Behind the Scenes: What Goes Into Planning the Music for Your Event?
Have you ever wondered what happens before we arrive to play? Here’s an insider’s look at what it takes to make sure the music for your event is flawless!
The Inquiry: 6-12 Months Before
On average, couples and planners reach out to us for a quote for their event during this time frame. This can involve a discussion on the phone, sending emails back and forth, or a combination of both. These conversations are crucial and ensure that we can provide exactly what you envision!
This is also a chance for you to see how we work- I am the lead planner for Mosaic, but also the violist for our quartet and wife of Carlos, the bassist for our jazz trio and event band. I am obsessed with details and love chatting about any and everything related to making your event perfect!
The initial inquiry and planning talks can take anywhere from 30 minutes to 5+ hours. Planning is included in our quote, so however long it takes to get it perfect, there is never an added cost with us.
Members of the Tessera Quartet
Hiring: Who Plays at Your Event?
Once the inquiry and initial planning are finalized, it’s time for me to put on my contractor hat and reach out to our ensembles, secure them for your date, and ensure everyone has all of the details as the event takes shape.
Other entertainment companies have a rotating list of players they call on, many of whom don’t know each other and haven’t played together before, and many of whom are not vetted ahead of time. This is usually fine- after all, we’re professionals who should show up and play beautifully regardless of who we’re playing with.
But, this isn’t always the case…
We founded Mosaic because we were tired of showing up to play events with strangers who weren’t prepared and simply didn’t want to be there.
We only hire our trusted friends/fellow professional musicians to play with us, and either myself or Carlos will be at your event to play and coordinate.
We are 100% hands-on and involved in every step of the process, and truly believe our dedication and involvement make a difference! We are so honored to be a part of these big life moments and never take for granted the responsibility we have to perform for you and your guests!
Music Requests: How Crazy is Too Crazy (asking for a friend)?
With the musicians secured, the months leading up to your event involve me finalizing the details about exactly what music you want (or don’t want!) played. Final planning document in hand, I then purchase or arrange music we don’t have in our extensive library and distribute it to the musicians playing at your event.
This can be time-consuming if there are heaps of requests we don’t own, or it can be quick and easy! Either way, we don’t charge extra for any music we need to buy or arrange.
Some companies only allow for 2-3 “special request” songs, but we believe you should have the songs you want at no added cost. Whether it’s the traditional wedding ceremony songs or a Star Wars-themed event, we strive to customize a playlist that fits you and your event perfectly!
Practice Makes Perfect: Will You Be at Our Rehearsal?
Short answer? No.
Long answer: We can be there, but we don’t need to be. Between all of our musicians, we have played well over 1000 weddings and events, and the planning process and day-of confirmation with your officiant or planner sets us up for success.
Our goal is to make any needed changes before your event starts so you’ll never even know about any last-minute crises or headaches! Our experience and flexibility allow us to adapt to any situation, so when we show up 30-45 minutes before we begin to play, we have already discussed any important details and are ready to go.
Logistics and Setup: The Big Day!
Things we need to make your event run smoothly:
The planning document. This has all of the important info we need, like who to talk to on the day for help setting up, how many wedding party members there are, and what music you want us to play and when.
Music stands and chairs. We bring our own stands but request armless chairs for each ensemble member. If you have a planner or day-of coordinator, they can help us with this detail.
Music! I provide all of the music to our musicians a month in advance. My expectation is that every musician comes prepared, having practiced what needs practicing on their own ahead of time. We also arrive early to run through any tricky spots or timing issues we might notice as every venue and event is unique! Our jazz trio and event band rehearse regularly throughout the year and will learn anything you request at no added cost to you. Again, our job is to come prepared, ready to play beautifully!
Sound? We provide our own sound equipment for the jazz trio and event band. We can provide sound for your ceremony for a fee, but that is something we would discuss during the planning process. Our string ensemble does not need sound unless you request it.
Shade. If your event is outdoors, our ensembles need to be shaded and away from the elements (sun, rain, extreme hot or cold). Our instruments are very sensitive, so providing cover for us and them is essential and part of our contract.
Now that you’ve seen what it takes to successfully plan for your event, what questions do you have about the process? What surprised you about the planning process? Any advice for couples going through this right now?
-Cassie
