If you are getting married in 2010 you should have already booked your entertainment months ago. Most couples wait to within 6 months or less to book their DJ or band, this is unfortunate as often the only entertainers left with any open dates are either exceeding the budget or simply no good which is why no one books them. Also what is missed is the opportunity to get to know and become familiar with your entertainers. You should already met the person who will be entertaining at your event. Not the sales person, not a chat on the phone, but physically met in person the person picking your music and following your plan. If you have not already met the person who will be on site at your event, make it a priority. Personality is key, you want to be sure the person gets you, your wants and you feel comfortable. You don’t want someone who might rub off the wrong way or have their own agenda for your part. You have plan you want them to follow.
Do you have a plan? More and more I find that couples really have no idea what they want or have a very general idea. As a Professional Entertainer it is part of what I do to follow your agenda and help you plan out a reception that will flow smoothly. Too often there is no plan and the entertainer is forced to wing it or constantly look for direction which can often lead to them following their own preferred plan which may not suit you. If you don’t have a plan look to a day of coordinator or consult with an experienced professional to help you plan out your entertainment plan, then make sure your Entertainment is online and understands your plan.
Keep in contact. Most people book then forget, and you get filed away with out a second thought until a week or two before your wedding. At least once a month be in contact with your entertainer. There are some benefits like becoming familiar with them, you will build up confidence as your entertainer gets to know you, and you them. They might have some new ideas to share to wow your guests, or as often happens, plans change and with so many people involved it is the best way to make sure everyone is on the same page and up to date. I can’t tell you how often venues change or even the dates and if not for e-mailing or calling my clients once a month I would have been left in the dark. I get calls every summer from brides who’s DJ disappeared or is out of contact leading up to or the day of the wedding.
Make sure you have a contract. A contract is your only recourse to get your money back if your DJ or band doesn’t show up or fails to follow your plan. If you don’t have a contract then your entertainment is not under any obligation to show up. You just gave your money away with no record of what you paid for. With so many people poseing as DJs with no real experience pretending to be DJs for the free food, booze and an excuse to party and get paid for it the risk increases every year of unlucky couples being cheated. If you don’t have a contract with your entertainment I would suggest you draw one up and have them agree to it.
Music lists. In a 4 hour period you can expect to hear between 65-75 songs. It’s good to have a do not play list and have your entertainment agree to this list. Your entertainer should be experienced enough to keep a party lively with out needing t play the macarena, ymca, bird dance, mony mony or any other commonly played song that most people would rather not hear. If your entertainer brags a 20 thousand or more song inventory, they should also know how to use it and not have to lean on a commonly played list of songs that is 20 years old. (yes, there are DJ’s that play the exact same songs, in the exact same order every time they DJ no matter where it is). There is nothing wrong with a short list of songs you know your friends and family enjoy being provided and a professional entertainer will work with you to create a outline of the music you want to hear.
Set up, know when your entertainer plans to set up, how long will it take and other special requirements like power. Most DJs will only need one or two standard wall outlets on their own circuits. Bands may need a 220 outlet (oven socket) or multiple wall outlets. Know how much room they will need so you can set up the room to accommodate there set ups. I would suggest making sure your entertainment sets up no less than one hour before you expect anyone to arrive at the reception location. A professional will offer to set up several hours prior to starting to fully test their set ups. Back up equipment, although rarely needed, is something that should never be left at home. Make sure your entertainment has back up equipment and will bring it to the reception hall. With proper set up time and back up equipment your guests should be welcomed by a neatly dressed setup that is fully operational. Insurance. Is your entertainment insured. Liability insurance will not reduce the risk of potential injury. I can’t say how often I have had kids running around my equipment (when they shouldn’t be) and risk a trip and fall on a cord or stand. Thankfully I have never had to use it because I keep my set ups neat and tidy and tape down my cords. I have had a stand fall on me though because a child was running across the stage and ran into my light stand.
Liability insurance is one of those things that you hope you never need but is none the less necessary. Equipment insurance should also be part of the liability package. You do not want to be billed for the replacement of equipment if a guest gets out of hand (and it has happened) and spills a drink on a mixer or kicks in a speaker. They are risks of the job and just like car accidents are a risk on the road, every vendor should have insurance.