Hiring Live Musicians - For Planners
A Guide for Event Planners and Coordinators
When you're planning a seamless event, every detail matters—and that includes the music.
Whether you're organizing a high-end gala, an awards night, or a private dinner, live music adds a layer of elegance and atmosphere that pre-recorded playlists simply can't match. But for many event planners, the process of hiring live musicians can feel unclear or even intimidating.
At Uptown Strings, we've worked with planners across Calgary, Banff, and Toronto to deliver stress-free, show-stopping performances. Here's what you need to know.
Why Live Music Works for Events
Instant Ambience: From soft background strings to a powerful walk-on moment, live music sets the tone.
Professional Presence: A string quartet or ensemble brings visual elegance to the room.
Adaptability: We follow your timeline, adjust to changes, and tailor the sound to your flow.
“Whatever it is, the way you tell your story online can make all the difference.”
What Planners Should Know Before Booking
1. Know Your Event Flow
Consider where music adds the most value:
Guest arrival / registration
Awards or key transitions
Cocktail hours
Dinner background ambiance
We’ll work with your run sheet and AV team to time things perfectly.
2. Choose the Right Ensemble
From solo violinists to full string quartets, ensemble size depends on:
Guest count
Room size
Music style
Budget
We’ll help you find the right fit—no guesswork needed.
3. Keep Tech Simple
We often get asked: “What do you need to perform?” Here’s the short list:
1–4 armless chairs
A small, grounded power outlet (if amplified)
For intimate events, we provide compact amplifiers that work beautifully in smaller spaces.
For larger venues with existing AV setups, we’re happy to plug into your system—just let us know in advance so we can coordinate with your tech team.
No complicated riders. No fuss. Just music that works with your flow.
4. Timing Is Everything
Book early for premium dates. For corporate and private events, 3–6 months out is ideal. For galas and large-scale productions, the earlier the better.
Want to Add Live Music to Your Next Event?
We offer:
Custom setlists that reflect your client’s brand or vibe
Experienced musicians trained to blend in—not stand out
Easy coordination with your venue and production team
Let’s make your next event unforgettable—for the right reasons.
📍 Serving Toronto, Banff & Calgary
