Most professional wedding ceremony musicians use a written contract to specify the details for your ceremony music.  To help you know what to expect when working with musicians on your ceremony, here is a brief guide to things you may encounter in a musicians’ contract.

What services the fee includes
 Most musicians provide communication via phone and email, and some go the extra mile and have a consultation to get to know you and determine your unique needs.  Some include attendance at your rehearsal in the price, while some do not.  Make sure to ask exactly what the fee includes, if there are any extra charges, and get it all in writing. 

Special Requests and Accompanying Other Musicians
Many musicians will perform special requests or accompany other musicians, such as a vocal soloist, with adequate notification and an additional fee.  This fee covers the cost of arranging and rehearsing new music.  It’s important to include special arrangements in the contract, and even more important to be extremely specific with your requests.  Schubert and Bach wrote different songs called “Ave Maria.”  If you’re not specific, you could end up with a vocalist singing the Bach while your band plays the Schubert….not pretty!

Arrival and Breaks
Musicians should arrive at least 30 minutes before they are to begin playing to set up.  The time of arrival and set-up location should be included in the contract.  If musicians are expected to perform for more than 1 hour, expect them to take one 10-minute break for each hour they are engaged.

Location and Equipment
Be aware of the space requirements for your musicians. A solo instrumentalist needs only about 4 or 5 sq. ft. of space, but a larger ensemble needs much more room.  Make sure to discuss where the musicians will perform, and the logistics of getting there.  Parking, assistance for moving heavy instruments up and down stairs, and amount of space needed may be defined specifically in the contract.

Many musical instruments can be damaged by direct sunlight or rain.  If your ceremony is outdoors, plan for a covering for the musicians in case of rain, even if the rain is only a light mist.  Make sure you understand your musicians’ climate policy and make the accommodations listed in the contract.  Otherwise, many musicians will not risk harming their instruments to perform your ceremony.

Musicians’ Attire
If you have specific desires regarding the musicians' attire, you should address this beforehand and put it into the contract.  Additional charges may apply if you request attire that is expensive or not readily available (i.e., Renaissance or Victorian dress).  Traditionally, wedding musicians will wear tuxedos or formal black attire.

Deposit
Most musicians require a non-refundable deposit, usually 50% of the total fee, and a signed copy of their contract in order to reserve your date with them. Try to reserve your date several months in advance for summertime weddings, and even earlier for dates in December, when musicians are typically busiest.

Cancellation Policy
The cancellation policy is somewhat variable, but most musicians retain the deposit regardless of the reason or time of cancellation.  If the wedding is cancelled with less than one week’s notice, you should be prepared to pay the remainder of the musicians’ fee as well. 

Payment
Most musicians will specify their preferred time and method of payment in the contract.  Many prefer to be paid upon their arrival at the ceremony.  A check for the balance of the fee given to the musicians as they set up is always appreciated!

Contracts are meant to protect both you and your musicians, and to make sure that your special day goes off without a hitch!  Excellent musicians will go over the details of your contract with you to make sure that everyone understands each other’s requests, and to ensure a stress-free wedding with beautiful music.