How to Hire Wedding Entertainment: Agency or Direct, and What to Check
Hiring entertainment for a wedding is mostly a question of who to trust and what to put in writing. The act matters, but the process matters too: a great band with a vague contract can still cause problems on the day.
This guide covers where to find acts, how agencies and direct booking differ and what to check before you pay a deposit. For ideas on what to book, see our wedding entertainment guide.
Should you use an agency or book direct?
| Agency | Direct | |
|---|---|---|
| Choice | A wide range of acts in one place | Only that act |
| Backup | May replace an act that cannot attend | Depends on the act |
| Cost | The price may include the agency's fee | Often lower, with no middle fee |
| Contact | Through the agency | With the performer |
| Advice | Agents can suggest acts for your venue | You decide yourself |
| Contract | The agency's terms | The performer's terms |
Neither is better in every case. Agencies suit couples who want help choosing and a safety net. Direct booking suits couples who know what they want, or who have seen an act in person.
Where can you find entertainment?
- Recommendations from friends, family and your venue
- Your venue's list of preferred suppliers
- Agency websites, which let you search by type, location and budget
- Wedding fairs, where you can meet suppliers
- Online directories and social media, with reviews and videos
- Watching an act live at another event, if possible
What should you check before booking?
The act
- Watch recent footage from real weddings, not only promotional videos.
- Check reviews and ask for references.
- Confirm who will actually perform. With an agency, ask whether the video matches the act that will attend.
Practical needs
- Space, power and setup time
- Noise limits and curfews at the venue
- Whether they bring their own equipment
- Whether they need a meal, a changing room or parking
Insurance and safety
- Public liability insurance
- Portable appliance testing for electrical equipment
- Any specific safety requirements, such as for fireworks or special effects
Pricing
Ask for a total price that includes:
- Travel and accommodation
- Setup and pack-down time
- Overtime rates
- VAT
- Any service or agency charges
What should the contract say?
A good contract is simple and clear. It should include:
- Date, times and venue
- What the act will provide, such as set lengths, breaks and equipment
- Total price, deposit and balance due date
- What happens if the act cannot perform, for example a substitute or refund
- Cancellation terms if you cancel
- Overtime rates
- Technical and venue requirements
Read it carefully before signing, and keep a copy. Our wedding cost guide shows where entertainment usually sits in the overall budget.
Compare quotes properly
Ask three acts or agencies to quote for the same date and requirements. Put them in a table, and compare what is included, not just the total. A cheaper quote may leave out travel, equipment or a longer set.
Timings and planning
Agree the timeline early: when the act arrives, when they perform and when they finish. Share it with your venue and caterer. Our guide to reception entertainment gives a sample timeline. For live music, see our guide to choosing a wedding band.
When to book
Popular acts are booked a year or more ahead for peak dates. Once you have your venue and date, book entertainment early, then confirm details a few weeks before the wedding.
Frequently asked questions
Is it cheaper to book wedding entertainment directly?
Often, because there is no agency fee. But agencies offer choice and a backup if an act cannot attend. Compare total prices and what each includes.
What should a wedding entertainment contract include?
Date, times, venue, what the act provides, total price, deposit and balance dates, cancellation terms and what happens if the act cannot attend.
How far ahead should I book entertainment?
As soon as you have a venue and date, especially for popular acts and peak dates. Many are booked a year or more ahead.
Do entertainers need insurance?
Professional acts should have public liability insurance and tested electrical equipment. Ask for proof, and check whether your venue requires it.
How do I know an agency's act will be the one that turns up?
Ask the agency to confirm the specific act in writing, and check that the video and reviews you saw match the act that will perform.