23 Questions to Ask Any Wedding Music Vendor Before You Sign

You found a wedding music vendor you love. The demo sounds great. The reviews look solid. You are ready to sign.

Stop.

Not because anything is wrong. But because the couples who get burned at weddings are almost never surprised by bad music. They are surprised by what the entertainment contract did not say.

Setup time drama. Overtime charges nobody mentioned. Broken equipment with no backup plan. Rain with no rain plan. A vendor who disappears after the deposit amount clears.

The good vendors welcome these questions. The ones who get defensive when you ask? That tells you everything.

Arnie Abrams has performed at hundreds of weddings across New Jersey, New York City, and Philadelphia over more than 20 years. He hears the same stories from couples who came to him after a vendor fell short.

Use this checklist before you sign anything. It works for pianists, DJs, bands, string quartets, and any other wedding music vendor you are considering.

The 9 Question Categories (And Why Each One Matters)

This checklist is organized into nine categories. Each one covers a different piece of the vendor relationship, from money to music to emergencies.

Work through all nine. Take notes. Compare answers across vendors if you are still deciding who to hire for your live wedding music.

Bucket 1: Scope and Timeline

These questions set the foundation. You need to know exactly when the music starts, when it ends, and what happens in between. The contract terms should spell out every minute.

Question 1: What Is Your Setup Time, and When Do You Need to Arrive?

Every professional musician needs time to set up, do a soundcheck, and get settled before the first guest arrives. This is called load-in time, and it affects your venue’s schedule more than you might think.

A solo pianist with a digital keyboard might need 30 to 45 minutes. A full band could need 90 minutes or more. If your venue has load-in time restrictions, elevator reservations, or requires using a service entrance or freight elevator, your vendor needs to know this before signing.

What to look for in the answer: A specific number of minutes, not “we’ll figure it out.” The arrival buffer should be defined in your performance agreement.

Follow-up question: “Is your setup crew included in the price, or is there an additional fee for an assistant?”

Question 2: What Specific Times Will You Play, and How Do Transitions Between Segments Work?

Wedding entertainment often covers multiple segments: ceremony, cocktail hour, and sometimes the reception. Each segment has its own energy, volume, and song style.

Ask about music transitions between segments. How does the vendor handle the gap between ceremony and cocktail hour? Is there dead air prevention planned? What about room flip timing if your ceremony and reception are in the same space?

A skilled vendor should describe ceremony cues, processional timing, and recessional timing without hesitation. If you are hiring a pianist for the ceremony and cocktail hour, ask whether the ceremony + cocktail package includes transition music or if that is separate.

For more about what each wedding segment involves musically, see this guide on live piano music for every wedding moment.

Question 3: How Do You Handle Ceremony Cue Points?

The ceremony is where missed cues are most painful. Your vendor needs a clear plan for processional timing, the bride’s entrance, readings, the unity ceremony music, and the recessional.

Ask specifically:

• How do you know when to start and stop each piece?
• Who signals you during the ceremony?
• Do you attend the rehearsal? Is there a rehearsal fee?
• Can you work from a planner run-of-show or shared timeline document?

For a deep look at exactly how ceremony cues work, read 19 wedding ceremony cue words to keep everyone in sync.

Bucket 2: Gear and Backup Plan

Equipment fails. It just does. The question is whether your vendor is ready for it.

Question 4: What Equipment Do You Bring, and What Is Your Backup Plan If Something Breaks?

A professional vendor should be able to list every piece of gear they bring: keyboard, keyboard stand, bench, PA system, speakers, wireless microphone, cables, and extension cords.

Then ask about backups. Does the vendor carry a backup keyboard? Spare batteries? An extra power strip with surge protection? A backup music device with an offline music library in case the primary system goes down?

Red flag: Any vendor who says “that won’t happen” without describing a backup plan. Equipment failures do happen. Battery backup for wireless systems, spare cables, and a no-wifi contingency are bare minimums for a professional.

Question 5: What Are Your Power Requirements?

This one catches couples off guard, especially at outdoor ceremonies and garden ceremony locations. Every keyboard, speaker, and microphone needs electricity.

Ask about:

• Do you need a dedicated circuit or a 20-amp circuit?
• What is the maximum extension cord length you can use safely?
• Do you require a GFCI outlet?
• If we are outdoors, what is your generator policy? Do you bring your own inverter generator, or does the venue need to provide one?
• What is your power source plan if the venue loses electricity mid-event?

If you are planning an outdoor wedding at the Jersey Shore, power planning is especially critical. Read outdoor wedding music at the Jersey Shore for more details.

Question 6: What Is Your Rain Plan?

If any part of your wedding is outdoors, this question is non-negotiable. Your outdoor ceremony contingency plan should cover multiple scenarios.

Ask the vendor:

• Can your equipment be used under a tent? What are your tent requirements for equipment?
• What is the minimum covered performance area you need?
• Do you have a wind plan? Music stands blow over. Sheet music flies away. Digital screens become unreadable in direct sun.
• What about a heat plan or cold weather plan? Extreme temperatures affect both instruments and performers.
• At what point do you make the call to move indoors? Who makes that decision?

For weather backup strategies, read the weather-ready wedding music Plan B guide.

Bucket 3: Requests and Song Rules

Music is personal. Your vendor needs a clear system for handling what you want played, what you definitely do not want played, and how flexible they are.

Question 7: How Do Song Requests Work?

This is more nuanced than most couples realize. There are several layers to song request policy:

• Client playlist input: How many must-play songs can you submit? Is there a limit?
• Request deadline: When is the cutoff for submitting your song request form or music planning questionnaire?
• Guest requests during the event: Does the vendor take live requests? What is their audience participation policy?
• Genre limitations: Some vendors specialize in certain styles. If you want jazz standards, classical selections, and contemporary covers all in one night, confirm that your vendor can deliver all three.

For a professional pianist’s perspective on handling requests gracefully, read the etiquette of song requests.

Question 8: Do You Charge Extra to Learn a New Song?

Many couples have a meaningful song that is not part of any standard repertoire. Maybe it is an indie track, a song from a favorite movie, or a family hymn.

Professional musicians can often learn new material, but it takes time. Ask about the special song learning fee. Also ask about first dance customization, processional song timing edits, and whether they offer a custom arrangement fee for songs that need to be adapted for piano or other instruments.

Get the details: How far in advance do you need the request? How many new songs can you learn? Is there a limit to complexity?

Question 9: Can I Submit a Do-Not-Play List?

Yes, this is a real thing, and smart couples use it. A do-not-play list prevents awkward moments. Maybe “your song” with your ex is on the DJ’s default playlist. Maybe a family member always requests something inappropriate.

Ask how the vendor handles the do-not-play list, their explicit lyrics policy, and whether they default to clean versions of songs. Clarify who has setlist control: you, the vendor, or a mix of both.

Bucket 4: MC, Announcements, and Coordination

Someone needs to run the show. Make sure you know exactly who that person is and what they will (and will not) do.

Question 10: Who Makes Announcements, and What Are Your MC Responsibilities?

This is one of the most overlooked parts of the vendor contract. Specifically, you need to know:

• Who introduces speakers at the reception?
• Who cues the first dance?
• Who cues parent dances?
• Who cues the cake cutting?
• Who cues the bouquet toss?
• Who cues the last dance?
• Who controls the microphone during toasts?

Some pianists and musicians do not do any MC work. Some DJs include full MC services. Some bands have a designated announcer. If your MC responsibilities are not clearly assigned, you will end up with either double announcements or dead silence at key moments.

Question 11: How Do You Coordinate with Our Planner and Other Vendors?

Planner coordination and timeline coordination separate amateurs from professionals. Your music vendor should be willing to participate in a final details call and work from a shared timeline document or Google Drive planning doc.

Ask:

• Is a planning call included in your fee?
• What is your communication response time during the planning process?
• What is your day-of contact method? Phone, text, or both?
• Do you have a backup contact person or emergency phone number if something goes wrong the morning of the wedding?

Question 12: How Do You Handle Grand Entrance Cues and Special Moments?

Grand entrance cues and special announcements require tight timing. The vendor should describe exactly how they handle the transition from cocktail hour to the reception, the couple’s entrance, and any special announcements that need musical support.

For couples planning their full wedding music timeline, the guide on 25 wedding music moments couples forget to plan covers every cue you need to discuss with your vendor.

Bucket 5: Breaks and Coverage

Musicians need breaks. The question is what happens to your event while they take one.

Question 13: How Long Are Your Breaks, and When Do They Happen?

Industry standard is a 10 to 15 minute break for every hour of performance, but specifics vary. Ask about break length, break timing, and whether breaks are flexible based on your timeline.

The bigger question: What happens during the break? Is there a break music plan? Does the vendor switch to a pre-loaded playlist, or is there dead silence?

Also ask about: Vendor meal requirement and meal break timing. Most professional musicians expect a vendor meal. Find out when they prefer to eat and how long the meal break lasts. Some venues require you to provide this. It should be addressed in the contract terms.

Question 14: What Plays During Your Breaks?

A professional vendor will have a backup music device ready to play during breaks. This could be a pre-set playlist on a tablet, a Bluetooth speaker with a prepared mix, or background music routed through the PA system.

Red flag: If the vendor says “nothing” or “we just stop,” that is a problem. Dead air prevention should be built into the service.

Bucket 6: Overtime and Fees

Weddings almost always run longer than planned. Know the numbers before they hit you.

Question 15: What Is Your Overtime Rate, and How Is It Triggered?

The overtime rate should be clearly stated in the vendor contract. Ask about overtime increments. Is overtime charged by the hour? By the half-hour? By 15-minute blocks?

Ask what triggers overtime. Is it a hard stop at the end time, or is there a grace period? What is the end time hard stop policy? Some vendors will play an extra 10 minutes as a courtesy. Others start the overtime clock the second your contracted time ends.

Also ask about the overtime trigger for the other direction. What is the late start policy? If the ceremony starts 30 minutes late, does your contract time shift or does the clock keep running?

Question 16: Are There Any Fees Not Listed in the Base Price?

This is where hidden fees live. Ask directly about:

• Travel fee and mileage fee
• Toll fees
• Parking reimbursement
• Credit card processing fee
• Service charge
• Overnight fee or hotel requirement for distant venues
• Sales tax

Get every fee listed in the performance agreement before signing. If the vendor says “we’ll figure that out later,” keep looking.

Question 17: What Is Your Tipping and Gratuity Policy?

This is not about obligation. It is about clarity. Some vendors include a built-in service charge or gratuity. Others leave it entirely to you. Some contracts include a gratuity policy that suggests a percentage.

Ask up front so you can budget accordingly. Also confirm whether the vendor provides an invoice and receipt for your records, and whether they can supply a W-9 or tax form if needed.

Bucket 7: Contract Details

The entertainment contract is your safety net. Every detail matters.

Question 18: What Is Your Deposit, Payment Schedule, and Cancellation Policy?

Get specific numbers. A professional vendor contract should clearly state:

• Deposit amount or retainer fee
• The full payment schedule, including final payment due date
• Accepted payment methods
• Refund policy
• Cancellation policy
• Reschedule policy and postponement policy

Also ask about the date reservation policy. Is there an option period where they hold the date while you decide? Once you sign, is there a price lock guarantee, or can the price change?

Question 19: What Happens if You (the Vendor) Have to Cancel?

Illness happens. Family emergencies happen. The question is what your vendor does about it.

Ask about:

• Illness contingency and emergency contingency plans
• Do they have a substitute musician or backup performer on call?
• What is the vendor cancellation coverage? Do you get a full refund, or do they provide a qualified replacement at no extra cost?

This matters more than you think. A solo musician with no backup network is a single point of failure. Ask how many qualified replacements they have access to.

Question 20: Does Your Contract Include a Force Majeure Clause?

A force majeure clause covers events beyond anyone’s control: natural disasters, severe weather, government shutdowns, pandemics. Couples learned the hard way in 2020 how important this clause is.

Ask whether the contract includes force majeure, what it covers, and what your options are if it is triggered. Can you reschedule for free? Is the deposit refundable? What is the process?

Also ask about the dispute resolution clause and jurisdiction clause. Where and how do you resolve disagreements? These details matter if things go sideways.

Bucket 8: Professional Standards

Professionalism is not just about talent. It is about behavior, appearance, and respect for your event.

Question 21: What Should I Expect in Terms of Attire, Volume, and Vendor Behavior?

Set expectations clearly. Ask about:

• Dress code expectations: Will they wear formal attire, black tie, or theme attire if your wedding has a specific look?
• Volume expectations and volume limits: Does the vendor know the noise ordinance and decibel limit for your area?
• Vendor professionalism: What is their policy on texting during the event? Phone use? Drinking? Eating at the bar?
• Photo release and video release: Can they photograph or record your event and post it to their social media? What are the social media usage rights?
• Livestream audio rights and recording policy: If you are live streaming your ceremony, does the vendor consent to their performance being recorded?

These details may feel small, but they become big problems when a vendor shows up in jeans, plays too loud during dinner, or posts your first dance on Instagram before you have seen your own photographer’s images.

Bucket 9: Insurance and Venue Compliance

This is the bucket that separates working professionals from hobbyists. If your vendor cannot answer these questions confidently, reconsider the booking.

Question 22: Do You Carry Liability Insurance and Can You Provide a COI?

A certificate of insurance (COI) proves your vendor carries general liability insurance. Most wedding venues in New Jersey, Philadelphia, and New York City require every vendor to provide one.

Ask about:

• COI turnaround time: How quickly can they produce one? (48 hours or less is standard.)
• Additional insured wording: Can they add your venue as an additional insured party?
• General liability limits: Most venues require $1 million minimum.
• Workers compensation: Required if the vendor brings employees or subcontractors.
• Instrument insurance and equipment insurance: Who is responsible if equipment is damaged at your venue?

If your wedding is in Philadelphia, the logistics around venue COI requirements, parking permits, and load-in restrictions can be especially involved. For the full breakdown, read the Philadelphia wedding pianist logistics guide.

Question 23: Have You Read the Venue’s Vendor Packet?

Your venue almost certainly has a venue vendor packet with venue rules that every vendor must follow. A professional vendor should ask for this document proactively.

The packet typically covers:

• Load-in time restrictions and setup noise restrictions
• Elevator reservation requirements and stairs count
• Vendor check-in procedure, security check-in, and ID requirements
• Vendor badges and parking plan
• Loading dock access and accessibility route
• Curfew restrictions and end time enforcement
• Ceremony silence rules

For historic venue restrictions, country club vendor rules, and hotel ballroom vendor rules, talk to the venue coordinator directly and share that information with every vendor you hire.

How to Use This Checklist Effectively

Do not hand this list to a vendor and expect them to fill it out like a homework assignment. That is not how this works.

Instead, use this approach:

1. Before the first call: Review the 9 categories so you know what to listen for.
2. During the consultation: Ask naturally. A good vendor will cover most of these topics without prompting. Note what they bring up on their own, and what they skip.
3. After the call: Check off what was covered. Send follow-up questions for anything that was missed.
4. Before signing: Verify that every answer is reflected in the written performance agreement. If it is not in writing, it is not guaranteed.
5. Comparing vendors: Use the same questions across every vendor you interview. It makes comparison much easier.

What Separates a Good Vendor from a Great One

Any musician can play songs. What separates the professionals is everything that surrounds the music.

A great wedding music vendor:

• Answers all 23 questions without hesitation
• Provides a written performance agreement that covers every detail
• Carries liability insurance and produces a COI promptly
• Communicates clearly, responds within 24 hours, and follows through
• Has references available, testimonials, and sample videos you can review
• Offers a site visit or venue walkthrough when the event requires it
• Provides a live demo or music demos so you can hear their actual playing
• Knows your venue’s rules before you have to explain them
• Treats your wedding as if their reputation depends on it, because it does

For more guidance on choosing the right pianist, read how to choose the perfect pianist for your NJ wedding.

Regional Notes for NJ, NYC, and Philadelphia Couples

Where you get married affects the vendor questions you need to prioritize.

New Jersey Weddings

NJ wedding venues range from beachfront properties at the Jersey Shore to historic estates in Princeton, industrial chic spaces in Hoboken and Jersey City, and waterfront locations in Asbury Park. Outdoor venues in Cape May, Avalon, Stone Harbor, and Wildwood demand thorough weather backup conversations. South Jersey venues near Cherry Hill and Mount Laurel tend to have more relaxed vendor rules than North Jersey historic venues.

For a pianist who covers the entire state, visit NJ wedding pianist.

Philadelphia and Surrounding Counties

Center City Philadelphia venues, especially in Rittenhouse Square and Old City, often have strict load-in restrictions, limited parking, and require advance parking permits. Main Line venues in Montgomery County PA and Bucks County tend to be more spacious but may have longer travel distances that trigger travel fees. King of Prussia area venues typically offer good vendor parking and simpler load-in logistics.

Read the full Philadelphia wedding pianist page for area-specific details.

New York City Weddings

Manhattan wedding venues are the most logistics-heavy. Expect freight elevator access requirements, security check-in procedures, union venue rules, and tight load-in time restrictions. Brooklyn and Long Island venues offer more flexibility but still require careful planning around parking and equipment transport.

For NYC-specific information, visit the NYC wedding pianist page.

Instrument and Space Considerations

Before you finalize any musician booking, clarify what is physically needed at the venue.

Piano and keyboard questions:

• Does the venue have an acoustic piano on-site, or does the vendor bring a digital keyboard?
• If there is a house piano, who handles piano tuning responsibility? Who does the piano condition check?
• What is the keyboard footprint size? Does the vendor need a stage?
• What are the space requirements and lighting requirements?
• How does dance floor placement affect the music setup?

Sound questions:

• What are the venue acoustics like? Is echo control needed?
• Will the vendor do a sound check with the venue system?
• Is a speaker for the officiant included? What about a mic for vows?
• Does the venue require using the house sound system? Is a house engineer required?
• What is the soundcheck window and soundcheck duration?

For a deeper look at how room acoustics affect live piano, read how venue acoustics affect piano entertainment.

If you are deciding between a grand piano and digital keyboard, the comparison guide on grand piano vs. digital keyboard covers the tradeoffs for different venue types.

Understanding What You Provide vs. What the Vendor Provides

This is a frequent source of confusion. Every entertainment contract should include a client responsibilities list that makes clear: what you provide vs. what the vendor provides.

Common items the couple or venue provides:

• Power source and outlets
• Covered performance area (for outdoor events)
• Vendor meal
• Parking or parking validation
• Venue vendor packet
• Final timeline
• Day-of coordinator contact info

Common items the vendor provides:

• All instruments and equipment
• PA system and speakers (if applicable)
• Microphones for ceremony
• Extension cords and power strips
• Music for breaks
• Certificate of insurance
• Backup equipment

If the contract is vague about who provides what, ask for clarification in writing. Ambiguity in the contract fine print leads to finger-pointing on the wedding day.

A Note on Licensing and Legal Details

Quick clarification on music licensing: Most wedding venues carry blanket licenses through ASCAP and BMI that cover live music performances. However, it is worth confirming ASCAP BMI venue coverage with your venue coordinator, especially at private homes, non-traditional locations, or pop-up venues that may not have standard licensing.

Additionally, discuss the recording policy and livestream audio rights with your vendor. Some musicians are fine with being recorded. Others have specific terms in their contract rider or technical rider about audio and video use.

Frequently Asked Questions

How far in advance should I book a wedding musician?

Book your wedding music vendor 12 to 18 months before your wedding date, especially for peak season dates between May and October. Popular pianists, DJs, and bands fill their calendars quickly. If you are planning a holiday weekend wedding in NJ, NYC, or Philadelphia, booking even earlier gives you the best selection of experienced professionals.

What is the difference between a contract and a rider?

A vendor contract or performance agreement covers the main terms: date, time, location, payment, and cancellation policies. A contract rider is an attached document with additional requirements. A technical rider lists equipment and power needs. A hospitality rider covers meals, parking, and other vendor needs. All should be reviewed before signing.

Should I ask for references before booking?

Yes. Ask for references, testimonials, and sample videos of actual wedding performances. Online reviews on platforms like WeddingWire and The Knot are helpful, but direct references from couples who had similar events at similar venues carry more weight. A vendor who hesitates to provide references is a red flag.

What if the vendor and venue have conflicting rules?

The venue rules almost always win. If the venue requires using a house sound system, has specific load-in time restrictions, or enforces strict curfew restrictions, the vendor must comply. Share the venue vendor packet with every vendor you hire as early as possible so there are no day-of surprises.

Is it normal for a musician to charge a learning fee for a new song?

Yes. If you request a song outside the vendor’s existing repertoire, a special song learning fee is standard. Learning and arranging a new piece takes time, especially if it requires a custom arrangement. Most professional pianists will tell you their fee upfront and need 2 to 4 weeks of lead time to prepare the song properly.

How do I know if a vendor carries adequate insurance?

Ask for a copy of their certificate of insurance. Check for general liability limits of at least $1 million, which is the minimum most venues require. Confirm whether they carry workers compensation if bringing additional performers. Ask about the COI turnaround time so your venue gets the paperwork well before the deadline.

What should I do if a vendor cannot answer some of these questions?

A vendor who cannot answer questions about backup plans, insurance, overtime rates, or cancellation policies may not be operating at a professional level. That does not mean they are bad musicians, but it does mean they may not be prepared for the business side of wedding entertainment. Proceed with caution or choose a more experienced vendor.

Can I use this checklist for DJs and bands too?

Yes. Every question in this checklist applies to any wedding music vendor: pianists, DJs, bands, string quartets, jazz ensembles, and solo instrumentalists. The specific answers will differ, but the categories and principles are the same across the board.