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Recently addedWhat to Expect from Your String Quartet on the Day:
Arrival, Setup, Attire and Breaks Explained
Quick answer: Your string quartet will arrive 15 minutes before performance start, set up in 15 to 20 minutes, wear formal black concert attire, and take a short break every 45 to 60 minutes during longer sets. If you’ve booked us, everything else is coordinated in the weeks before, so the day itself runs quietly in the background while you focus on the event.
Most of our clients have never hired a live string ensemble before, so the day-of logistics are unknowns. We’ve played over 2,500 events since 2011, so here’s the straightforward version of what actually happens.
When do we arrive?
We arrive at your venue 15 minutes before the scheduled performance start time. That gives us time to unload instruments, tune, position the chairs, do a quick sound check if amplified, and be seated and ready before your first guest walks in. If you need us earlier for a rehearsal, photographer’s schedule, or lockdown window, let us know when booking and we’ll build it in.
How much space do we need?
This depends on the ensemble size you’ve booked. Here’s the minimum footprint we need at each configuration:
- String quartet: 2.5 metres by 2.5 metres
- String trio: 2 metres by 2 metres
- Violin and cello duo, or violin and piano duo: 1.5 metres by 1.5 metres
- Solo violinist, violist or cellist: 1.5 metres by 1 metre
The space needs to be level, dry, and out of direct sun, wind and rain. For outdoor performances, we require full overhead cover, whether that’s a marquee, a veranda, or a large fixed shade umbrella. Exposed sunlight can warp instruments worth tens of thousands of dollars, and even a light drizzle isn’t safe. If your venue can’t provide cover, tell us at the enquiry stage and we’ll help you plan around it.
What chairs and equipment do we bring?
We bring our instruments, music stands, and any amplification equipment agreed in your booking. What we don’t bring is chairs. Every ensemble member needs an armless chair (armrests physically prevent bowing), and these are almost always supplied by the venue. If your venue doesn’t have armless chairs available, let us know in advance so alternatives can be arranged.
For amplified performances (typically recommended when guest count exceeds 80 or the space is large or outdoors), we coordinate directly with your venue’s AV team or bring our own PA. Details are locked in during pre-event planning, not on the day.
What do we wear?
The default is formal black concert attire: long-sleeved black shirts or blouses, black trousers or long skirts, and closed black shoes. It’s the same standard we wear when performing with the Melbourne Symphony Orchestra, Sydney Symphony Orchestra and other professional bodies our musicians come from. For themed events (Bridgerton, Great Gatsby, Christmas, Celtic weddings) we can adjust. Mention any dress code at the booking stage.
Do we take breaks?
For any performance longer than 60 minutes, we take short 10-minute breaks approximately every 45 to 60 minutes of playing. This isn’t optional. Physically, bowing continuously without rest damages muscles and reduces sound quality. Every professional ensemble in Australia works to similar rest intervals.
Breaks are timed around your event flow. At weddings, we take our break during a quiet gap in the run sheet, such as after canapés have circulated but before speeches begin. At corporate events, we time breaks to align with speeches or presentations so the music doesn’t compete. You won’t notice they’ve happened unless you’re looking.
Do we need to be fed?
For performances of two hours or more, or events crossing a meal service, a vendor meal is standard industry courtesy. For shorter performances, no meal is needed. Water within reach of the ensemble is essential regardless of length.
Who do we take direction from on the day?
On the day, we take direction from whoever you nominate, usually the wedding coordinator, event manager, celebrant, or you directly. Everything is agreed in advance with Jennen, our founder and principal violinist, who acts as your single point of contact from enquiry to performance. That means the ensemble arrives already briefed on the run sheet, the song list, and any special moments.
You won’t be asked to make song decisions on the day. Any special song requests (up to three included free, more available at $200 + GST per custom arrangement) are locked in during pre-event planning.
What about pack-down?
Pack-down takes around 10 minutes. We move quietly and are usually gone before most guests notice. If you’d like us to stay for a first dance, formal exit or toast beyond the booked time, we can extend on the day at our hourly rate, subject to availability.
If you’re still in the planning stage
The best time to lock in day-of logistics is at the booking stage, not the week before. Our prices page outlines standard rates for each ensemble configuration. Our wedding ceremonies, corporate functions, receptions and celebrations and funerals and wakes pages walk through how we structure performances for each event type. And if you want to hear what we sound like, our recordings library has 390 samples across every genre we play.
Author
Jennen Ngiau-Keng is the founder of String Musicians Australia and an award-winning violinist based in Melbourne. Trained at the Australian National Academy of Music and holding a Master of Music Studies from the University of Tasmania, Jennen has performed with the Melbourne Symphony Orchestra, collaborated with artists like Hans Zimmer and Russell Crowe, and earned over 100 awards across national and international music competitions. He founded String Musicians Australia in 2011, bringing together some of Australia's most distinguished musicians for over 2,000 events nationwide.