When it’s time to seal the deal with your ceremony musicians, like all your wedding pros, get it in writing. Be sure your letter of agreement includes:
- Exact date of event, arrival time, and location with address.
- Equipment that you are expected to supply and equipment they are expected to provide, e.g., chairs, music stands, amplifiers. If the musicians are bringing their own equipment, record any extra charges.
- Attire guidelines. You should have a say in what your performers wear, according to your overall ceremony vision.
- A list of what they will play when. Also talk to them about some B-list songs to play should they need to fill time.
- Amount of time they are expected to perform.
- Fees and overtime rates. Write in a clause that ensures their flexibility should you need them to play longer (during the prelude, for example).
- The names of the exact musicians who will play at your ceremony, plus the names of acceptable substitutes should there be an emergency.
- Cancellation/refund policy.