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Tips for Choosing a DJ & Tips for your Wedding Reception
1. Dim the lights when it's time for dancing. Soft lighting during dinner creates a more comfortable atmosphere. Dimming the lights after dinner will motivate your guests to dance. Determine the desired lighting levels for dinner and dancing when you meet with your reception facility's coordinator. Consider light levels that will compliment any candles you plan to use. Ask that your lighting preferences be included in your contract with the facility.
2. Don't let photographs dominate your day. Select a photographer who has the professional skill to capture your special moments efficiently and unobtrusively. Don't be held hostage at your own reception by a photographer who will dominate your time with lengthy photo sessions while your guests become restless. Choose a video company willing to use comfortable lighting unless you want your guests to be squinting and covering their eyes throughout the reception.
3. Place your DJ next to the dance floor and avoid sharing facilities. Avoid seating guests between your DJ and the dance floor. Placing your DJ adjacent to the dance floor maximizes your DJ's ability to control the sound and interact with the dancers. Be wary of situations where the dance floor is in the next room or access is not convenient for your guests. Also, avoid facilities where you must share an area with restaurant diners or other parties. Such arrangements almost always generate requests to lower the volume, which will diminish the energy of your reception.
4. Make sure your DJ has a reception planning form. Traditional reception events such as the grand entrance, toast, special dances and the bouquet/garter toss must be carefully coordinated. A professional wedding DJ should have a comprehensive reception planning form with suggested music. If the DJ you're considering doesn't have one, find a DJ who does.
5. Invest quality time in planning your Grand Entrance. The Grand Entrance sets the tone and establishes the energy for the entire reception. Work closely with your DJ and Catering Director to stage a Grand Entrance that reflects your style and personality. Decide who will participate, where they will assemble and in what order, where they will go after being introduced. Clarify pronunciation of names, determine appropriate introductions for blended families and, of course, select the perfect music.
6. Do the formal toast immediately after the Grand Entrance. At no other time during the reception will your guests be more attentive and focused. Your DJ should provide a wireless microphone to allow the toast to be given by the best man directly from the head table. Decide if you want others, such as parents or friends, to propose additional toasts. Let your Catering Director know when you plan the toast to allow for timely pouring of the chosen beverage. Also, consider welcoming your guests following the toast. Your guests are still attentive and focused on you and the microphone is available. This is an excellent but often overlooked opportunity to share your thoughts and feelings and thank your guests for attending.
7. The First Dance - don't wait forever to do it and don't do it forever. One of the special moments of the reception is the bride and groom's first dance. Having your first dance after the grand entrance, or right after dinner, is a great way to start the party. Don't delay your first dance to visit with your guests. Doing so will deflate the energy of your reception. You've selected your favorite ballad, but that five-minute song may seem like an eternity both to you and your guests. Have your DJ fade out the song at a designated time if it lasts more than a few minutes. All of this applies as well to the newlyweds' dances with their parents.
8. Don't try to select every song your DJ will play. Choose the song for your first dance and other songs for specific reception events. Tell your DJ what artists and styles of music to feature or avoid, but don't micro-manage your DJ's performance. A professional wedding DJ can 'read the crowd' and knows what to play and when to play it to keep the party going. More importantly, your DJ knows which requests clear the dance floor. You're paying for your DJ's knowledge and experience. Take advantage of it.
9. Consider using party props to entertain and motivate your guests. A few inflatable guitars or colorful maracas have an amazing way of energizing your guests. Doing the YMCA with all the right hats is always a crowd pleaser and provides for great photo opportunities. Professional DJ's can provide party props at reasonable expense.
10. Don't rule out the Macarena! Think twice before you reject those so-called 'cheesy' group dances like the Macarena, Chicken Dance and YMCA. These dances may be the only opportunity some of your guests will have to get on the dance floor and have some fun. You don't have to do the Hokey Pokey right after your first dance, but let your DJ keep all options open. These group dances are frequently requested by your guests and often create reception highlights and priceless photos.
How To Choose and Get The DJ You Want
You probably hear and read a lot about "you get what you pay for".
I agree with that statement and here is the real reason why:
THERE AREN'T THAT MANY PEOPLE YOU CAN REALLY COUNT ON
True in life and true for disc jockeys. The ones you CAN count on usually get the most money. DJs aren't getting hired for those moments in someone's life that don't matter but for the special moments that DO matter and accompanied by memories that will last a lifetime. The DJ can enhance or ruin a lifetime moment and memory. That's pressure. Very few people are capable of being responsible for the mood of a group of people, dealing with conflicting orders during an event, being dependable and contractually thorough, pleasant to deal with, adapting to changes or things that might go wrong at an event, actually own or supply what they claim [telling the truth with no misrepresentation], being prompt, not getting drunk on the job ... I think you get the idea.
Keep this in mind: Speaking on behalf of all quality DJs and DJ services, we take personal pride in helping to enhance a special moment. We realize it's a privilege to be included in your event. If you are not comfortable dealing with someone, including myself, hire someone else ! There are many qualified professionals prepared to work at your event.
• Price Guideline? Impossible. Don't let anyone convince you that there is one set guideline that always applies to all events everywhere. You must establish your own personal guideline for your specific event in your area. This is done by contacting several places and getting estimates for what they'll charge. Remember the cost variables in the contracts section above. Additionally, some DJ services might have limited offers, special discounts, multiple pakages, etc., so don't accept any guideline.
Here is what you should be aware of regarding basic rates (prices/quotes) ...
• What is basic for a backyard party with friends is not basic for an elegant wedding.
• What is basic for 50 people is not basic for 400.
• Some rates include lights, wireless microphone, back-up equip, etc., - some don't.
• Rates for sunday afternoons are generally different from friday/saturday nights.
• A basic rate for New Year's Eve can't be compared with any other rate.
• Rates for DJs in big cities are generally higher.
• What is basic for insured full-time DJs is different from that of part-time DJs.
DJ Equipment: Try to hire someone using commercial equipment (also called professional equipment) and not home equipment for reasons too numerous to mention here. This is the first step in avoiding horror stories. If the DJ you're talking to doesn't know the difference or is unsure, they're using home equipment.
• Mobile DJs should have a minimum of the following for most events: lots of music, music player(s), amplifier, speakers, microphone, mixing board or mixing program, and at least one extra grounded heavy duty extension cord. They should also be able to offer lights or lighting effects, wireless microphone and cord attached microphone, some on-site back-up equipment (extra amp, CD players or music files Hard Drive, microphone, batteries, etc.), event work sheets, paper and pen.
• Using vinyl records or using a supplied banquet table is not a sign of a lesser quality DJ. Some egotists would like you to pay a lot extra simply because they paid more for their set-up or because at your event they will have their DJ companies names prominently displayed for advertising purposes. An ego set-up is worth the extra money only if the quality or capability is better than most AND the DJ operating it is better than most.
• DJ with Karaoke: Though a rare few do, most DJs do not offer CD+G/MP3+G karaoke including monitors, karaoke song lists, extra microphones ... (+G means "plus graphics": on a monitor, you can see the words to songs you are singing). Some karaoke hosts offer to act as a DJ, but this is usually unwise unless you have budget constraints and no other choice - only exception is if karaoke company is also supplying full DJ capability including no pauses between songs and lots of DJ music - NOT just karaoke versions of real music. Unless a service can simultaneously supply full karaoke & a complete DJ service [meaning the DJ part has a large amount of music and can blend songs together without a pause in-between every song], hire one of each and have them work together.
• Match the DJ to place of event. If a DJ will be using or not using anti-skip CD players, MAKE SURE THE FLOOR AND STAGE ARE SOLID: when people jump up and down during songs and the DJ set-up is not on a solid foundation, songs will skip or be stopped entirely. Most people don't think of this ahead of time. DJs using music files or anti-skip CD players can play almost anywhere.
To get the DJ you want, there are topics to discuss and questions to ask
(The cost of hiring a DJ also depends on the answers to these topics & questions)
1) Make a list of exactly what you want your DJ to do and not do. Just play music and don't talk? Want the DJ to make announcements and maybe play the role of an MC? Do you want your DJ to be sophisticated at all times? Be interactive? Be a party animal?? Also be a karaoke host or no karaoke? Be what is commonly referred to as a normal DJ?, etc.?
TIP >>> Most DJs cannot handle all these different facets so you need to choose one that is capable of honoring your wishes. Some DJs prefer to be dance instructors, singers or karaoke hosts more than a DJ. Some won't be an MC. Some don't talk, others won't shut up. Some are strictly sophisticated, some insist on being the life of the party. Now that you know this important starting point, some will be perfect for your event.
TIP >>> What is an MC? An MC (a.k.a. emcee, master of ceremonies) at events from weddings to fundraisers is someone designated to make announcements and/or guide attendees during formalities, events, games, special moments, etc..
2) KNOW THE MUSIC THAT YOU WANT PLAYED. This is obviously very important. Make sure the DJ will have the music that you want at your event. Do you want a variety of music or perhaps just Club, Top-40, Oldies, Hip Hop, Country ...? Try to find a DJ that specializes in the music that you want.
TIP >>> Variety music DJs are the most expensive because they have to be knowledgeable about many different types of music and deal with the astronomical cost of buying many more CDs/Downloads plus time learning/listening more than someone specializing in just one type. Not too many DJs will have a printed list of the music they own especially if their music collection is huge and constantly updated. However, in their websites, many do list what they have or offer access to their music databases. In any case, you need assurance that what you want will actually be at your event.
TIP #2 >>> Just because DJs have the music, it doesn't mean they will bring it to your event. Ask how much music they take with them to events like yours. If it's not much, beware. Though some events might need just a small amount of music, many require a very large amount. If something is important enough, demand it be there.
3) Do you want a DJ with a set music program or be flexible? Take requests or not? Play your requests on demand or when they feel it can be fit in without altering the dance floor or mood? As always, this is completely up to you. I can't stress this strongly enough - get the DJ that will do it your way. Another article , under the heading "How Much Music Do I Need to Select?", illustrates this point.
4) Make sure the DJ has the right equipment for your event. Be sure to state the approximate number of people who will be attending (some DJs don't have equipment to handle large events). State whether event is indoors or outdoors or both. Will equipment have to be moved from one place to another during event? If some specific equipment will be required such as a wireless microphone, tape or CD players, make sure the DJ service has this since not all do. Lights, fog, bubbles, novelties like inflatable instruments or theme? Want them or don't want them - tell the DJ before getting a price.
5) Ask how much experience they have working events similar to yours. If it doesn't make a difference, that's OK. But if something absolutely has to go right it would be to your advantage to have someone with experience who can deal with unexpected last second changes, twists, curves and turns that always seem to come up. A good DJ can help smooth over potential awkward moments.
6) Match the DJ to place of event. If a DJ is using turntables (playing records/vinyl) or not using anti-skip cd players, the area used by the DJ must have a rock solid foundation or music will skip or stop. If there is a stage, it too has to be solid.
7) Due to direct sunlight on equipment (a bad situation) or threat of rain, not all DJs will work outdoors using their own equipment.
8) Computer [MP3/Music Files] versus CD, Vinyl and other formats. Which is best?
Can't say. Honest! All formats can do a great job and have their advantages & disadvantages. Just insist that the music you want is brought to your event, that the DJ has the ability to properly segue (blend songs together) and will continuously deliver good sound (especially with MP3s).
• In the case of MP3s/music files (computer/laptop systems) ask if there is some type of emergency back-up music playing capability in case of a hard drive going bad or a corrupted program (not a music file - but the program that controls the music files).
• Vinyl record users require a rock solid floor/stage and might be limited to the amount of music brought to your event.
• DJs using CDs should be using anti-skip cd players (when performing, three cd players should be available in case one quits working).
9) After signing a contract, do you want an additional meeting (or meetings) in person before your event to go over details? Not all DJs can do this - especially part-time DJs who make their living from a different line of work. Find out before hiring a DJ.
For Weddings, Banquets and Formal Events: specific questions to ask DJs
1) Do they know how to work with photographers, videographers and related personnel? Don't take this for granted. It's imperative everybody coordinate their actions so that important moments are handled, photographed and videographed correctly.
2) Will they set-up their equipment before your guests arrive? Will that cost extra?
3) If you don't have an event coordinator (someone to oversee formalities and other details), can the DJ help you with this? The good DJs can.
4) Do they own or rent formal attire? If they rent, will you get charged extra?
Contracts For Disc Jockeys
Some things to keep in mind BEFORE signing a DJ contract
• The obvious should be on all contracts : Name of the DJ or DJ Service with contact info - phone number & address (your name and contact info should also be on the contract). There should be a place for both signatures - yours AND the person responsible for your DJ. Place of event, date and type of event, start & stop times should be on the contract. The total cost and any conditional or potential additional charges should be clearly stated. Deposit and any payments should be noted. You should receive a copy of the contract.
• Discuss the venue (place of event) and any pertinent info such as address, phone number, if there are stairs and no elevator, indoor/outdoor, smoking/non-smoking, if the venue has specific load in/out times ...
• Get a copy of the contract at the moment you sign it. Example - I use a contract with the customer copy attached so the copy is immediately handed to the customer. This means nothing can be changed behind anyone's back. This protects you and the DJ service. Contracts can always be amended (changed) later. If this happens, make sure you both add signatures to changes and you receive an amended copy.
• Total Price : Make sure agreed amount is phrased "Total Cost", "Total Charge", "Total Price", "Final Cost", etc. "Total" or "Final" are the key words that you want in writing.
• As with any event, circumstances could create a "maybe" or "what if ..." situation. Be sure any additional or conditional charges are clearly defined in the contract. Too many misunderstandings occur when people just assume ...
• When signing a contract, keep in mind that whoever signs the contract as a customer/client is legally responsible for paying the DJ service. Example: if you sign a contract but someone pays on your behalf and the check bounces, YOU are legally responsible for the contracted rate, additional bank charges, plus any other additional incurred fees and charges - not the person who bounced the check.
• Most DJs have their own contracts and usually require a deposit. Some have non-refundable deposits, some refund deposits up to a certain time or if they can re-book that date. Ask!
• DJ start and stop times - BE SPECIFIC - and here's why : though some DJ services charge a flat rate (a set price regardless of the amount of time), some charge by the hour, many charge by the half hour after a basic time (usually about four hours).
TIP >>> State for how long you need the DJ service by total hours AND start & finish times to avoid any misunderstandings. Just because most DJs know that when you say total hours or start & stop that means being prepared to play music, make announcements or the like during all that time, don't assume anything. Ask if set-up/tear-down is part of "Time On The Job". Sounds silly, but a rare few use showing up as their start time (simply arriving: not set up, not ready perform). Ask! And beware: at least one DJ charges extra just to bring the equipment in and out.
TIP >>> Make sure start and stop times are coordinated with the venue especially if the DJ service charges by the hour. Do per-hour DJs charge extra for this type of "waiting around - not on the job" hour? Other venues only allow a half hour tear-down/load-out time and some DJs require more load-out time than that. Before signing a contract, the DJ needs to know these type of details so start/stop times are agreeable to all parties directly involved and you get to prevent unpleasant surprises.
• Necessary equipment : Is a wireless microphone required? Tape player? CD player? Ability to connect a laptop to their P.A. for sound if someone brings in a video presentation? Not all DJs provide these services. Some DJs only use computers (MP3 style) and don't have anything else, some only use CDs, some a combination, so if you want the DJ to play something that will be, for example, on a CD by someone other than the DJ, then the contract should state that the DJ will be able to accommodate you. For a large group, a powerful P.A. (amps & speakers) is required.
• Lights or even a different amount/type of lighting might cost extra. Fog or bubbles may cost extra. If you want them or don't want them, decide ahead of time then state it (with any costs) in the contract.
• Take requests? No requests? Any specific music that you don't want played? Any specific music that has to be there? If it's important enough, get it in writing.
• Do you want the DJ to play your requests WHEN you want them played regardless of the effect on the dance floor or will dancing and the mood be most important? If it makes a difference, get it in writing.
TIP >>> Trust the DJs Choice. Experienced DJs are good at reading the crowd and know what to play and at what time. This comes from years of experience when working with crowds.
• Attire : such as a tux, suit, casual, theme ... once again, don't assume anything. From elegant wedding to beach party, if it makes a difference.
• At an event, who does the DJ answer to? Usually too many people claim to have the final word about what and when things are to be played. Be clear about this before the event.
• If outdoors, who is responsible for power (electricity) and shelter for the electronic DJ equipment? You? The DJ Service? Banquet facility? State it in the contract.
• Bottom Line: Whatever you want the DJ to do or don't do, get it in writing. Never, but never assume! When in doubt or something is very important - GET IT IN WRITING.
General Advice For Hiring/Booking DJs
Question: What do DJs expect from you?
Answer: To be promptly paid - AND - given all the information required to make your event a success [as explained in the contracts section]. You should include from whom the DJ takes orders. You will be surprised and irritated at how many people at your event - that you are paying for - think they can tell the DJ what to play and when to play it.
Protect Yourself: Make sure the DJ service will sign a contract. Do not accept someone's word that they will show up.
For DJ services with multiple DJs / viewing promotional videos
Be sure to ask questions when viewing a promo video or looking at promotional material such as glossy brochures featuring fancy pictures but little information. Changes could occur such as different DJs, equipment, looks, style ...
1. How much do they charge? Different packages and rates? Get a quote in writing?
2. How current is the promotional material?
3. Are the DJs they show you still the DJs? Do they still look the same as shown?
3a. Do they have additional DJs whom they don't show or profile? If yes, why don't they show them and do they cost the same as the profiled ones?
4. Was the type of DJ set-up and presentation the same as what you require?
5. Was the type of DJ set-up and presentation the same as what you'll get? Are there any options and different prices?
6. Can you choose your DJ or will they pick one for you?
7. Does it cost more to choose your own DJ? If possible, choose the one that you like.
8. How much music will they actually have at your event? With some services featuring multiple DJs, the music is pooled and there might be gaps in what they'll show up with. Some services have their whole collection available to every DJ for every event. Some services have each of their DJs supply their own music. Ask.
TIP >>> About two weeks before your event, contact the actual DJ scheduled to work for you and go over all the details. This way you will be assured that the correct DJ with the correct information will be at your event. If something is not right there would be enough time to correct it. Nothing like peace of mind! This is good advice for any entertainment that you've hired.
Booking Agencies / Talent Agencies
This one is tough. So many advantages and disadvantages. Just be very specific about what you require. Big advantage: they are licensed and bonded. Big disadvantage: the entertainers get only part of the money that you're paying out - you will not know how much the DJ is actually getting paid. Get all agreements and promises in writing to protect yourself. You'll be happy to know the better agencies automatically do this. If one won't, don't give it your business. The same advice for DJ services with multiple DJs or promotional videos also applies here.
The Individual DJ
Ask if they own or borrow/rent their equipment and music (owning is better). Do they own or borrow/rent transportation for their DJ equipment? (owning is better). Do they have back-up equipment and a back-up DJ? (except when getting a low priced DJ is the most important thing, yes is better). How much experience do they have for your type of event?
A Few Final Notes
For the record, the best DJs, DJ services and agencies will make all this easy for you. Most everything above is just to protect yourself from the "every little detail costs more" group, some bad ones and those not qualified to work at your event.
Some DJs use each event as a blatant "audition" for future work and prefer to always look good in the hopes of getting more jobs. These types of DJs will first try to impress potential future customers (your guests). Others will try to satisfy and impress you first. The reason I mention this is that many times, people who are paying for the DJ service will request music that is non-danceable or a mood killer which then reflects negatively on the DJ. Some DJs will take that chance, some won't. I will now remind you that each DJ service IS a business and that nobody wants to look bad.
You've heard this before and it's always true - whenever possible, first see a DJ in action or get a recommendation from someone whose opinion you trust and whose taste is similar to yours. It's OK to ask for references from DJs and anyone else you might hire.
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