Frequently Asked Questions Can't find what you need? Give us a call on 01782 740839

Firstly, select the entertainment you’re interested in and either submit an online enquiry or give us a call on 01782 740 839. We’ll discuss your requirements and get a confirmed quote directly from the artist. Once you’re 100% happy that the artist is right for you, we’ll issue a booking contract to you and the artist. You then pay a small deposit which can be made by credit/debit card, cheque, BACS/CHAPS or internet transfer.

In most cases, the remaining balance is payable directly to the artist on the day of the event. You can make payment in advance to Alive Network if you prefer and we hold your payment for security in our ‘client’ account, releasing payment to the artist only after the event.

You can pay your deposit by credit/debit card, cheque, BACS/CHAPS or internet transfer. Please note, we do not accept American Express (AMEX).

In most cases, the remaining balance is payable directly to the artist on the day of the event. You can make payment in advance to Alive Network if you prefer.

The following information is based on a standard rock and pop function band

If the band has good access to your venue (EG: no lifts or stairs, no more than 100ft to wheel their equipment) they should be able to load in, set up and sound check within 60-90 minutes.

The exact set-up time required by each artist that we represent is shown when you get an online quote, and will also be confirmed on your booking contract.

Setup and sound check involves the following important steps:
1. Unloading all the band's equipment from their van and wheeling it into the venue
2. Unpacking the equipment from flight cases and putting it in the correct part of the room, arranged as the band need it to be positioned in order for them to be able to perform.
3. Connecting power and all the cables and checking everything is working
4. Sound checking - balancing the volume and equalisation of each instrument in the bands PA system so that:
a) everything sounds good in your room (every room sounds different so the balance needs adjusting for every event)
b) each instrument is balanced against the other instruments so that you hear the songs clearly
c) the band can hear each other clearly 
d) the overall volume level is set as you / the venue requires.
5. Packing away empty cases, moving the van to a permanent parking spot, and getting changed into stage clothes for their performance.

If your event is running late and you’ve arranged for the band to set up after speeches, they will still need the same amount of time to set up. This allocated set up and sound check time is vital for the band to properly connect their equipment and get a good sound in advance of their performance. Please be respectful of the fact that the band can't physically complete the steps listed above any faster than the time they've already indicated when you booked them, and any attempt to make them feel pressured to hurry is only going to stress them out and put them on edge before they entertain your guests!

Please also be mindful of the fact that sound check is inherently loud and cannot happen at the same time as speeches or dinner, unless you've got the band performing in a different part of your venue.

For Weddings, we usually advise that set-up and sound-check happens in the gap after the wedding breakfast, whilst your venue turns the room around for the evening party. For this reason, you might want to speak with your venue to find out if there's another space where your guests can go after dinner away from the band setting up. It's not a problem if this isn't possible, but bear in mind the louder 'sound check' part can take up to 20 minutes. Often guest sing along!!

Alternatively, bands can arrive earlier in the day to be set up and sound checked before your wedding breakfast, but there will be an additional cost to cover the extra time on site.  

As an approximate guide to the amount of space required by rock and pop function bands:

3-piece band: 3 x 3 meters

4-piece band: 4 meters wide by 3 meters deep

5 and 6-piece band: 5 meters wide by 3 meters deep

7-piece and bigger: 5/6 meters wide by 4 meters deep.

Simply speak to or email your Alive Network coordinator and they will arrange any changes to your booking. In some circumstances, EG: requesting the artist perform for longer or arrive earlier, additional costs may be incurred.

It’s important that any amendments are reflected on your contract and this can only happen by Alive Network re-issuing it (we don’t charge a fee for this). Do not agree any amendments with the artist themselves otherwise they will not be covered by your old contract and there is a possibility amendments will be forgotten.

Cancellations
Sometimes clients are faced with an unfortunate situation where they need to cancel a booking. We are sympathetic to the fact that the reason for cancellation might be distressing and difficult to discuss. Please be assured that if you need to cancel a booking, we will always treat you with respect and consideration for your circumstances. 

To cancel a booking please, speak with your Alive Network coordinator, or call reception on 01782 740 839.

If you need to cancel at short notice or out-of-hours please call the emergency contact number listed on your booking contract. If you don't have your contract to hand, you can access it by logging into your customer account on our website.

If you email us or leave a voicemail to cancel a booking, you must confirm that we have received your message. 

Once we know you need to cancel a booking, we will contact the artist to inform them, and we'll liaise with you to start the cancellation process, including calculating whether any cancellation fees are due.

Re-arranging a booking

Re-arranging a booking is sometimes possible but it is still technically a cancellation. The difference is that often an artist won't charge a cancellation fee to re-arrange a booking providing they're available on the date you want to swap to, and you're not re-arranging with such short notice that they have no chance of re-filling the old date.

Consequences and costs of cancellation

All bookings are secured with a legally binding contract and so there are consequences to you cancelling. A cancellation fee will be due from you to the artist if the reason for you cancelling is not covered by a 'force majeure event', and if the artist is unable to secure another booking of equal value for your event date. If the artist is able to secure another booking of equal value for your cancelled event, you will not owe any cancellation fees.

You can read the force majeure clause and cancellation policy in our terms and conditions.

The amount of money owed as a cancellation fee is always a percentage of the artists fee, not including travel or costs. The artist can only charge you for losses incurred, and in your case, this would be loss of earnings.

For example, if you booked an artist for £1200 who was based 100 miles away from your event, then chances are a percentage of the total fee (maybe £100 - £200) would be money towards their travel time and costs. They can't claim back costs they haven't incurred, so we will calculate the cancellation fee due based on their minimum local fee, excluding all travel.

The closer to the event date that you cancel, the higher the cancellation fee you pay. This is because most function artists get booked 12 months + in advance of an event, and re-filling a date a short notice is quite difficult.

Please bear in mind that if you cancel a Saturday event far enough in advance (9+ months) it's highly likely the artist will re-book the date and you'll owe nothing as the artist won't have suffered any losses.

Please also bear in mind that if you cancel a booking for a force majeure reason, the artist may request proof such as a medical note from your doctor.

Unless you have booked an artist who has a provision built into their contract terms which allows them to cancel your booking without penalty due to unforeseen tour / tv work (this is very rare and will have been specifically pointed out to you when you booked them) then the artist is legally bound to your contract just as you are, and they are unable to cancel your booking for any reason other than a 'force majeure event'.

This means that unless the artist dies, is seriously ill, or is delayed by an accident travelling to your event - then they can’t cancel your booking without being in breach of contract; for which you could sue them for damages.

If the artist you've booked does break their contract, or if they are affected by a force majeure event, then as soon as we know about it, we will inform you and help you to find a suitable replacement artist. We operate a 24 hour-a-day emergency cover service so even at very short notice, one quick call to let us know there's an issue and we're there to support you in finding a replacement.

If an artist has broken the terms of the contract, we would also support you through taking legal action against them if it's justified under the terms.

For no obligation help and advice please submit an online enquiry for the most suitable artist you’ve found so far, or else call us on 01782 740 839 and one of our entertainment coordinators will be happy to assist. Our offices are open 9am – 5.30pm Monday to Friday. Once your enquiry has been made, whether by phone or online, the same coordinator will look after you from start to finish - so you’ll always deal with the same person and they’ll work with you to understand exactly what you’re looking for.

Your coordinator will be able to make recommendations based on the information you provide and on any artist selections that you’ve already made. If you have found one artist you like, we can answer any questions you have about them and if required, discuss the differences between them and other similar artists so you can compare a range of options and quotes.

The more specific you can be about what you want the more easily we’ll be able to help. Think about what style of entertainment you want, what you want the entertainment to achieve (dancing, mood setting, ice breaking etc), how much you want to spend and how much space you have. Do you want lively, calming, modern, funky, sophisticated, cool, mature, young, vibrant etc. All these descriptions will help us to make a suitable recommendation.

In most circumstances this is not possible as we work with bands and artists specialising in performances at private functions. By the nature of the fact that they are private, we cannot obtain access. Bands who regularly play at pubs are probably not the type you’d hire for an important private party as pubs don’t pay the money required for top quality acts.

On the very rare occasion that an artist might be doing a public show, it’s impossible to guarantee that by the time the show takes place, that the artist will still be available for your event. The best artists get booked very quickly so if you find one that you like, you are much safer basing your decision to hire on the strength of their demos, play list, biography and references from other customers.

Your Alive Network coordinator will also be able to offer their personal recommendation and many artists now also have video which enables you to get a good flavour of their performance style.

Once you’ve booked, the artist will contact you in the 4 weeks leading up to your event to discuss the finer details, ensure your requirements haven’t changed and finalise song preferences etc. If you need to speak to the artist before this it can be arranged but most liaisons before this point should be made via your Alive Network coordinator. We work on the artist’s behalf and this helps to ensure everything is properly noted on your enquiry/contract and not forgotten!

Most artists will not make site visits as they are not necessary and they do not charge enough money to be able to afford to give up a day to do so. If there is an extraordinary circumstance which demands a site visit, it can be arranged and a fee would more than likely be charged to cover time and travel.

Most bands prefer that you select the songs from their play list which you definitely do and don’t want, then leave them to structure your choices into a workable order. They will need to consider many variables in order to ensure their sets flow well and the singer will probably want to avoid having certain songs side by side.

Feel free to make an input but let the band bring their considerable experience to bear when finalising the actual play list for the evening.

In most cases, if the band offers this service it will be noted as a booking option on their profile page. If you are unsure please ask your agent.

In many cases, if the song is not something the band feel they would perform again, they will charge a fee to cover rehearsal time and the hire of a rehearsal room. They will usually also only consider learning a song if it can be performed with their standard instrumentation. For example, it would be difficult for a guitar based band to perform a convincing Frank Sinatra track without the piano and orchestra.

Also see our article on sound limiters.

The minimum level the band can set their equipment to is so that the other instruments and vocals can be heard above the natural volume of the drum kit. This varies from band to band and from style to style. In modern pop/rock music, the drums are played in a lively, strong and energetic fashion. Therefore, pop bands are relatively loud.

Relative doesn’t mean much unless it’s in context. We’ve established that most party bands are going to be ‘quite’ loud and this would mean that if you are on the dance floor in front of the bands PA system, it would be difficult to talk without having to speak directly into some ones ear. However, unless they are at the peak of their set and playing a highly energetic song, you would expect to be able to talk with a raised voice 20-30 feet away.

In ALL circumstances, an Alive Network band should adjust the volume to suit you, but bear in mind that they will only be able to adjust the volume to the natural level of the drum kit and this may still sound loud for very elderly guests.

If you have any concerns about elderly guests, consider a swing band or rock n roll band as these should be slightly quieter than a standard rock and pop function band. In our experience, at weddings and parties it’s the grandparents who dance first, longest and hardest so don’t worry too much!

For events where your venue has a sound limiter set below 95dB - we suggest hiring a band from our sound limiter friendly party bands list - as these bands have specialist equipment that allow them to perform almost silently.

Sound limiters are devices which measure the volume of sound in a room, then cut off the electricity supply if the volume remains above a pre-defined threshold for more than 10 – 20 seconds. If the threshold of the limiter is set below 95dB - they can be problematic for live bands, because the natural acoustic sound of a live drum kit can exceed 95dB - even before other instruments are added.  

If live music is going to be an important part of your event, try to book a venue that does not have a sound limiter fitted.

If your venue has a sound limiter, please be aware of the following:

1. The type of band you've booked makes a difference in whether you're likely to have a problem with a sound limiter. The minimum level the band can set their equipment to is the natural volume of the drum kit. In modern pop/rock music, the drums are played in a strong and energetic fashion, so the other instruments and vocals need to be loud enough to be heard over this. By contrast, Jazz drummers often play softly with brushes, and so the whole band can perform more quietly. 
2. If the limiter is set to a threshold of 95dB or more, most wedding / party bands should be able to play without too much trouble.
3. If the limiter is set below 95dB -you run the risk of audience applause tripping out the electricity!
4. In many circumstances, as long as the venue see that the band are making an effort to comply with the limiter, they will switch the limiter off or raise the threshold if problems persist, but this isn't always possible.
5. Consider our sound limiter friendly bands if your venue has a limiter set under 95dB
6. See our sound limiter guide to understand comparative dB level

We totally understand concerns about booking an artist you’ve not seen before. However, there are two very good reasons why you shouldn’t worry.

1. Alive Network exists so that you don’t have to do all the hard work of vetting bands and artists yourselves. We do all that for you and only represent those who pass our strict vetting procedure. All the artists we work with are pre-vetted and continually monitored by ourselves to ensure quality is maintained. Our artists are totally professional and have too much at stake to let us or you down.
2. Every artist has photos, audio examples and references from previous customers to view on their Alive Network web page. The feedback from other happy clients is one of the best ways to calm your nerves and you can hear what each band sounds like from their online audio / video demos. Alive Network allows you to be guided by the feedback of previous customers.

As for any concerns about booking with Alive Network our previous customer references also speak for themselves. You have the peace of mind that comes from booking with the UK’s largest live entertainment agency. Our HQ offices are in Newcastle under Lyme, Staffordshire and you are welcome to visit by prior appointment.

You also have the added security of a comprehensive booking contract and 24 hour emergency support. We book entertainment for 10,000 private events each year, more than any other agency, and we are only able to do this by providing a first rate, reliable service.

When you book live entertainment with Alive Network you get a comprehensive booking contract. This contract legally binds the artist to perform at your event, it confirms exactly what the artist will provide and at what times and it also binds the artist to provide a high quality of service and behaviour. This contract is legally binding and cannot be cancelled unless someone dies or is seriously ill.

If one of the artists is seriously ill or injured, Alive Network operates a 24 hour emergency hotline so we can be contacted to make alternative arrangements. This could include arranging an alternative artist or helping the band to replace an injured member. Our out of hours emergency hotline is permanently staffed - so no matter what time of day you call it will always be answered. 

Your appointed entertainment coordinator will also be on hand to help with any questions or queries up to and after your event.

• Only high quality artists, hand-picked by our artist liaison team for incredible events every time.
• Expert advice and guidance - get all the support you need, whenever you need it.
• Safe, secure booking contracts - ensure you're covered against any eventuality.
• 24 hour emergency service - if the worst happens, we're is on hand to put things right.
• Excellent value for money and transparent pricing.
• Established, reputable business with 26 experience.
• World leading enquiry management and booking system - safeguards for a stress free event.
• Easy to use - no jargon, no stress, no hassles.

• Entertainment when it matters most. Whether it’s your wedding day, a milestone birthday, an important corporate event or a headline festival stage, we know your event is too important to take chances on. That’s why we only work with the UK’s very best artists, each carefully hand-picked for their talent, professionalism and reliability, ensuring incredible entertainment when it matters most.
  
  
• We care about the success of your event. You’ll never feel like “just another booking.” From the moment you enquire, you’ll be partnered with your own dedicated entertainment coordinator who will guide you every step of the way. We pride ourselves on offering a personal, one-to-one service – someone who understands your vision, handles the details, and stays with you right through to the big day.
  
  
• Ease of use. From our instant online availability and pricing, to comprehensive artist profiles and our easy enquiry process - you'll feel in control every step of the way. Get personal advice and support quickly, whenever you need it. No stress, no hassle - just dependable service you'll love to use time and again.  
  
  
• Security and safeguards. Our industry leading contracts protect you against any eventuality, and our custom built booking platform has safeguards to ensure accurate communication between all parties. We promise ethical, transparent business practices and full accountability.
  
  
• Fair and transparent pricing. We ask our artists to advertise fair prices, based on experience, demand and industry norms. Unlike some competitors, we NEVER allow artists to charge more money simply because you have more to spend, and we NEVER ask artists to reduce their fee so we can take a bigger cut. All our pricing is completely transparent. 
  
  
• Supporting artists. We don’t just book artists – we invest in their future. Through our £500,000 state-of-the-art recording studios, our artist development programmes, and our unique partnership with BIMM (Europe’s leading music education provider), we mentor and nurture talent, building sustainable careers in entertainment, and helping local artists to reach a national audience of customers like you.
  
  
• Experience and heritage. In 1999 we built the UK's first online entertainment booking platform. With 26 years’ experience, over 186,000 events successfully booked, and a reputation built on care, creativity and trust, Alive Network has set the standard for what an entertainment agency should be.

Alive Network is not an open directory, so artists are invited to join, recommended by existing members, or they can apply to join via our website.

Artists who apply to join via our website must pass through our strict application process, looked after by our experienced artist liaison team. 

Initially, artists submit a brief resume - including photos, video, audio examples, and links to their website / socials. Our team review initial applications to ensure a minimum quality is met. 90% of these applications are rejected.

The artists who successfully pass this initial phase are invited to submit much more detailed application information, including references from previous clients. As one artist put it: "I had to submit more information to join Alive Network than I had to submit to my accountant!"

Our team then review this information, working with the artist to ensure all that the details are correct, that the artist understands what's expected of them, and that their profile page will be an accurate reflection of what they do.

We personally check every detail before the artist's profile is published on our website.

After every booking, we ask customers to submit feedback - with a ten point survey covering every aspect of the artist's service. Where any aspect of this feedback falls short, we follow up with the artist in question to agree an improvement plan - and in rare cases where feedback is very poor, or where substandard feedback is received from several events - then the artist will be removed from the agency.

Although it may be tempting to book a local artist that you found online (or even through a recommendation), there are several good reasons why it’s much safer to book through a reputable agency:

1. Accountability: If you book a artist directly, you'll get no real cover or accountability if anything goes wrong. Even if the artist offers a contract, they know you're unlikely to sue them if they pull out of the booking for a better offer, and this leaves you in a risky position. By booking through a reputable agency like Alive Network, not only will you get a secure contract, you'll also get the support of the UK's leading entertainment agency to help enforce that contract, and the artist will risk loosing all their other work with us if they let you down.
   
   
2. No emergency cover: if you book an artist directly, you'll have no emergency cover if things go wrong, leaving you to source a replacement artist yourself. If you book with Alive Network, we offer 24/7 emergency cover, and we have thousands of artists to call upon. 
   
   
3. Quality & trust: It's not that hard to knock together a decent looking video or website - so can you trust what you're seeing and hearing? If you've only got the artist's own self created promo to go on, it can be tricky to know how well the real thing will live up to the hype. By booking through Alive Network, we have prior experience of working with each artist, verified customer reviews, and in many cases - live videos of the artist performing in our own recording studios. You can trust the artists we represent. 
   
   
4. Unprofessional equipment and behaviour: Inexpensive local artists are unlikely to have the quality of equipment that artists working with a professional agency own. This will translate into poor quality sound and visuals, or even worse - showstopping breakdowns. They may also lack the experience and candour to behave and perform as you would expect at an important private function.
   
   
5. Secure payments: If you pay any money to a local artist and they split up, or disappear and stop returning your calls, where are you going to go for help? Book with us and your money is full protected.

The 'Rider' is another word for the hospitality requirements that customers typically provide for the artists they book. These include:

• Changing rooms - somewhere to change comfortably would be appreciated and it helps if there is a mirror, electricity supply and comfortable chairs. Changing in the toilets should be an absolute last resort as it disrupts guests, and provides little in the way of privacy. Ideally the changing room should be secure so that the artist can leave their day clothes and bags in there. This can also double up as a quiet space to go between performances. If no changing room is available, please let the artist know in advance.
  
  
• Food and drinks - For artists booked to be on site for just a few hours - soft drinks, water, tea and coffee are usually fine. For the majority of party bands and evening entertainers - you will need to provide food and refreshments - as they will be on site for long period of time and unable to eat elsewhere. Please ensure your venue / catering / bar staff are aware of the band's needs, and ideally their food should be provided immediately after their first performance. You do not have to provide alcohol for the artist.

Although thankfully very rare, any complaints will be looked after sensitively and thoroughly. If you have a complaint, you can discuss it with your entertainment coordinator who will formally put the complaint to the artist. We do this in writing so that all issues are clear and accountable. They will mediate with the artist and obtain their side of the story and this will also be put to you in writing. If the artists' response or any offer of compensation is not to your satisfaction, your coordinator will continue to liaise between both parties until a satisfactory outcome can be agreed. If nether party can agree a satisfactory resolution to the complaint, you will be fully entitled to take legal action against the artist directly and your solicitor will be able to offer much more detailed legal advice than we are qualified to.

If after investigation we feel an artist has caused unnecessary and avoidable inconvenience or distress to a customer, or should they not cooperate fully with a complaint procedure, we will remove them from our web site.

If you have a complaint about Alive Network or your entertainment coordinator, this can be made directly to David Bevan our MD. 

If you are not happy with our response, you can also make a complaint to Trading Standards, get advice from The Office of Fair Trading.