in a way that pre-arranged decorations and catering alone cannot. One of the advantages of live musicians is their ability to respond to the event as it unfolds. I've personally changed a planned string quartet set completely when the atmosphere turned out to be different from what I'd anticipated. That flexibility is part of what makes live music so distinctive.
For a larger event or when a dance is expected, obviously bands and DJs are good. However, sometimes having a DJ and live musician doing background music can be more of a dynamic event. For example, a fashion event where something more standout is required with modern music remixed or even more electronic music in general.
Also there are more performance-based options. If you’re having a corporate dinner for example and there’s a stage, you may want to have a live ‘show’ act between courses. There are acts that specialise in this kind of corporate entertainment.
4. What music should you choose?
You often may have a fairly clear idea of what kind of music you’re looking for but, if you don’t, I’m always happy to advise according to what kind of atmosphere you’re looking for. Classical music is elegant and formal. This can be perfect for the start of events as mentioned earlier. It can also be used as background music throughout an event if a formal atmosphere and sophistication is the aim.
Contemporary pop arrangements on classical instruments is less formal, but it’s not the opposite either. It’s fun, light and works well at a variety of events, creating an atmosphere but without being in any way ‘stiff’ as classical music can be sometimes. Jazz standards are good for timeless music but works well in some of the wonderful historical venues in London. It seems to make sense to hear Puttin’ on the Ritz at The Ritz, as a basic example!
There was a small corporate event for a private investment company in Spencer House where we were requested to provide a classical string quartet for a one hour drinks reception prior to their celebration dinner. Although I thought the younger guests may not appreciate the classical music very much, we got an excellent response. Being in a beautiful venue overlooking Green Park can make classical music the perfect choice in keeping with the royal history of the venue as well as the space itself.
5. What practical details should you check?
The most important details to check are -
Performance timings -
Musicians are likely to charge for the full period they must reserve, even if their performance is split into shorter sets. It’s important to agree timings and fees in advance as overtime is usually not possible. Musicians are often playing in more than one event on the same day and evening, so I often suggest that having them for a shorter period with fewer long breaks can work really well.
Space -
It’s important to check if live music is allowed in your venue. If you’re not completely sure, check this before anything else. Then in terms of the space itself, we can handle all the liaisons with the venue about how much space is required for the musicians and DJs. But it’s always worth mentioning the rough dimensions of the room(s) you’ll be holding your event as we can then help you to find the right act.
Power Requirements and Sound Restrictions
For all amplified acts, this is important. We do work with some acts who have small wireless speakers for their backing tracks (mainly solo). For groups, they often just require access to some power sockets. This is usually not excessive for smaller acts and they can use a power bank or extension cables sometimes to be in the right place to perform, if that’s not very close to any sockets. Again, we can sort all this out with the venue but it’s worth being aware of.
Sometimes venues will have sound restrictions often due to neighbours (this is particularly true in central London). They may have a sound limiting machine where the power will get cut off if the music goes too loud. It’s not that common, but worth asking the venue about. It’s also worth asking if they have a time where music has to stop (it’s often midnight but some venues have later licenses which is great if you plan for a very late night celebration). The main thing is not to make any assumptions. Some venues also will not allow amplified music outside and some not even inside. There are acoustic acts that will still work really well so don’t give up on the idea of live music based on this. But in case you’re planning for a large party band, it’s great to find out quickly as you may want to look for another venue instead.
Outdoor Arrangements -
Playing outside is usually allowed but as above, check out whether amplified music is allowed outdoors as that’s not so straightforward.
Outdoor string performances need suitable protection from rain and direct sunlight. A covered, shaded location is ideal, and it's important to have a wet-weather alternative. If you're planning an outdoor event, I'll help you check what protection and setup your chosen musicians require.
Otherwise, if an act that uses amplification is allowed, this can work well. Not all acts have wireless speakers though and for some, it’s not practical, so it’s also worth asking accordingly. Many venues can allow for outdoor electricity but always just ask.
Live music outdoors can be wonderful, but think about the acoustics outdoors. If you’re having an outdoor event at a large outdoor space with hundreds of guests, then something like a solo harp will look beautiful but the sound may get completely lost. Indoors the sound can bounce around the room and the acoustics allow for more projection. It’s best to ask about a particular act and what outdoor events they’ve done with a similar number of guests.
Coordination with the Venue
I enjoy working with venues and building relationships with their teams based on providing certain musical acts and artists in their spaces. We may already work with your venue on a regular basis or have worked there at least once before. If not, I can liaise directly with the venue on music-related logistics, taking that work off your hands.
Booking Terms and Reliability
Once the booking details have been agreed, you've confirmed your acceptance of the booking terms, and the required deposit has been received, your booking is confirmed. I'll make sure the performance timings, setup requirements and any venue restrictions are clarified in advance.
6. How should you allocate your entertainment budget?
For those with a large budget, it’s straightforward. For the earlier mentioned wedding in The Ned, the couple had the budget to hire a string quartet for the ceremony and drinks reception, as well as the party band - and they booked a DJ also.
If the budget is tighter and very much fixed then it's more about efficiency. For example, you may have a mid-priced DJ for a dance at your wedding and so spend on recption music. Or you may be fully focused on the dance part, so you spend more on the DJ or live band and less on anything else.
You don't necessarily need entertainment running continuously throughout an event. Clients sometimes ask me whether breaks in the music, or the end of a performance, will feel awkward. In practice, well-planned breaks can give guests time to talk and help the music feel more purposeful, rather than becoming a constant background noise.
A sensible way to allocate your budget is to prioritise the moments that matter most, such as the ceremony, drinks reception and evening dancing. I'll be happy to suggest a schedule that makes the best use of your budget.
Ultimately, I’d generally advise to book one great act than two or three average ones.
7. Common questions about booking live music
Can a string quartet play modern pop songs?
Yes. A professional string quartet can perform arrangements of contemporary pop songs as well as older classics, film music and traditional classical repertoire. This can be an excellent way to create an elegant atmosphere while giving guests music they recognise.
Is a trio sufficient, or should I book a quartet?
I'd often advise booking a string quartet. However, when space is a bit tight in the room, or you prefer 3 musicians, a trio is still an excellent choice.
Can live music and a DJ work together?
A DJ with live musicians works extremely well together. The DJ provides the music, beats and production, while live musicians add an extra layer of energy and improvisation. The live musicians (who are highly gifted improvisers) then add an extra live layer on top that makes for a unique sound. It’s great fun as well as being original and different every time.
How far in advance should I book?
For weddings, booking six months or more in advance is a sensible target, particularly for popular dates and sought-after acts. For corporate events, two to three months is a useful guide. Availability varies, however, and last-minute bookings can sometimes be possible.
What happens if my venue has sound restrictions?
Acoustic ensembles and some smaller acts may be suitable, depending on the venue's rules. If a sound limiter is in place, discuss it with the venue and entertainment provider before booking, especially if you want a DJ or party band.
Ready to Find the Right Music for Your Event?
Choosing the right entertainment is about more than selecting a musician or band. It's about creating the atmosphere you want your guests to remember.
I've been arranging professional musicians, bands and DJs for events through Liquid Strings since 2007. With my own background as a professional musician, I can help you choose entertainment that suits your venue, audience, timings and budget.
