For hosts, planners & venues
Your live-band planning checklist.
Bring the music into the plan early. Use this checklist to brief Empire and your venue, from the first enquiry to the final run sheet. You don’t need every answer to start.
01 / Start with the occasion
- Date, city and venue — or your shortlist if these are still being decided.
- Event type and approximate guest count, including whether guests will be seated or moving around.
- The moments you want live music: ceremony, welcome drinks, dinner or the party.
- Your planner’s name and the person who can confirm the booking.
02 / Walk through the space
- Share a floor plan or a few venue photos showing tables, walkways and the performance area.
- Check guest and service routes for a roaming performance, including stairs and changes of level.
- Ask the venue about sound limits, curfew and any restrictions on live music.
- For outdoor events, agree a covered alternative and who makes the weather decision.
03 / Build the run sheet
- Mark guest arrival, dining, speeches and the start of the party.
- Agree the performance length, number of sets and breaks in the proposal.
- Allow time for load-in, setup and any soundcheck before guests arrive.
- Name the person who gives performance cues on the day.
- If you have a separate DJ, agree the handover time and any shared equipment in advance.
04 / Confirm who supplies what
- For amplified sets, confirm the PA, microphones, power and performance area with Empire and the venue.
- Assign a named contact for production, venue access and any local suppliers.
- For destination events, discuss travel days, accommodation, transfers, baggage and any permits or visas early.
- Confirm the agreed fee, included services, payment schedule and booking terms in writing before treating the date as secured.
Start with your date, location, event type and guest count. The booking team can help work through the remaining details with you.