​Planning a wedding can feel like an intricate puzzle that seems to never end and god knows where you start. While the venue, dress, and catering are often at the top of your to-do list, wedding entertainment is one crucial aspect that can set the tone for your entire day. Whether you're envisioning a live band, photo booth, or something more unique like a string quartet or magician, knowing when to start your search and finalise the booking is key to ensuring your wedding is unforgettable.

2. Research and Trial: 12-18 Months Out
If you know who you want then book as far in advance as possible, but if not in my opinion, around the 12-month mark is when it’s time to narrow down your options. This phase involves:

• Attending live events: If possible, attend a live performance or watch recorded gigs of the acts you're considering. This is particularly important for live bands or entertainers who thrive on crowd interaction.
• Visit wedding fayres: Local venues will hold wedding fayres and this is a great way to see the entertainment you would like and even give you new ideas.  When we attend a wedding fayre we ensure its fully interactive so you can get a real feel of what the booth is like and what we offer our guests. We recommend @Hampshire_wedding_network 
• Check for referrals and reviews: Look for client reviews or ask your venue and wedding planner for recommendations.

3. Booking Your Entertainment: 9-12 Months Before the Wedding
Once you’ve done your research and found the right act, the next step is to secure the booking. Ideally in my opinion, this should happen around 9-12 months before your wedding. Some things to consider before signing on the dotted line include:

• T&C’s: Make sure the entertainer is able to provide you with insurance, detailed quotes and clear Terms and Conditions that outlines what they will provide, the costs, the hours of service, setup requirements, and any extra fees.
• Deposits: Be prepared to pay a deposit to hold your date. Typically, deposits are non-refundable, so double-check your wedding date before committing.  We ask for £50 to secure the date but we will not ask for the balance in full till 2 weeks before your wedding.  Please be careful when suppliers ask for the full payment up front.
• Logistics: Confirm what equipment the entertainer will bring (speakers, lighting, microphones, etc.) and what you may need to provide. When will they arrive and how long will they take to set up and take down.

4. Finalizing the Details: 1-3 Months Before the Wedding
As your wedding date approaches, it’s important to stay in touch with your entertainment provider to finalize the finer details. Around 1-3 months before the wedding, here’s what you should do:

• Create a timeline: Work with your entertainer to create a timeline for the day, including when they’ll arrive for setup, performance start and end times, and any breaks they’ll need.
• Curate a playlist or performance list: Whether it’s a DJ playlist or specific songs for a live band, this is the time to nail down the musical choices for key moments like the first dance, cake cutting, or grand exit.
• Coordinate with the venue: Ensure the venue has everything the entertainer needs, including power outlets, staging areas, and enough space for their setup.

​Conclusion
Booking your wedding entertainment might seem like one of the later steps in wedding planning, but in reality, it’s something that requires early thought and action. By starting your search 12-18 months out, you’ll have time to research, attend live performances, and ensure the entertainer you book is the perfect fit for your big day.
Remember, entertainment plays a key role in shaping the atmosphere of your wedding, so choosing wisely and planning early will guarantee that your celebration is fun, memorable, and uniquely yours.

1.Before and During the Ceremony
While many people focus on entertainment during the reception, the ceremony itself can also benefit from well-timed entertainment.

• Prelude Music: Playing soft, live music as guests arrive sets a welcoming and serene tone. Consider a string quartet, harpist, or acoustic guitarist to create a warm ambiance as guests find their seats.
• Ceremony Music: Music during key moments—such as the processional, signing of the register, and recessional—enhances the emotional impact. Choose songs that are meaningful to you as a couple and set the mood of what you wish your guests to feel.

​2. Cocktails and Canopies - while photos are being taken
While you, the happy couple, are off having pictures taken it’s a prime time for entertainment, as guests are mingling and waiting for the reception to begin.

• Open Bar: Nothing keeps guests happy than when they have a drink in their hand and what better way than add a bar that offers specially selected cocktails. We have worked with and highly recommend @nearandfarmobilebar
• Live Music: A jazz band, solo singer, or instrumental ensemble can create a relaxed, yet festive atmosphere. This is also a great time to introduce cultural music or something unique that reflects your personality We highly recommend @Jennyoag 
• Interactive Entertainment: If you have the budget and space, consider adding a selfie booth, this can be a digital open pod that guests can use themselves.  Our Vintage pod offers guests the chance to take photos, record a video, create a boomerang or have fun with GIF’s.  It gets dropped off in the morning and can be left unattended all day so your guests can use it at their leisure. Another fun alternative is a caricature artist we have worked with @Instasamstudios, or strolling magician to engage guests and provide some light-hearted fun during this transitional period.

4. During Dinner
Dinner is a time when guests are seated and focused on eating, so the entertainment should be complementary, not overpowering.

• Background Music: A live band or a carefully curated playlist can provide a pleasant backdrop without interrupting conversations. Consider something smooth and melodic to enhance the dining experience.
• Surprise Performances: A surprise performance, such as a singer waiter, a duo, or even a cultural dance, can break up the dinner service and give guests something to remember. Try looking at @thesingingwaiters.
• Ice Breaker Games: If you have tables of guests that don’t know each other then you could always add table games to the dinner.  These can come in the form of a short escape room, get to know each other questions or quizzes or even table puzzles to solve.

5. After-Dinner Entertainment
Once dinner is over, it’s time to get the party started. This is the moment when you want the energy to peak.

• Cutting the Cake and First Dance: The couple’s first dance is a traditional, heartfelt moment that transitions from dinner to dancing by firstly cutting the cake.  For the dance choose a song that’s meaningful to you, you could always be grand and go for a sophisticated well practiced dance by both taking dance lessons, try your hand at a fun dance and get key wedding guests involved such as parents, bridesmaids or groomsmen or you could opt for a more traditional sway on the dance floor.
• Open the Dance Floor: Right after your first dance, open the dance floor to all guests. A live band or DJ should have a playlist ready that gradually builds the energy and keeps everyone on their feet. Speak to either the band or DJ and see what ideas they have to ensure everyone stays on the dance floor.

7. Grand Exit
The end of the night deserves a grand send-off, and entertainment can make this moment even more special.

• Sparklers or Fireworks: A sparkler exit or a small fireworks display can create a magical finale as you and your guests say goodbye.
• Last Dance: End the night with a final, slow dance or an upbeat anthem that leaves everyone with lasting memories. Speak with the DJ or Band to make sure they cue this up at the perfect moment to cap off the evening. Speak with Aaron at @Afterdarkentertainmentdj for the perfect end game to your wedding night music.

Conclusion
Timing your wedding entertainment effectively is key to keeping your guests engaged, entertained and ensuring that your celebration flows seamlessly from one moment to the next. By strategically placing different types of entertainment throughout your wedding day, you can create an experience that’s not only fun but also unforgettable. Whether it’s live music, interactive photo booths, or a spectacular grand exit, choosing the right timing will help you maximize the impact of your wedding entertainment.