Activity for Lara

So my FH and I have decided to have live music at our wedding. Has anyone else done this? Did you supplement "break times" with a downloaded playlist of songs, that bands don't typically play, but are traditional "dance" songs?

I have a lot of family that is out of state. When would be the best time to start contacting hotels for price rates for a large group of guests for my wedding in June of 2020? Also, what is the best wording to use when I contact hotels?