Frequently Asked Questions
Ask away! We know that for many people, hiring live entertainment is a completely new experience. It's common for people to have lots of questions. If you still have questions after reading over the information found on this page and the information found on all of our webpage links, please feel free to contact us. We want to make the process of booking Pantasia and planning entertainment for your event simple and hassle-free. You may also find answers to your questions on the Booking Info page.
GENERAL BAND INFORMATION
How many band members are in Pantasia? How big is the band when they perform? Pantasia is available as a duo, trio, and quartet and we maintain a membership of at least 7-10 performers. Over the years, Pantasia has evolved to meet the specific needs of both small and large events. We have also increased the number of band members to keep up with the demand for Pantasia and the increasing popularity of the type of music we perform. Pantasia is usually able to perform for two events simultaneously, and occasionally three!
Does Pantasia ever offer a soloist? Occasionally, Pantasia will send a soloist to events, but doing so is not our preference. Pantasia's duo has significantly more "wow" factor versus sending only one person so the duo is the smallest group we like to send to clients. The solo steel drummer does not include all of the festive Caribbean percussion that adds "flair to the event" like conga drums,timbales, maracas, etc. We know that sometimes budgets are small so under special circumstances, we would rather send one performer versus the client going without live professional entertainment if: the event is small (under 50 guests), the band is only used as background music, and/or we are an opening performance to something larger. We frequently contract out a soloist to perform as a special musical guest along with other ensembles such as church choirs, student performance groups, recordings for commercials, etc. These situations are not considered exceptions to our normal policy.
Does Pantasia have a singer/vocalist? Traditionally, steel bands are completely instrumental, do not have singers, and the steel drum plays the melody. Because Pantasia is a true steel band, we do not have a singer. Over the years musical hybrids, combos, and cover bands containing a steel drum player have cropped up. These groups might have a singer; you will need to shop around for one. If you would like a true steel band, no lyrics to get in the way of conversations, and instrumental music that appeals to everyone from infants to centenarians, Pantasia is the perfect choice. If your heart is set on a singer, we have the option of including Xavier Martin Moses of the group, Jukebox Island on your event or Christi Pirkle of the Aloha Girls. Check out the bottom of our Wedding Event page for more details.
Does Pantasia play music people can dance to? Definitely. Whether your guests actually dance or not depends on how lively your group is. If your guests are the type of people who want to dance, they can easily dance, line dance, form a conga line, or limbo to the music we play. Client review: ⭐⭐⭐⭐⭐"We had Pantasia at our event for a family reunion and we had a BLAST. The crowd was diversified from ages 4-90. We laughed and danced the night away. They had loads of crowd participation and they kept the crowd ready to dance with different songs. It was good clean fun! The were professional, kind, and talented. I would recommend them for any event where you want a feel good vibe, dance music, or to create a tropical atmosphere... They ROCK!!!"
Lovisa M. - Effingham, SC Check out this happy dancer on Instagram! Click here for another example of a group dancing.
Does Pantasia play for luaus? Definitely. We've performed for hundreds of "luau" events, but we acknowledge we are bringing a tropical vibe to the event versus performing authentic Hawaiian music on authentic Hawaiian instruments. Steel drums are Caribbean and not related to Hawaii in any way other than the fact both the Caribbean and Hawaii are tropical destinations. Pantasia loves performing for luaus and we don't mind, if you don't mind. :)
If your goal is to book something authentically Hawaiian and Polynesian-culturally accurate, a steel band is not what you are looking for. (Check out our ukulele player found at the bottom of our wedding page.) If you want fun, tropical party music that makes you dream of cruises, sandy beaches and palm trees while you sip a cold drink out of a pineapple, then Pantasia is perfect for your event. If your goal is complete cultural accuracy, just call it a tropical soiree, fete, or bacchanal versus a luau. (We don't care what you call your party and most people won't either.)
We are sometimes asked if we can have Polynesian or fire dancers along with our music. If you would like to book both a steel band and Polynesian dancers of any kind, you will need an event schedule where we are not performing simultaneously. They will have their own recorded music to dance to and it will be of a completely different style than any music performed by a steel band.
How many band members are in Pantasia? How big is the band when they perform? Pantasia is available as a duo, trio, and quartet and we maintain a membership of at least 7-10 performers. Over the years, Pantasia has evolved to meet the specific needs of both small and large events. We have also increased the number of band members to keep up with the demand for Pantasia and the increasing popularity of the type of music we perform. Pantasia is usually able to perform for two events simultaneously, and occasionally three!
Does Pantasia ever offer a soloist? Occasionally, Pantasia will send a soloist to events, but doing so is not our preference. Pantasia's duo has significantly more "wow" factor versus sending only one person so the duo is the smallest group we like to send to clients. The solo steel drummer does not include all of the festive Caribbean percussion that adds "flair to the event" like conga drums,timbales, maracas, etc. We know that sometimes budgets are small so under special circumstances, we would rather send one performer versus the client going without live professional entertainment if: the event is small (under 50 guests), the band is only used as background music, and/or we are an opening performance to something larger. We frequently contract out a soloist to perform as a special musical guest along with other ensembles such as church choirs, student performance groups, recordings for commercials, etc. These situations are not considered exceptions to our normal policy.
Does Pantasia have a singer/vocalist? Traditionally, steel bands are completely instrumental, do not have singers, and the steel drum plays the melody. Because Pantasia is a true steel band, we do not have a singer. Over the years musical hybrids, combos, and cover bands containing a steel drum player have cropped up. These groups might have a singer; you will need to shop around for one. If you would like a true steel band, no lyrics to get in the way of conversations, and instrumental music that appeals to everyone from infants to centenarians, Pantasia is the perfect choice. If your heart is set on a singer, we have the option of including Xavier Martin Moses of the group, Jukebox Island on your event or Christi Pirkle of the Aloha Girls. Check out the bottom of our Wedding Event page for more details.
Does Pantasia play music people can dance to? Definitely. Whether your guests actually dance or not depends on how lively your group is. If your guests are the type of people who want to dance, they can easily dance, line dance, form a conga line, or limbo to the music we play. Client review: ⭐⭐⭐⭐⭐"We had Pantasia at our event for a family reunion and we had a BLAST. The crowd was diversified from ages 4-90. We laughed and danced the night away. They had loads of crowd participation and they kept the crowd ready to dance with different songs. It was good clean fun! The were professional, kind, and talented. I would recommend them for any event where you want a feel good vibe, dance music, or to create a tropical atmosphere... They ROCK!!!"
Lovisa M. - Effingham, SC Check out this happy dancer on Instagram! Click here for another example of a group dancing.
Does Pantasia play for luaus? Definitely. We've performed for hundreds of "luau" events, but we acknowledge we are bringing a tropical vibe to the event versus performing authentic Hawaiian music on authentic Hawaiian instruments. Steel drums are Caribbean and not related to Hawaii in any way other than the fact both the Caribbean and Hawaii are tropical destinations. Pantasia loves performing for luaus and we don't mind, if you don't mind. :)
If your goal is to book something authentically Hawaiian and Polynesian-culturally accurate, a steel band is not what you are looking for. (Check out our ukulele player found at the bottom of our wedding page.) If you want fun, tropical party music that makes you dream of cruises, sandy beaches and palm trees while you sip a cold drink out of a pineapple, then Pantasia is perfect for your event. If your goal is complete cultural accuracy, just call it a tropical soiree, fete, or bacchanal versus a luau. (We don't care what you call your party and most people won't either.)
We are sometimes asked if we can have Polynesian or fire dancers along with our music. If you would like to book both a steel band and Polynesian dancers of any kind, you will need an event schedule where we are not performing simultaneously. They will have their own recorded music to dance to and it will be of a completely different style than any music performed by a steel band.
BOOKING
Where can I go to listen to sound clips of Pantasia? There are two sound clips of Pantasia on our HOME page at the bottom. We are able to post these clips because we composed these songs and Pantasia owns the copyright. They are an accurate representation of the professional sound we offer no matter how many band members are assigned to your event or the actual song we are performing. Check out all of the videos from live performances on our social media. FACEBOOK INSTAGRAM
Do you have video clips of the band so I know if I want to hire Pantasia? Yes... FOLLOW Pantasia on Facebook or Instagram for additional video samples and the most up-to-date content available. There are also several examples at the bottom of our Home Page. They are of an energetic restaurant event, a public festival, and a school assembly. Please note that the video clip you see may not contain the exact members assigned to your event. Pantasia has 10 members in the band and our members are able to fill multiple performance roles. (This allows us to be available for two events simultaneously and offer our clients more availability.) Pantasia performs as a duo, festival duo, trio, festival trio, and quartet. Given the fact that we perform in 5 different sized ensembles and there are 10 members in the band, there are hundreds of "Pantasia combinations". You can be sure that any performer who arrives to your event is a professional member of Pantasia and not a "substitute." The sound clips and many photos of happy clients and fun-filled events on our site represent the experience you can expect when booking Pantasia for your event no matter who performs for you.
How soon before my event should I book Pantasia? You should book Pantasia as soon as you know you would like to have a steel band for your event. It is common for events like weddings to be scheduled 9-12 months ahead of time. We have even been booked up to 22 months ahead of time. Don’t risk losing the date you want. Pantasia is an extremely reliable band with nearly 30 years in the entertainment business. You can be guaranteed that we will still be together by the time your event comes, no matter how far ahead of time you contract us.
Is the band going to be too loud? No. Sometimes, clients are nervous that we will be too loud for their event venue. Don't let the amount of instruments and the equipment we bring fool you. Pantasia can be very loud if a client would like us to be, but we can also play softly. (We have even been booked to perform in the lobby of an Alzheimer's Care Facility.) We are very conscious and courteous when it comes to our volume, but please also understand that simply by the nature of the instruments we play, there is a point when we cannot play any softer. If you want background music that's soft like a lower setting on a radio, you do not want live entertainment. We have CDs/MP3s you can purchase as an alternative. If volume is a concern, mention this when booking the band and our director, Kimberly can suggest the best possible group for your event.
I'm not sure if we want the band for 2 hours or 3 hours. Can we add on extra time if we find out we need it?
It is always best to contract for the longest possible time you will need the band and for the ENTIRE length of your event for several reasons. 1.) There is always the possibility the performers will not be able to perform longer than you have contracted them because of prior personal plans they have made or the need to head to a second performance. 2.) Once the contract and deposit are finalized, adding additional time is significantly more expensive per half hour than if you initially contracted that time. 3.) If the band is surprised at the end that you want them to perform longer, they have not been given the benefit of appropriately planning out your evening's music. There is a chance you may be left with songs that are not the most appropriate fit for your event, unless the band repeats songs they have already performed. See the last item of "Policies & Pricing" below for additional information.
Where can I go to listen to sound clips of Pantasia? There are two sound clips of Pantasia on our HOME page at the bottom. We are able to post these clips because we composed these songs and Pantasia owns the copyright. They are an accurate representation of the professional sound we offer no matter how many band members are assigned to your event or the actual song we are performing. Check out all of the videos from live performances on our social media. FACEBOOK INSTAGRAM
Do you have video clips of the band so I know if I want to hire Pantasia? Yes... FOLLOW Pantasia on Facebook or Instagram for additional video samples and the most up-to-date content available. There are also several examples at the bottom of our Home Page. They are of an energetic restaurant event, a public festival, and a school assembly. Please note that the video clip you see may not contain the exact members assigned to your event. Pantasia has 10 members in the band and our members are able to fill multiple performance roles. (This allows us to be available for two events simultaneously and offer our clients more availability.) Pantasia performs as a duo, festival duo, trio, festival trio, and quartet. Given the fact that we perform in 5 different sized ensembles and there are 10 members in the band, there are hundreds of "Pantasia combinations". You can be sure that any performer who arrives to your event is a professional member of Pantasia and not a "substitute." The sound clips and many photos of happy clients and fun-filled events on our site represent the experience you can expect when booking Pantasia for your event no matter who performs for you.
How soon before my event should I book Pantasia? You should book Pantasia as soon as you know you would like to have a steel band for your event. It is common for events like weddings to be scheduled 9-12 months ahead of time. We have even been booked up to 22 months ahead of time. Don’t risk losing the date you want. Pantasia is an extremely reliable band with nearly 30 years in the entertainment business. You can be guaranteed that we will still be together by the time your event comes, no matter how far ahead of time you contract us.
Is the band going to be too loud? No. Sometimes, clients are nervous that we will be too loud for their event venue. Don't let the amount of instruments and the equipment we bring fool you. Pantasia can be very loud if a client would like us to be, but we can also play softly. (We have even been booked to perform in the lobby of an Alzheimer's Care Facility.) We are very conscious and courteous when it comes to our volume, but please also understand that simply by the nature of the instruments we play, there is a point when we cannot play any softer. If you want background music that's soft like a lower setting on a radio, you do not want live entertainment. We have CDs/MP3s you can purchase as an alternative. If volume is a concern, mention this when booking the band and our director, Kimberly can suggest the best possible group for your event.
I'm not sure if we want the band for 2 hours or 3 hours. Can we add on extra time if we find out we need it?
It is always best to contract for the longest possible time you will need the band and for the ENTIRE length of your event for several reasons. 1.) There is always the possibility the performers will not be able to perform longer than you have contracted them because of prior personal plans they have made or the need to head to a second performance. 2.) Once the contract and deposit are finalized, adding additional time is significantly more expensive per half hour than if you initially contracted that time. 3.) If the band is surprised at the end that you want them to perform longer, they have not been given the benefit of appropriately planning out your evening's music. There is a chance you may be left with songs that are not the most appropriate fit for your event, unless the band repeats songs they have already performed. See the last item of "Policies & Pricing" below for additional information.
EVENT LOGISTICS
How much space does the band take up? Our duo is approximately 10 feet wide X 8 feet deep and can be rearranged to fit comfortably under a 9' X 9' tent, if necessary. The regular trio is 14' X 8', but can fit very tightly under a 10' X 10' tent, if necessary. Our festival trio and quartet take a significant amount of space and needs an area at least 16 feet wide X 12 feet deep. The area must be completely flat. If there is a drum set booked of the event, we cannot perform in sand, gravel, or grass. It will need to be a solid smooth surface like tile, concrete, wood, etc. If you are concerned about the performance size needed or set up specifics, please discuss this when you contact us.
What other performance requirements do you have?
Pantasia cannot perform in any situation where sunlight will shine into or on the drum, in any way. If we arrive to your venue and there is no shaded area, we will be unable to perform and payment in full will be due. Although steel drums are "tropical" instruments, when the metal heats up, it becomes pliable. This causes damage to the drums as we perform and the drum will need to be sent off for tuning that leaves us without our instruments for no less than two weeks. If your event will be outside, please check your space for shade during the season and time of day in which you are holding your event. Pantasia can provide a tent for a nominal fee for small events using our duo. For larger events, the venue will be responsible for providing cover. Pantasia will need to set up in the shade cast by the tent so please be advised that we might not be set up under the tent, but next to it, depending on the time of day. If you find another steel drummer who is willing to perform with their drum in direct sunlight, this may suggest a less professional performer. It is not best practice and is not good for the instrument.
What electrical requirements do you have? With the exception of wedding ceremonies and events when it has been discussed ahead of time and written into the contract, Pantasia always needs a source of electricity to perform. If we are surprised by the lack of electricity at your event, we will not have the necessary sound equipment with us to perform. We only require one electrical outlet and we do not pull much power. We have never "blown a fuse." We bring our own 25 foot cord, but the venue/client will need to provide the remaining distance. The area must be flat and free from standing water and obvious moisture.
Does the band take breaks or an intermission? Pantasia takes brakes in accordance with industry standards and during these times, a Pantasia CD/MP3s can be played so the party doesn't stop. The music will keep going even if we are taking a short break. If you would prefer to play your own set list of music during a break, all you need to do is provide Pantasia with an iPod, MP3 player, or phone with a headphone jack (not Bluetooth) from which we can "DJ" your personal set list at no additional charge.
How soon will the band arrive before my event? The band typically arrives 45 minutes prior general events and 60 minutes prior to events held at resorts or on the beach. If there is something about your particular event that you know may pose an unusual equipment unloading/parking/set up situation, please mention this at the time you request a quote. As a courtesy to the band, please make sure the band will have somewhere to park and the venue is aware the band is coming to unload. If the event is on a 2nd story and there is no elevator, please make us aware of this at the time you book your event. If you are using a catering staff, please make them aware that the elevator and parking closest to the venue will need to be shared with the band during set up and tear down.
What if a band member scheduled for my event gets sick or can’t show up to perform? It is very unlikely that this will occur (it has only happened twice in 27 years) but if it does, we are prepared. Unlike most bands who have one set way of performing, Pantasia has the ability to adapt quickly. The original band member assigned to your event will be seamlessly replaced by another band member without us even bothering you with the situation. In the very unlikely event that all of our band members are already assigned to other events, we will default to a smaller group for your event. The difference in price will immediately be refunded. Please keep in mind that this has never needed to happen. We are only posting this so you are aware of all of the possibilities.
How much space does the band take up? Our duo is approximately 10 feet wide X 8 feet deep and can be rearranged to fit comfortably under a 9' X 9' tent, if necessary. The regular trio is 14' X 8', but can fit very tightly under a 10' X 10' tent, if necessary. Our festival trio and quartet take a significant amount of space and needs an area at least 16 feet wide X 12 feet deep. The area must be completely flat. If there is a drum set booked of the event, we cannot perform in sand, gravel, or grass. It will need to be a solid smooth surface like tile, concrete, wood, etc. If you are concerned about the performance size needed or set up specifics, please discuss this when you contact us.
What other performance requirements do you have?
Pantasia cannot perform in any situation where sunlight will shine into or on the drum, in any way. If we arrive to your venue and there is no shaded area, we will be unable to perform and payment in full will be due. Although steel drums are "tropical" instruments, when the metal heats up, it becomes pliable. This causes damage to the drums as we perform and the drum will need to be sent off for tuning that leaves us without our instruments for no less than two weeks. If your event will be outside, please check your space for shade during the season and time of day in which you are holding your event. Pantasia can provide a tent for a nominal fee for small events using our duo. For larger events, the venue will be responsible for providing cover. Pantasia will need to set up in the shade cast by the tent so please be advised that we might not be set up under the tent, but next to it, depending on the time of day. If you find another steel drummer who is willing to perform with their drum in direct sunlight, this may suggest a less professional performer. It is not best practice and is not good for the instrument.
What electrical requirements do you have? With the exception of wedding ceremonies and events when it has been discussed ahead of time and written into the contract, Pantasia always needs a source of electricity to perform. If we are surprised by the lack of electricity at your event, we will not have the necessary sound equipment with us to perform. We only require one electrical outlet and we do not pull much power. We have never "blown a fuse." We bring our own 25 foot cord, but the venue/client will need to provide the remaining distance. The area must be flat and free from standing water and obvious moisture.
Does the band take breaks or an intermission? Pantasia takes brakes in accordance with industry standards and during these times, a Pantasia CD/MP3s can be played so the party doesn't stop. The music will keep going even if we are taking a short break. If you would prefer to play your own set list of music during a break, all you need to do is provide Pantasia with an iPod, MP3 player, or phone with a headphone jack (not Bluetooth) from which we can "DJ" your personal set list at no additional charge.
How soon will the band arrive before my event? The band typically arrives 45 minutes prior general events and 60 minutes prior to events held at resorts or on the beach. If there is something about your particular event that you know may pose an unusual equipment unloading/parking/set up situation, please mention this at the time you request a quote. As a courtesy to the band, please make sure the band will have somewhere to park and the venue is aware the band is coming to unload. If the event is on a 2nd story and there is no elevator, please make us aware of this at the time you book your event. If you are using a catering staff, please make them aware that the elevator and parking closest to the venue will need to be shared with the band during set up and tear down.
What if a band member scheduled for my event gets sick or can’t show up to perform? It is very unlikely that this will occur (it has only happened twice in 27 years) but if it does, we are prepared. Unlike most bands who have one set way of performing, Pantasia has the ability to adapt quickly. The original band member assigned to your event will be seamlessly replaced by another band member without us even bothering you with the situation. In the very unlikely event that all of our band members are already assigned to other events, we will default to a smaller group for your event. The difference in price will immediately be refunded. Please keep in mind that this has never needed to happen. We are only posting this so you are aware of all of the possibilities.
PRICING & POLICIES
How is the price for my event determined? Why do you charge more for the first hour than you do for additional time? There are three main factors determining price: your location, number of band members hired, and length of your event. Additional items may factor into your total quote once the logistics of your event are discussed, but the bulk of your quote will come from the three main factors listed above. Please keep in mind that our rates account for the loading of equipment into our truck, the setting up of equipment, travel time, fuel expense, unloading equipment, packing equipment, plus hotel if there is need for the band to stay overnight versus driving back immediately after your event. Although you may only be hiring us to perform for an hour, Pantasia will be doing no less than 2 hours of work plus travel time in addition to the one hour we are performing for your event, so for some coastal events, it is possible that nine or more hours of work are being done for your one hour performance. All of this is factored into our initial fee and it also takes into account the 30-40% self employed individuals are required to pay in taxes. Contracting additional time once the minimum fee is met is very inexpensive and can be added in half hour increments.
My organization is having a fundraiser. I am planning an event for a non-profit. Can Pantasia come perform at a discount? Can Pantasia perform for free? Pantasia is always willing to look at our schedule and do what we can to help a worthy cause, but Pantasia is contacted several times a month by non-profits and other organizations for free and heavily-discounted events. Please keep in mind that although our band members love music and enjoy performing for events, they participate in Pantasia as a source of income versus a hobby. We are never in a position to perform for free and we have to be extremely selective in the heavily-discounted events we choose to accept. If your event is in January or February there is a good chance we can help you. If your event is a Friday or Saturday in April, May, June, July, September or October, we will more than likely politely decline. Go ahead and ask us though. It doesn't hurt to ask. In every situation, the event will be responsible for paying the full amount of travel costs.
Do I tip the band and if so, how much? Tipping is completely a matter of the client's personal preference. We never expect to be tipped, but we are always extremely appreciative when clients do. More often than not, weddings and private parties do present all of the performers with a tip. More often than not, events paid for by a corporate client do not tend to tip. We will never put out a tip jar at a private event, corporate event, or event hosted by a municipality. We only put out a tip jar for restaurant and bar gigs or other appropriate public performances where this matter has been discussed with the client ahead of time. (As a point of reference, when the band is tipped, individual band members have received anywhere from $20-$75 each.)
How does payment work? What forms of payment do you accept? Pantasia requires a deposit for most events. This assures that we are not unnecessarily turning down other events to hold a date for an event that ends up not happening. It also demonstrates a client's ability to pay. The deposit is mailed to our office at the same time you return our copy of the signed contract. The final payment is due at the conclusion of the event before the band leaves. In some pre-arranged situations (not including weddings or private parties), final payment can be mailed following the event. Just let us know at the time we are writing up your contract. Pantasia accepts deposits in the form of check/money order and finals payments in the form of cash, money order, or check. Occasionally, clients need to pay using a credit card. When paying with credit card, there is a 4% service charge and the event must be paid in full prior to the event date. Payment is made online through a Paypal invoice that will be emailed directly to you.
What is Pantasia's "rain policy" or what happens if it rains/lightnings during my outdoor event? What happens if it rains is completely and totally up to you and the amount of planning you have done prior to the event. ALWAYS have a rain plan or understand that you will lose your deposit if the event is cancelled and there might be an additional fee if your event is postponed. Because of the certain damage to our instruments and safety concerns for our performers, Pantasia will not perform in any form of precipitation under any circumstance. If it begins to rain on Pantasia, it is clear that rain is undoubtedly coming, or it starts to lightning, we will immediately and quickly pack up and stop performing. If your event is cancelled because of weather and you notify us prior to the band leaving for your event, you will only lose your deposit. Once Pantasia heads out on the road for your event, the full payment amount is due. Unfortunately, "hoping it will not rain" ends up being the extent of most people's rain plan. Consider a rain plan and prepare for it, when in doubt. Specific weather contingencies can be discussed when we speak with you about your event.
Can Pantasia provide POI for my corporate event? While this is a questions we are rarely asked, it's important to know our response before booking the band. In Pantasia's nearly 30 years as a band and more than 2,000 performances, there have been zero incidents that would warrant the need for us to carry an insurance policy. In the rare instance that a corporate client requires POI, we can handle the event one of two ways based on the client's preference. We can either obtain one-time event insurance that will add approximately $75-$125 to the event fee or we can sign a "Hold Harmless Agreement." Please mention the need for POI when you make initial contact with us so we know if we will need to obtain an insurance quote and add it to your event quote.
What happens if my event goes longer than expected? Always contract Pantasia for the longest possible time you think you will need our services. Pantasia tries to be accommodating as possible, but there are some times when we are simply not in a position to add extra time on to your event. Please help avoid the awkward situation of Pantasia needing to pack up right when the boss steps up to the podium to hand out awards or when your Best Man gets up to make a toast. If you have questions about event length, please talk with us when you contact our director. You can single-handedly avoid the uncomfortable situation of Pantasia needing to pack up right in the middle of your event.
How is the price for my event determined? Why do you charge more for the first hour than you do for additional time? There are three main factors determining price: your location, number of band members hired, and length of your event. Additional items may factor into your total quote once the logistics of your event are discussed, but the bulk of your quote will come from the three main factors listed above. Please keep in mind that our rates account for the loading of equipment into our truck, the setting up of equipment, travel time, fuel expense, unloading equipment, packing equipment, plus hotel if there is need for the band to stay overnight versus driving back immediately after your event. Although you may only be hiring us to perform for an hour, Pantasia will be doing no less than 2 hours of work plus travel time in addition to the one hour we are performing for your event, so for some coastal events, it is possible that nine or more hours of work are being done for your one hour performance. All of this is factored into our initial fee and it also takes into account the 30-40% self employed individuals are required to pay in taxes. Contracting additional time once the minimum fee is met is very inexpensive and can be added in half hour increments.
My organization is having a fundraiser. I am planning an event for a non-profit. Can Pantasia come perform at a discount? Can Pantasia perform for free? Pantasia is always willing to look at our schedule and do what we can to help a worthy cause, but Pantasia is contacted several times a month by non-profits and other organizations for free and heavily-discounted events. Please keep in mind that although our band members love music and enjoy performing for events, they participate in Pantasia as a source of income versus a hobby. We are never in a position to perform for free and we have to be extremely selective in the heavily-discounted events we choose to accept. If your event is in January or February there is a good chance we can help you. If your event is a Friday or Saturday in April, May, June, July, September or October, we will more than likely politely decline. Go ahead and ask us though. It doesn't hurt to ask. In every situation, the event will be responsible for paying the full amount of travel costs.
Do I tip the band and if so, how much? Tipping is completely a matter of the client's personal preference. We never expect to be tipped, but we are always extremely appreciative when clients do. More often than not, weddings and private parties do present all of the performers with a tip. More often than not, events paid for by a corporate client do not tend to tip. We will never put out a tip jar at a private event, corporate event, or event hosted by a municipality. We only put out a tip jar for restaurant and bar gigs or other appropriate public performances where this matter has been discussed with the client ahead of time. (As a point of reference, when the band is tipped, individual band members have received anywhere from $20-$75 each.)
How does payment work? What forms of payment do you accept? Pantasia requires a deposit for most events. This assures that we are not unnecessarily turning down other events to hold a date for an event that ends up not happening. It also demonstrates a client's ability to pay. The deposit is mailed to our office at the same time you return our copy of the signed contract. The final payment is due at the conclusion of the event before the band leaves. In some pre-arranged situations (not including weddings or private parties), final payment can be mailed following the event. Just let us know at the time we are writing up your contract. Pantasia accepts deposits in the form of check/money order and finals payments in the form of cash, money order, or check. Occasionally, clients need to pay using a credit card. When paying with credit card, there is a 4% service charge and the event must be paid in full prior to the event date. Payment is made online through a Paypal invoice that will be emailed directly to you.
What is Pantasia's "rain policy" or what happens if it rains/lightnings during my outdoor event? What happens if it rains is completely and totally up to you and the amount of planning you have done prior to the event. ALWAYS have a rain plan or understand that you will lose your deposit if the event is cancelled and there might be an additional fee if your event is postponed. Because of the certain damage to our instruments and safety concerns for our performers, Pantasia will not perform in any form of precipitation under any circumstance. If it begins to rain on Pantasia, it is clear that rain is undoubtedly coming, or it starts to lightning, we will immediately and quickly pack up and stop performing. If your event is cancelled because of weather and you notify us prior to the band leaving for your event, you will only lose your deposit. Once Pantasia heads out on the road for your event, the full payment amount is due. Unfortunately, "hoping it will not rain" ends up being the extent of most people's rain plan. Consider a rain plan and prepare for it, when in doubt. Specific weather contingencies can be discussed when we speak with you about your event.
Can Pantasia provide POI for my corporate event? While this is a questions we are rarely asked, it's important to know our response before booking the band. In Pantasia's nearly 30 years as a band and more than 2,000 performances, there have been zero incidents that would warrant the need for us to carry an insurance policy. In the rare instance that a corporate client requires POI, we can handle the event one of two ways based on the client's preference. We can either obtain one-time event insurance that will add approximately $75-$125 to the event fee or we can sign a "Hold Harmless Agreement." Please mention the need for POI when you make initial contact with us so we know if we will need to obtain an insurance quote and add it to your event quote.
What happens if my event goes longer than expected? Always contract Pantasia for the longest possible time you think you will need our services. Pantasia tries to be accommodating as possible, but there are some times when we are simply not in a position to add extra time on to your event. Please help avoid the awkward situation of Pantasia needing to pack up right when the boss steps up to the podium to hand out awards or when your Best Man gets up to make a toast. If you have questions about event length, please talk with us when you contact our director. You can single-handedly avoid the uncomfortable situation of Pantasia needing to pack up right in the middle of your event.
Do you have a question that wasn't answered here or by the information found on
the Booking Information page, please contact us. We are happy to help.
the Booking Information page, please contact us. We are happy to help.