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  • schepplukas
    • Aug 4
    • 6 min read

How to Plan Music for Your Event








Music is the heartbeat of any event, transforming the atmosphere and creating an emotional connection with your guests. It sets the tone, whether for a luxurious wedding, an elegant birthday celebration, or a sophisticated corporate gathering. Thoughtfully selected and impeccably organized music can elevate your event, making it truly unforgettable. However, organizing musical performances includes many pitfalls that can lead to potential inconveniences and embarrassments. Therefore, it is pivotal to plan early and thoroughly.


Here, we will cover:


  • Choosing the Right Ensemble

  • Finding Perfect Musicians

  • Contacting Star Soloists

  • Logistics and Practicalities

  • How to book your free 30-Minute-Consultation



1. Choosing the Right Ensemble


Who is going to play at your event? Generally speaking, in classical music, the following options are common:


Solo Performances


Solo performances, such as a piano solo, provide an intimate, personal, and focused musical experience. The most common choice for a solo performance is the piano, followed by violin, cello, and classical guitar.


Duos


Duos offer a more layered sound while maintaining a sense of intimacy. Popular combinations include:


  • Piano + Violin

  • Piano + Cello

  • Piano + Singer (Soprano, Alto, Tenor, Bass)

  • Piano + Clarinet

  • Piano + Flute



Trios and Quartets


While still in the genre of chamber music, trios and quartets offer a richer, fuller sound for a balanced and harmonious performance. Popular setups include:


  • String Quartet (2 Violins + Viola + Cello)

  • Piano Trio (Piano + Violin + Cello)



String Orchestras


For larger events, string orchestras create a grand and immersive musical experience with a lush, expansive sound. Typical string orchestras feature between 15 and 25 musicians.



Brass Bands


Brass bands offer a bold and distinctive sound, suitable for outdoor events or gatherings where triumphant fanfares are desired. They add a lively and festive atmosphere to any event. Typical brass bands feature between 7 and 12 musicians (Trumpets, Horns, Trombones, Tuba).



Symphony Orchestras


The queen of classical ensembles, the symphony orchestra boasts a wide range of styles and musical expressions, ranging from sweeping, romantic, and epic to intimate and personable. Typical symphony orchestras start around 50 musicians and can go up to 120 musicians. Choirs can also be added.




Considerations for Ensemble Size


Choosing the right ensemble size is crucial. Several factors should be taken into consideration:


Venue and Audience Size


The size of your venue and audience will largely dictate the ensemble size. Larger venues can accommodate full orchestras or string orchestras with the necessary volume and presence for a big audience, while smaller, more intimate settings are better suited for soloists, duos, or string quartets.


Event Type


The nature of your event will influence the choice of ensemble. Weddings often feature string quartets or soloists for the ceremony, and perhaps a larger ensemble for the reception. Corporate events might benefit from the sophistication of a string quartet or the grandeur of a symphony orchestra, depending on the tone and scale of the event.


Acoustic Considerations


The acoustics of your venue play a significant role in determining the ensemble size. Venues with excellent acoustics can enhance the sound of a smaller ensemble, while those with challenging acoustics might require a larger group to achieve the desired effect.


Budget


Larger ensembles typically require a bigger budget due to the higher number of musicians. Consider your budget when planning and balance it with your desire for a rich musical experience.


Musical Repertoire


Some pieces are best performed by specific ensemble types. For instance, while the "Star Wars Theme Song" could theoretically be arranged for solo flute, it would sound a bit thin — this music needs a full brass section to truly unfold its grandeur. Sticking to typical ensembles mentioned above (e.g., string quartets, piano trios, etc.) ensures that there is enough organic repertoire.



2. Finding the Perfect Musicians


Great musicians can bring the score to life and add a personal and bespoke note to your event. Depending on your event and specific wishes, you can source musicians from different places.



Online Platforms


If you are on a budget, some ensembles offer their services online:



However, the quality of the ensembles advertising on these sites can be hit-or-miss, akin to platforms like Fiverr or Upwork.



Prestigious Music Conservatories


In many cases, you are better off contacting prestigious music conservatories in your area such as:



Getting through to musicians without connections might be tricky, but if you manage to, you will find highly motivated and expertly trained players.


Major Symphony Orchestras


If your budget allows for more, it is advisable — and totally possible — to reach out to musicians of major symphony orchestras in your area, such as the Munich Philharmonic Orchestra, Vienna Philharmonic Orchestra, or LA Symphony Orchestra. Musicians of this caliber often are not on any online platforms because they don't need to be. To reach out to them, it is advisable to work with someone who has them in their personal network — like yours truly. Feel free to reach out to me if you need help here.


High-End Agencies for Star Soloists


For high-end events, you might also consider reaching out to star soloists. Some of them are open to performing at private events. Notable agencies include:



A couple of tips when reaching out to a star soloist:


  • Do it early: A lot of them are booked 2-3 years in advance.

  • Be flexible: Lang Lang might be on a different continent on the day of your event, but Igor Levit might be in town. Let the agent make some alternative suggestions.

  • Matinee sweet spot: A lot of star soloists have concerts at the big venues in your city in the evenings. If you can offer them a slot in the morning or early afternoon, it might be more feasible for them. Alternatively, if the event is on the evening before their concert, this is also a good opportunity.

  • Artistic Integrity: Keep in mind that while these soloists like getting paid like everybody else, they are ultimately artists at heart. Anne-Sophie Mutter will not play elevator music in the background no matter how much you offer her. If, on the other hand, you give stars the opportunity to rehearse their repertoire for an upcoming concert at your event, this is often an enticing offer.



3. Logistics and Practicalities


Taking care of logistics and practicalities ahead of time will ensure that your event runs smoothly for all parties involved, making it a memorable and flawless experience.


Simplifying Transportation and Accommodation for Musicians


Arrange for convenient transportation and comfortable accommodations for your musicians. This ensures they arrive relaxed and ready to perform at their best.


Providing Adequate Rehearsal Space


Secure a rehearsal space that allows musicians to practice without interruptions. This is crucial for fine-tuning their performance and ensuring they are well-prepared. Ideally, make sure that they can have a dress rehearsal and sound check in the actual location.


Catering Considerations: Non-Sticky, Performer-Friendly Food


Provide food options that are easy to eat and won't interfere with performances. Avoid sticky or messy foods that will stick to strings and fingerboards. Make sure there is enough water available.


Preparing and Organizing Sheet Music


If you choose arrangements or original compositions, have your arranger/copyist ensure that all sheet music is properly prepared and organized — in the right key, with the right bar and page numbers. This helps musicians focus on their performance without worrying about logistical details.


Online resources for sheet music:




Record Rehearsals in Addition to Performances


If you wish to have a recording of the music at your event as a keepsake, it is advisable to record both the rehearsal and the actual performance. Not only will your sound engineer have more material to edit, the rehearsal usually also has cleaner sound — no coughing, crying children, mumbling audience members, etc. Prepare accordingly with your sound recordist and videographer.


Any Other Logistics


Consider additional logistics such as lighting, sound equipment, and stage setup to ensure a seamless performance.



4. In Conclusion


Organizing music for your event involves careful planning, from selecting the right ensemble to ensuring legal compliance. By paying attention to these details, you can create a sophisticated and memorable experience for your guests.


Final Tips for a Successful Musical Event


  • Tailor your ensemble size to your event, location, and audience.

  • Customize and individualize your music and playlist.

  • Use the online resources mentioned above to find musicians.

  • Better yet: use people with preexisting musical networks

  • Make sure the logistics are taken care of




5. Special Offer: 5 Free 30-Minute Consultations


I am offering a free 30-minute consultation to the first five clients who book it. During the consultation, we will discuss your event's details, music preferences, and any specific requirements you may have. You will receive expert guidance to help you create the perfect musical experience for your event. No hidden fees, no strings attached, no custom compositions necessary.


All I ask for is a nice Google review if you found my services helpful.


Reach out today:




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