The Do's And Don't On Selecting A DJ

Music Sound Box Blogcast — Sun, 17 Aug 2008 12:07:00 GMT

Selecting A DJ
"The Do's and Do Not's Of The Business"

(We believe that after reading this, you'll agree, that Music Sound Box's approach with two DJ's at every event makes a world of sense)

The Business
Before you ever hear one song at your ceremony or reception, there are decisions and choices that must be made regarding entertainment.
Should you have a band or DJ? Guitarist or pianist during cocktails? What's your entertainment budget? How do you pay the entertainer?
Knowing the right questions to ask when interviewing potential entertainment sources will give you the information
you need to make the correct entertainment choices and decisions.
By having a contract you will have peace of mind when that one key element of your big day has been finalized.
You'll rest assured knowing that your reception music is in good hands.
Here are some general topics that should be given consideration before you sign an entertainment contract.

Band or DJ?
Bands are no longer the only choice for dance music at a wedding reception. DJs have become as widely
accepted as bands in providing musical entertainment for these special occasions. In some areas DJs are even more popular than bands.
Bands create a certain "feel" that cannot be reproduced identically by DJs. Likewise, DJs create their own unique atmosphere that can't be duplicated by bands.
However, there are several advantages in hiring a DJ for a wedding reception. Here's a light-hearted look at some of those advantages.

Top 10 Reasons To Book a DJ
10. Any song, any artist
9. All music styles
8. More efficient stage area
7. DJ can play dinner, cocktail and dance music
6. No breaks
5. Better volume control
4. Greater musical value
3. Two words, "Electric Slide"
2. DJ can please more guests
1. Music Sound Box has two DJ's at every event!

Whatever your choice, band or DJ, you should feel confident that you will have a professional musical presentation for listening and dancing for your guests.

The Spin On DJ Agencies
A DJ "agency/service" is primarily in the marketing business. Their foremost concern is "booking a gig", regardless of talent availability.
Generally speaking, they are an employment agency, not a talent agency.
The person who owns or manages the "agency" is responsible for advertising, marketing, telemarketing, buying and servicing equipment,
updating the music library and finally, recruiting and training part-time disc jockeys. As you can see, "agencies" generate large operating expenses.

"Agency's" fees can run $200-$500 or more, for a 4 hour reception. With all the expense the "agency" incurs, perhaps you're not getting the "talent" for which you're paying. Keep in mind, that when you employ an "agency" the actual DJ working your reception is usually paid an hourly rate, receiving no more than $15.00 an hour.
With the value you place on your entertainment and the price you're paying for that service, you deserve the best--an accomplished professional.

With Music Sound Box, you deal directly with the DJ's that will be performing at your event.
There are no agencies fees involved. You eliminate the middle man!

Indoors or Outdoors
Usually wedding ceremonies and receptions are held indoors. Many are now being held at outdoor gardens and other out-of-doors locations.
If you plan to have an outdoor ceremony, cocktail hour or reception, be sure to tell any entertainer who may be performing that particular outdoor segment.
Make arrangements to have suitable cover over the stage or DJ area in case of inclement weather.

Make sure an adequate number of electrical outlets are available for the band, DJ, or any other performer.
Check with your entertainer to establish how many outlets are needed.

The Contract
The first thing you should do after selecting your entertainment is secure a contract from the individual or company.
This will insure that you get what you want from the entertainment. It should be written in plain, easy to understand language and contain the following terms:

Date
Times (Start/Finish)
Location
Price
Overtime Policy & Fee
Deposit Policy & Amount
Cancellation Policy
Travel Fee (if any)

Let's look in greater detail at some of these points.

Prices or Fees
Prices will vary from band to band or from DJ to DJ. When making your selection consider experience, reputation, availability, professionalism and style.
With bands, also consider the number of members or size of the group. Band prices are as low as a few hundred dollars and can range upward as high as you like. DJ fees start as low as $60 and also can cost $1000 or more.

Overtime
Overtime is the extra time you would like your entertainment to perform beyond the contracted time. This may be appropriate should you require additional music due to "late-running" ceremonies, or because a great party is in progress and you'd like it to continue.
Know beforehand if the entertainment is available for overtime and how much it will cost. This should be included in the contract.
If you are considering going beyond the contracted time, discuss it with your entertainment to allow them an opportunity to program the music accordingly.
Waiting until the last minute may make it difficult to regain the momentum your party had just 15 minutes earlier.
Be sure the reception facility can accomodate your overtime request if plans change during the reception.

"Off-Hours"
"Off-hours" are times like 3:00 until 7:00 p.m. or 4:00 until 8:00 p.m.
Some bands or DJ's prefer to book 2 engagements per day. For example: Reception "A" is from 1:00 to 4:00 p.m. allowing the entertainment an opportunity to also play engagement "B" from 7:00 to 11:00 p.m. If an "off-hours" reception is booked, the entertainment cannot accept a second engagement on that day. If you are planning a mid-afternoon reception, check with your entertainment to ensure that this doesn't create a conflict with another engagement. Ask if there is any price difference for an "off-hours" performance.

Music Sound Box only books one event per day, no need to worry about us rushing out on you!

Travel Fee
It is not unreasonable for entertainers to charge an additional fee for traveling outside a "local" area.
This might apply for distances over 20 or 30 miles. Fees may be charged by distance or by actual time traveled.
If you choose entertainment that is not based in your "local" area, inquire about the amount and whether or not a travel charge is included in the price.

Deposit
Most entertainers require a deposit when signing a contract for an engagement. Deposits may range in amounts from 20% to 50% of the total entertainment fee.
The contract should specify under what circumstances you might forfeit the deposit.The deposit should be fully refundable if the entertainer is unable to perform.
Music Sound Box only requires a small 15% retainer.

Cancellation
Sometimes unforseen circumstances can force the cancellation of a wedding. You should not lose any part of your deposit because of natural disasters such as hurricanes, earthquakes, flooding or other similar occurences. If you are compelled to cancel your wedding for personal reasons, you may forfeit all or part of your deposit. In some cases you may be responsible for the entire entertainment fee. Give ample notice to your entertainment if you must cancel your reception. In such cases professionals will be willing to work with you. If the entertainment is forced to cancel for a reason beyond their control, they should be responsible for making sure entertainment is "covered" by an equally acceptable replacement if possible. You should be given sufficient notice of any such changes.

Final Payment
Final payment for musical services may be paid any time before the end of the reception, or immediately upon its conclusion.
The method of payment (check/cash) should be agreed upon prior to the engagement.

Summary
When your entertainment contract is signed with a band or a DJ, you should have a great sense of satisfaction
knowing that this major task in preparing for your wedding day is complete.

The Music

This section is concerned with helping you to understand a few important facets of the music presentation that will make your wedding reception a success.
Music comes in all styles. Casual or sophisticated; classical or rock; reggae or jazz; polka or pop. It is played loud or soft and fast or slow.
It appeals to young and old. It can make you feel lively or lethargic.

Music subtly augments a cocktail party and enhances dinner guests conversations. It energizes the dance floor continuously for hours.
Music is a common element of everyday life, but for your wedding celebration, the music should be extraordinary.

This section covers several points you should review prior to consulting potential candidates for your entertainment.
Some insight will help insure your music will be extraordinary.

Styles
Playing a variety of music styles is a big part of programming that will make the dancing segment of your wedding reception a huge success.
Ethnic tunes, oldies, and today's hits should be combined in a cohesive presentation to allow your guests the opportunity to participate in your celebration, and enjoy themselves on the dance floor. DJs have an advantage over bands in this case because they have a broader selection of musical styles at their disposal.

Requests
You may have specific songs which you would like to have played during your reception, and you may prefer to eliminate certain songs or kinds of music.
Your special selections and musical wishes should be conveyed to your entertainer well in advance of your wedding day.
When guests request music, remember, it is not possible for a DJ to have every song, or for a band to know every song that could be requested; however,
DJs do have greater flexibility in handling requests because they don't have to learn the songs.
People often request songs that do not "fit-in" with your intended programming,
or they may request inappropriate songs.Professional entertainers know when it is acceptable to honor requests.

Music Taboos
Some music types and songs are unsuitable to play at wedding receptions. Playing heavy metal or gangsta rap,
for example, might upset or displease some of your guests. Also, songs containing objectionable language should not be played.

Announcements
Whether you book a DJ or a band, you will have someone on hand to MC the festivities. Announcements shouldn't pose a problem for any performer.
Simply write your announcements on a card and give it to the person who is handling the MC duties. Give the names of the wedding party and family members to be introduced to the "announcer" prior to the wedding day. This gives the MC a chance to learn difficult pronunciations.
If there is an unusual sounding name on your list, spell it out phonetically or call to clarify its correct pronunciation.

Breaks
Bands may take 3 or 4 breaks during a reception. They could be 15 to 20 minutes in length. Bands might play recorded music during these times.DJs do not take breaks. Continuous music is played during the reception with only brief interruptions to conduct special festivities like a cake cutting ceremony or special introductions.

Sound Levels
Music volume should be kept at an appropriate level so it doesn't "interfere" with the event.Throughout all segments of the reception, cocktail hour, dinner and dancing, the music should add to, or help create the proper atmosphere. During dinner the music should be loud enough to fill in any "dead" air that may occur while people are enjoying their meal.The music level shouldn't be so loud that it is distracting when you are engaged in congratulatory conversation.As the event progresses towards the dancing portion of the event, the volume should increase. The increase should be mainly concentrated on the dance floor. This will add to the excitement of the party. The volume increase should not take away from the enjoyment of any guest as it moves to the foreground. Some people may prefer conversation over dancing.
They should be able to find quieter areas away from the dance floor.

Sound System
A moderate size sound system can provide plenty of quality sound for our reception. Depending on the number of guests invited and function room size, sound systems can be customized. If you are planning an unusually large wedding, or perhaps a reception at a sizeable outdoor facility, additional sound reinforcement for a band or DJ may be required. Obtaining extra equipment should not be a problem, though it may mean a slightly higher entertainment fee.

Lighting Systems
Unlike nightclubs, discotheques or live entertainment venues, it isn't necessary for the entertainment playing your wedding reception to be equipped with an elaborate light show.Excessive lighting can be distracting. Some effects are disturbing and annoying to older guests. For example, strobe lights can trigger epileptic seizures; therefore, all guests would have to be warned that this effect was going to be used prior to the event.Lighting effects can also add significantly to the entertainment cost.

The DJ

One of the most important positions at a party is behind a pair of turntables or CD players. The success of the dance entertainment depends on him. The DJ.
Remember, Music Sound Box comes with 2 DJ's at every event!
One to concentrate on music selection the other to concentrate on crowd/dance participation!

It's much more than standing there hour after hour playing records, tapes or CDs, and introducing your wedding party.

From the DJ position the mood of the reception is set. Proper ambiance is created for cocktails and dinner.
Dancing is controlled. Festivities are announced. Musical pacing and timing is maintained. Requests are handled. Overall audience satisfaction is acheived.
DJs possess varying degrees of experience, music mixing skill, "crowd reading" ability or perception, musical knowledge, and other intangible qualities
which define their talent. Take into consideration all these qualifications when making your decision.

The DJ you choose should also have an extensive music library consisting of music for guests of all ages.
He should consult with you prior to the reception and discuss your musical needs.

You should feel totally confident with your entertainment selection.

DJ Attire
Proper attire is subjective. It may be appropriate for a DJ to wear a fashionable shirt and pants. Some may prefer to wear a tuxedo.
If you are not concerned with his attire, simply ask him to wear what he normally wears when performing a wedding reception.
If your event is casual then the DJ should be made aware of your plans. If formal, he should be similarly advised.
A DJ shouldn't charge an extra fee if you would like him to wear a tuxedo.
Overall, the appearance of any performer should be neat and appropriate for your particular event.

Entertainers Drinking on the Job
You may request that entertainers do not engage in the consumption of alcoholic beverages.
You may ask their policy on drinking alcoholic beverages and should you prefer them not drink, they should honor your wishes.
They should be responsible when performing at your event.

Radio DJs for Weddings
When you book a radio DJ, you're paying for his "personality", not necessarily for his expertise on music programming.
It is not a requirement of a radio station that a DJ have any music background whatsoever.
The club DJ and mobile party DJ work in a dance environment. His job is dance music as opposed to the radio DJ.
Some radio DJs may do a fine job of mixing records and programming music in clubs,
but generally speaking they are not suited for clubdates or party "gigs" where dancing is of primary importance.

Remember, Music Sound Box comes with 2 DJ's at every event! One to concentrate on music selection the other to concentrate on crowd/dance participation! Disclaimer: We hope this information helps, Music Sound Box offers this as a guideline and assumes no responsibility nor will be held accounatble for it's content and/or decisions made as a result of content.

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Music Sound Box Blogcast — Fri, 15 Aug 2008 10:36:51 GMT

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The Do's And Don't On Selecting A DJ

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