Your 2025 Private Event Prep Guide (4 Things to Do)

by Leonard Patterson

If you're ready to play less bars and book more ballrooms, it might not be as difficult as it sounds. The main mindset shift for most of us is to really start putting yourself in the position of the couple and ask yourself a very important question...

"Would I hire me?!"

If not? That's aight... I got you.

As a booking agent, I get calls quite often for gigs that our band can't do due to schedule conflicts. So, I'm always on the lookout for great options I can pitch to event planners and wedding coordinators.

So yeh, maybe this blog is a little selfish in that I'd have more great options to pitch to future clients, but it's really just about getting you 'event ready' for 2025. So let's get it!

HERE'S A 2025 PRIVATE EVENT PREP GUIDE

[1] Refine Your Setlist:

Alright, first things first—your setlist. Make sure you’ve got those songs that will make guests get up and dance, or hold someone close and sway. Popular wedding classics are your secret weapon —think "Can't Help Falling in Love" or "Shut Up and Dance."

I know, I know. Those aren't your thing. They're 'cheesy' and overplayed. You're a professional musician, songwriter, and have an image to uphold.

*NewsFlash* If you choose to go down the wedding road, all of those things can still be true AND you'll think about what you can do to delight your clients. And sometimes that's going to mean (gasp) playing a slow song or two.

Romantic Songs 70's 80's 90's - Beautiful Love Songs of the 70s, 80s, 90s Love Songs Forever New - YouTube

Regardless of your main genre, use your setlist as a booking tool and conversation starter. Make sure it shows you know how to appeal to a wide range of ages and styles (even if you have to learn a couple of songs before the actual day).

[2] Create a Wedding-Focused Webpage:

Couples need to see you’re ready for their big day! Add a 'Weddings & Events' section to your website. Include some testimonials, videos, and anything that makes it clear you’re the perfect choice to soundtrack their dream wedding.

We just heard from a client that said they've gotten a lot more consistent wedding and corporate gigs based on this one, small, addition.

Check out the Events & Parties tab we added to the Karma Live band's site.

[3] Get Testimonials:

Even if you’ve only played club gigs so far, make sure you’re getting testimonials from those gigs.

Showing you’re experienced, reliable, and a crowd-pleaser goes a long way. A few genuine quotes from happy clients can help couples trust that you’ll keep the party going all night.

My band Living Proof likes to grab what I call "30-second favors" after fun events and weddings. I basically ask the bride and groom if I can ask them just one question and record it.

Caveat - this is ONLY if there's time and they're just hanging around afterwards. If they're being whisked off to a honeymoon or have a grand sparkler exit, I don't interrupt the flow of the night!

[4] Create an EPK (Event Pro Kit)

So now you have a songlist with a wedding or event twist, a website that clearly shows you're ready and willing to play private events -- now give them something that's easily shareable.

Coordinators, couples, and clients will attach documents to emails, save PDFs on their phone, and (wait for it) even print things off. You want to make it as easy as possible for someone to share your info, not just a link to your site.

What should you include? Put your logo, website URL, contact info at the top. Use a site like unsplash or pexels to insert professional images (if you don't have them of yourself), list out a partial songlist, and a couple of testimonials.