1. Match the music to the mood
Determine the mood of the music for this event and confirm that the musician will meet your needs.

2. Confirm the date and time
Determine the musicians or groups needed and confirm that the musicians you require are available.

3. Know your budget
Determine what the cost will be and explore what is needed to keep within your budget.

4. Coordinate the setting
Determine when musicians should arrive at the venue and discuss set-up timing.

5.Check Equipment
Clarify what equipment will be provided by musicians and confirm any additional equipment that may be needed.

6. Plan the music schedule
Discuss minutes of playing time each hour by musicians and define type of music to be played during breaks. Agree on added charges for overtime if needed.

7. Remember the details
Discuss appropriate attire for musicians or group. Define MC (master of ceremonies) responsibilities.

8. Put it all in writing
Ask the musician or group leader for a standard contract, review contract thoroughly, and have a copy of contract signed by both parties.