Choosing an Emcee or DJ
Your wedding day. You’ve dreamed of it, planned every detail, and probably gone into debt to make it happen. The gown –perfect. The flowers –perfect. The dinner –perfect.
So why is everyone leaving as soon as the cake was cut? This isn’t the fabulous party of the century you’ve envisioned all your life. People are supposed to be dancing in celebration of you and your brand new hubby, right?
Not every bride wants to party until dawn. But chances are you do want your guests to enjoy themselves. And you probably want them to go home talking about what a spectacular celebration you treated them to, whether your style is cool and classic party –till –you drop crazy. If you’re hiring a professional Disc Jockey, it’s probably because you want a reception nobody’s going to forget. You want an event that will have people mixing, mingling, and boogying until the wee hours –or at least until you make your grand exit.
So why do so many brides skimp on the entertainment? The average bride spends less than 5% of her wedding budget on entertainment, often hiring the cheapest disc jockey she can find or even letting a friend do the music as a favor. And why not? To the untrained eye, disc jockey’s all look pretty much alike –a guy who sits in the corner and plays music. Why, your brother’s friend’s cousin can do that just as well as some hotshot professional, right? And you can spend the money you saved on more flowers!
Actually, the disc jockey is probably the single most important vendor you’ll work with; he / she is the person who can single-handedly make or break your reception.
Todd Davis, owner of Sound Express Mobile Entertainment in Modesto know a thing or two about disc jockeys since his company has been in the business for over 25 years. A good disc jockey, he maintains, is a professional. He’s more than just a guy playing some music. A good disc jockey should work closely with you to plan every step of your reception from start to finish. “We meet every bride and groom in our office and give them the time and the tools to plan their event down to the last detail”said Davis.
A professional disc jockey will act as a wedding coordinator before the big day and as the master of ceremonies during it –and he / she will be comfortable, charismatic, and competent throughout the entire process. Avoid doing it for fun disc jockeys. They might find a funnier event to be at on your wedding day. He should be professional in appearance and demeanor. He / she should have references for you to look at. He / She should be using professional equipment and have back up procedures in place in case of an emergency. Davis goes on to say he / she should have legally owned music (This is important and a growing problem these days –you don’t want some kid showing up at your wedding with a backpack full of bootleg CD‘s. Regardless of your stance on pirated music, your wedding day is not the time to flirt with the wrong side of the law). You should watch out for the “I-POD DJ”. These kind of disc jockey’s are in this business for the quick buck. No expenses and no commitment to you or the profession. You know the saying here today and gone the next. “I-POD DJ”S”when amplifying their music to a suitable volume for a party of 100 people or more will lose the quality of the music and just like a photograph on your computer the bigger it gets the more pixilated it becomes, the music will have the same reaction.
Once you’ve found a disc jockey you feel is a professional, there one last requirement: You should like him / her. “The most important quality of a professional disc jockey is their personality.”After all, this is the person who will be interacting with your family and friends, He / She will become part of your family for a short time but an important time. This is a tough job and takes some savvy, some talent, and some experience. An armature disc jockey basically plays music like a jukebox.
Davis agreed: “The last thing you need on your wedding day is some teenage disc jockey who thinks he / she knows what you want t hear”.
A professional disc jockey has experience behind him / her: he / she knows instinctively how to read a crowd and play the perfect combination of music that’s going to get everybody on the dance floor, from your four year old flower girl to your 70 year old grandparents and everybody in between. And he / she has a wide variety of music with him / her, allowing him / her to create moods on the fly, from dreamy and romantic, to bump and grind sexy to chicken dance goofy.
When your brother’s friend's cousin offers to DJ your wedding for next to nothing, remember that entertainment makes up the bulk of your reception. You’ve paid good money to have that hall for several hours, so don’t let it go to waste with a room clearing disc jockey. The entertainment is the last thing your friends and family experience, and it’s what they will remember in the morning –more than they remember the gown, the flowers, or even the meal.
The man / woman behind the microphone is subtly steering your entire reception; he / she sets the mood, controls the pacing, and keeps the party going. You wouldn’t trust Joe Schmo with no experience or credentials to alter your gown, arrange your flowers, or bake the wedding cake; so why would you trust him / her with something as important as introducing your first dance as man and wife, your father for the toast of his and your life or why trust him with the biggest night of your life?
First you will have to find the show that is right for you. Bridal shows are generally held between January-May for Winter/Spring shows and August-November for Summer/Fall Shows.
Sources:
The Internet is a great place to look for bridal shows in your area. When searching, be sure to visit the producers site. There you should be able to determine how many vendors they will have, the location and other pertinent information.
In California, go to: www.californiabridalevents.com
Wedding Associations, local magazines, and newspapers can be another source.
Price:
I hate to say it, but the old story rings true... you get what you pay for. When a producer offers a free show, you can bet that not only will there be brides and grooms seeking services for their event, but there will also be folks just looking for free goodies, taking up the time that you really need with exhibitors in the hopes that they will win a prize. If you can, head to shows that have a small fee, it does weed through the "prize seekers". Generally speaking, bridal show entry fees range from $5 - $20, depending on the market you are in.
If you are going to attend the latest trend of bridal shows, "wedding planning seminars" you can anticipate an entry fee costing $30 - $150. Normally they include a meal (a champagne brunch, or dinner), seminar speakers on the how-to's of wedding planning, a fashion show, and some provide live entertainment.
The Fashion Shows:
Check the producer's website to get the fashion show schedule, whether you are looking for a gown or not.
If you are looking for a gown, this will help you plan the time that you will need to spend at the show. Most fashion shows are 20 minutes to an hour, depending on what other activities the producer has planned on stage (prize giveaways, contests, entertainment, etc.) Plan on giving yourself at least 1-3 hours before the fashion show to talk with exhibitors, unless you are only going for the fashion show portion.
If you are NOT LOOKING FOR A GOWN:
If you are not looking for a gown, the fashion show is a great time to talk with the exhibitors, because most everyone will be seated at the stage, giving the exhibitors a better opportunity to give you the attention you are looking for from them!
SHOPPING LIST:
Make a list (either yourself, or with the help of your wedding consultant) of the products and services to add to your shopping list. Be sure to write the budgetary allowance for each line item, so that you are prepared to stay within your budget.
At the Show:
Cell phone: If your camera has a photo feature, you can snap a few shots of the fashion shows when a gown you just love comes down the runway! Be sure to write teh designer's name down in your notebook. It will help when you call the boutique that is hosting the fashion show as they will know exactly which gowns were featured.
Focus on the products or services you need
and stay on track. Just like any form of shopping, straying from your shopping list can take up precious shopping time time from you and from other brides who do need those services...
Self addressed labels with your contact information and wedding date will save you A LOT OF TIME at any show. They are handy and a brilliant way to breeze through the tedious task of writing the same information 100 times in a day! Your labels should include your name, address, email address, phone number, and wedding date. If there are services that you have already secured, you may want to write on the labels (do not need a photographer, dj, etc.)... Most producers will have a note's area for the bride's list and will insert that information, saving you from receiving unwanted mail from providers of service you already have.
Bring your check book in case you would like to secure services with a deposit on site.
ASK QUESTIONS
! Make sure you ask a lot of "what if" questions and questions regarding their expierience (how many clients per year, how many years in the business, is this their full-time position, will they bring assistance on the day of your wedding, do they have pictures of their work, etc.)
Wear comfortable shoes.
If the show is a large show (60 or more vendors) you will want to plan on spending 3-5 hours visiting with vendors, watching fashion shows and participating in contests. You don't want your feet to give out just when you are finding what you need.
Bring lots of water!
Relax
. This will be a great time for you to spend with your fiance, mom and bridesmaids to have some fun!
Being frugal does not mean a less than extaordinary event!
Even the term “money is no object,”in my experience, has never been a translation of, “we are just dying to get ripped off.”
And, in the best of times and regardless the budgetary allowance, the age old question remains, “How can we save money on our wedding?”As a wedding consultant, brides and grooms continually ask for our expertise and guidance to decide where they can save money while planning. Wishing to lower the cost of a wedding, should never mean having a less desirable event. The first step is prioritizing.
During the beginning stages of the planning process we spend a lot of focus determining what elements of the wedding are most important to the bride and groom, whether it be their flowers, the food, the entertainment, etc. We ask each of them to “rate the importance”of each aspect included in their plans and then discuss their responses and why they chose the rating for each item. The couple can now decide as a couple, through their answers, what makes most sense for their vision and where they need to place the most emphasis to achieve that vision.
It’s like the song, “ac-cen-tuate the positive…e-lim-inate the negative”In this case, the negative are less important, “lower rated”desires. Instead of eliminating them, we determine ways to save on them so that we can place the largest investment on the most important factors.
We may encounter a bride that doesn’t place a high value on her cake, but is adamant about her flowers and desires exotics to decorate the affair. In those instances, we factor in a higher budget percentage to the exotics and know to look at the wedding cake and other elements as areas that we can cut back on. Additionally, a groom may have a special place in his heart about treating his wife-to-be to a carriage ride and we will discuss how to work that in by saving somewhere else in the planning.
Once we have determined the prioritization of their elements, we are ready to begin with decisions on how to achieve their highest rated choices. Here are some of the tactics that we use to save and where:
General Tactics:
Party Rentals:
Florist:
The Cake :
The Gown :
Tuxedos:
Most all tuxedo providers have one promotion or another that will afford a complimentary tuxedo for the groom, for as little as 4 paid rentals. Even if you only have one groomsman, by the time you factor in a ring bearer, and the fathers of the bride and groom, you are already up to four paid rentals. Have a larger wedding party? Negotiate more than one tux for free, and ask that groomsman to put his anticipated cost toward a limo, or other area of your day.
Venue :
Accommodations:
Do you have many out of town guests? This is a great opportunity to gain a honeymoon suite at no cost. Negotiate with the hotel manager a complimentary suite if you choose their hotel to accommodate your guests. As a consumer, you have choices on where you will get a group rate for your guests. Remind the manager of that fact and let him or her know that your decision would a “no brainer”if they secured your honeymoon night for you. The hotel will surely still honor a group rate for your guests. Be prepared with the number of rooms you will need for your group before negotiating the suite.
Being creative with your choices and thinking outside of the box, will help. Pushing the envelope when negotiating products and services will be invaluable. As a couple, you must keep in mind that you are the consumer and you can choose where and how you shop. If someone with the experience to deliver what it is that you are seeking truly wants your business, they will be open to working with you to gain your business. But, not one provider is going to lower his or her price just because you walked through the door. You have to ask for it.
Written By:
Kimberly Vaughan
Wedding Consultant & Event Specialist
California Bridal Events
209.966.3890, Direct
877.700.BRIDE, Toll Free
209.720.0160, Fax
www.calweds.com
You may be asking yourself a few questions: What does a wedding planner do? Can I afford to hire someone to help me plan? If I want to plan my own wedding, will I need a wedding planner?
What Planners Do:
Wedding or event planners, also known as coordinators, or consultants can help you with either planning a wedding from start to finish, guidance as you make vendor and venue selections, budget creation based on what your vision of the day is and your determined budget amount, thematic décor ideas, or “Day Services”(when a planner comes out on the day of the wedding and orchestrates all of the plans you have made, so that you can focus on being the bride and not event coordination).
But, I Want to Plan Myself…
PIY (Plan-it-Yourself) brides have been dreaming about planning this day, know almost exactly what they want and have the time to research and find elements that will create their glorious vision. Brides should not be afraid to plan their own wedding. It can be challenging and sometimes stressful, but there are plenty of resources that can assist a PIY Bride, should that be the route you would like to take and the time to do it. You may find that you want help to find reputable service providers, but prefer to plan the thematic and décor elements yourself.
My only caution is that planning a wedding and orchestrating an event are two entirely different things. On your wedding day, you really should not be the person designated to manage vendor deliveries, or ensure that the centerpieces are just so, worry about if the dance floor is positioned as specified, ensuring that the wedding party is doing what they are supposed to be doing when they are supposed to be doing it, that the drinking glasses are the ones that you ordered, etc. You will want someone else to manage these things for you.
Many brides make the mistake of handing these tasks to friends and family. While I am sure they are eager to help and you feel confident in their ability to do these things, wouldn’t you rather they enjoy the incredible party you have planned? Wouldn’t you feel better if your mother, sister, cousin, or close friend were at your ceremony sharing in the moment, not wandering around to be sure that the cake was setup properly? This would be a good time for day services. Let a professional who has experience when things go wrong, make sure that everything is perfect for you. Leave “you”out of the equation so that you can focus on what is most important; your vows, cherishing the moment, and your love for one another.
Cost of Services:
Most brides question whether they can afford any of the services described above. Primarily, wedding planners have packages that describe the above services with a set fee for 150 or so guests. Larger weddings will increase those amounts, as there is more that a planner must do to manage services for a larger wedding. More guests = more work = a higher rate.
Typically, for a guest list of 150 or less, day services will range from $900 - $1500, depending on a few factors that tell a planner how much time will be needed to execute the day’s events.
Other planning packages might include vendor selection, thematic décor and design elements, and other in-depth planning areas. These packages should range $1500 –$3500 for a guest list of 150 or so guests.
Destination weddings with a smaller guest count and a simple ceremony will cost less. For example, a destination wedding in Yosemite with a guest list of 65 guests that include day services, and some vendor selection assistance will cost approximately $700 –$1100.
Our Venue has an Onsite Coordinator, do I Still Need a Planner?
Wedding Planners work with onsite coordinators to ensure that event is perfect. An onsite coordinator is there to make certain that the facility is prepared for your wedding day. If catering is being provided by the venue, the onsite coordinator will act as a liaison with catering to ensure that the selections you have made in regards to your menu will be handled correctly. The onsite coordinator will also assist with receiving your cake, flowers, ensuring that the room/or area that you have selected is setup as you have specified, that the sprinklers are turned off the day before so the grounds are dry for your event if you are hosting an outdoor event, etc.
A Wedding Planner will assist with other things such as guiding you through the selection process to find service providers, helping you to select the perfect venue and stay within your budget, managing delivery times, etc. and will work with the onsite on your behalf to ensure that everyone is on the same page. Additionally, during the event, your Wedding Planner will maintain the tempo of the event by working closely with your DJ/MC if you have one, to be certain that all of your major event activities are done in the order discussed and on time (cutting of the cake, first dance, photos with the bridal party, bouquet toss, meal services, etc.)
Having an onsite coordinator and a wedding planner is the equivalent of having an accountant and a tax attorney. While both have entirely different jobs to do, they will work in concert to achieve the same goal during tax season and are appreciated equally for achieving that goal.
How do I Get Started With a Wedding Planner?
Most Wedding Planners will schedule a complimentary consultation either over the phone or in person, depending on whether it is a local or destination wedding. These consultations will help to identify how the planner can best assist you in your planning. You will discuss your vision, the number of guests, your wedding party, any arrangements you have already made, and what still needs to be done to determine the services you will want. You will also be able to ask questions about their experience, pricing, policies, etc.
Just keep in mind, DIY or wedding planner from start to finish, this is the fun part. Planning a signature event that represents the two of you, the love you share, and the joining of your families will be a momentous occasion that you will remember for the rest of your life. It is the beginning for the two of you and a celebration of what makes you special as a couple. While planning can be stressful, it can also be just as fun as the party after the wedding! Enjoy these moments and congratulations to you both on your engagement.
Kimberly Vaughan
Locked Out of Your Own Wedding
The most exciting day of your life is soon approaching. You have secured your venue, contracted with your caterer, D.J, photographer, florist, decorator, and bakery. Your beautiful invitations have been printed and mailed to your guests. Since all the details have been arranged, you decide that it’s time for you to relax and look forward to your wedding. Then, a few days before your big day you receive an unexpected phone call from your event coordinator who shares some shocking news with you: your event venue is no longer in existence because the location was foreclosed upon and the business evicted! Unfortunately, this is a far too common occurrence that many couples are facing in a depressed economy where foreclosures are on the rise. One can no longer be certain that the business they have contracted with will still be in existence on the day of their wedding, but there are some important precautions you can take when contracting for a location for your event.
When looking for a venue there are some important questions you should ask the representative to reduce the likelihood that you will be deprived of an event location on the day of your wedding. In your initial meeting with the venue’s event coordinator it is acceptable to ask if the business is in good credit standing. You should also ask if the property is in foreclosure. If you are informed that the property is in foreclosure then you should move on with your search because the likelihood of the business being in existence on the day of your event is risky. If the coordinator refuses to answer your questions then you should be leery and contact a venue that will be open to providing you with honest answers.
In addition to asking these important questions, you can go online or to the county recorder’s office and check the public records to see if payments are delinquent and the property is in foreclosure. You may also check the property tax records and, if you find that the owner owes back taxes, then they probably are delinquent in their mortgage payments as well.
If you do end up being a victim of a venue that is foreclosed before your event then you may be able to pursue the owner of the venue for breach of contract. Before you pursue such a claim you should mitigate your damages and secure an alternative venue for your celebration. Your damages would include any additional expenses that you would incur as a result of securing an alternate venue, such as the costs of printing new invitations or making last minute travel plans. You may also have to pay your vendors additional sums if they have to make additional arrangements to perform their services at a different venue. Any additional monies that you may have to pay to your vendors can be included in your damages claim against the venue.
On the other hand, if you chose to enter into a contract after being informed by an event venue that they were in foreclosure, then your legal remedies may be limited because you chose to enter into a contract with full knowledge that the property was in foreclosure and accepted the risk that the property could be foreclosed on the day of your event. Regardless of the assurances that may be provided to you, the better option is to not contract with a venue that is in foreclosure and to find a location that is in good standing.
If the event venue is not in foreclosure it is still essential for you to review your contract carefully and to make sure it specifies what happens with the deposits you have paid in the event the business is closed for any reason.
Alternatively if you own or work for a venue that you know is in foreclosure then it is strongly recommended that you consult with an attorney and make an informed decision on whether you should be advertising your business and entering into contracts that you may not be able to honor. In the end you will end up in litigation and be responsible for paying damages to the individuals who were not able to have their event at your location.
Planning a wedding can be stressful and a lot of work. The last thing you want is to add to your stress by finding out that your event location is no longer in business. Remember that one of the most important parts of your wedding is the location, so do some detective work and ask the right questions so you are not locked out of your own wedding. By taking these additional steps you can reduce the likelihood that your special day will not be ruined or better yet, canceled.
Note: The information provided in this article is for informational purposes only and should not be construed as legal advice. For legal advice please consult with an attorney in your jurisdiction.This information is not intended to create an attorney-client relationship .
Author: Puneet Singh is an attorney and Partner with an event planning company called Ajooba LLC located in California. For additional information please visit their website at www.ajoobaevents.com , e-mail them at creations@ajoobaevents.com or call 209-606-9430.