Thought this my be worth sharing. Yes , Another briansredd video on why DJ's charge what they charge. Time spent on event prep.
View: https://youtu.be/rV_epRPaN9g
Putting aside the actual day of time involved... the amount of time dedicated to planning is something I pride myself in and is always recognized by my couples as being extensive, detailed, and creating a sense of comfort that every detail has been covered... especially because they themselves don't know what it is they should be looking out for or how they can further customize their experience to create the exact flow they look for. I haven't done this in a while, but this is a bit of a breakdown of what I do with each and every client.I don't get nervous, but sometimes I feel rushed by a planner when getting into the bridal party intro because they are determined to stay on time down to the exact minute on their itinerary. SOMETIMES.
I will say that most events being 6 hours these days, that rarely happens, and there is some leeway for when the event runs a bit behind from cocktail hour going into dinner. Things felt more rushed trying to get through dinner at weddings back in the 2000s when most events were 4 hours with everything crammed into that 4 hours.
I also feel that I spent less time on Prep in 2023 than any year previous to 2023. Prep has become pretty routine, and I am downloading less and less songs for most weddings this past year compared to prior years. I wonder how 2024 will shape up, but Prep is rarely more than 90-120 minutes all in between phone calls, downloading songs, printing planning forms, and loading my SUV for the next day for a wedding these days. What adds the most time is when I am providing up lighting and I have to bring my up lights into my basement to charge them all up, and get them set and ready for the next day.
Putting aside the actual day of time involved... the amount of time dedicated to planning is something I pride myself in and is always recognized by my couples as being extensive, detailed, and creating a sense of comfort that every detail has been covered... especially because they themselves don't know what it is they should be looking out for or how they can further customize their experience to create the exact flow they look for. I haven't done this in a while, but this is a bit of a breakdown of what I do with each and every client.
- After initial inquiry I send an email with all my info, including my pricing. If they like what they see and are comfortable with pricing, they schedule a consultation
- Consultation = 1 hr long (I answer any questions they have, and then talk to them about my planning process and what they can expect as we get closer). I count this as prep as it helps create an expectation of what the client demands of you and I know wha tto look out for during the more in depth planning that takes place as we get closer.
- Finalization meeting 1 month before wedding - usually 2 Hours long... meeting is 4 parts
• logistics (arrival, design, set up package and room layout, unique questions such as how to handle surprises, are their photogs leaving early, etc)
• formaltiies - go over pronunciations, playback of songs for formalities to make sure it's the right version, guide them as to how formalities play out so they're prepared, and any custom details for any special moment I should be aware of.
• timeline - go over the flow to the night, and understnad what they want to accomplish, such as banging out all the formalities right away, getting dancing started as fast as possible. This also sets couples at ease knowing that you're not gonna be figuring things out on the day of... regardless of your experience.
• music... we go over dinner music vibes, if they want any slow songs, how they want the early vibes to be vs the later vibes when it's more about them and their friends... what genres do they want extra emphasis on... etc
QUICK NOTE about the finalization meeting: The timeline discussed is then shared with the venue and on site vendors to ensure everyone is ok with it and there was nothing missed. This ensures no surprises, no couple being pulled unexpectedly for photos, no delay in dinner or venue wanting to do something different. It's all in writing and is confirmed by all. On the day of we just execute to plan. Only time we mya slightly deviate is because toasts took way too long.
- all music is due 10 days before the event and I spend about 1-2hrs organizing everything in an organized document and getting missing info.
- Final Run Through 2-4 days before wedding - 30 min call to run through everything one final time and make sure nothing has been overlooked. Very much appreciated by couples as it puts them at ease, and minimizes any errors on my end as everyhting has been run through multiple times at this point.
- Day before prep - 1hr organzing all my serato folders for formalities and special items... and other prep like loading van, etc. 1hr.
All in all, each event I do has a minimum of 6.5hrs of prep/planning involved prior to the actual event. Usually more as what I wrote above is the bare minimum involved for each wedding and typially additional questions or conversations involved... sometimes spending just 30 minutes talking about how to do a unique bridal party introduction or pros/cons of getting dancing started asap vs waiting till after dinner. Of that 6.5 hrs avg planning/prepping, half of that is directly with the client and is very much appreciated and is often recognized in the reviews.
I am extremely thorough and organized, and don't rely on my memory alone to get all the details right. This is why I have multiple follow ups after the finalization meeting to ensure no detail is overlooked or misinterpreted, but also a final run through just days before the wedding to ensure we're all on the same page.
When I arrive on the day of, I get there 3hrs+ in advance to not have to rush anything, be relaxed, and be able to speak with the other vendors to make sure we're on the same page and nothing has changed for whatever reason. I don't really have any nervousness because of this approach. I have a very good understanding of what the couple wants to hear on the dancefloor, what's happening timeline wise, and I'm there early enough to do all my sound checks and such. Yes it's on me at that point to execute... but with all the details so clearly laid out in advance, a lot of the pressure is reduced. The only nervousness that does exist is just for the overall event to go great and for my clients expectations to be exceeded.
@DJ Ricky B ... when you say you only spend 2hrs max prepping, including phone calls... it makes me wonder what are you not doing that I am. Are you doing the bare minimum or leaving things to be figured at the event itself. Do the couples feel like things were rushed or uneasy that maybe they didn't discuss things in enough depth as they would've liked. Do you verify which version of a song they want for a special dance or do you just assume it's the original if nothing specific is stated. Do you give couples options and different scenarios so they can customize things to the fullest extent... or do you just wait to be told what to do or say it's done a certain way. Do you just do an online planner and just take that and just confirm things and thats it (a lot of dj's do that here) and then figure it out the day of?
It fascinates me to see how others approach planning.
I didn't include any admin stuff in my time allotment per cleint, but that doesn't really add much time to send an email. I also do not physically meet with clients. Meetings are via phone/video. Overall, here are the differences I see...You certainly spend a lot more time than any other DJ I know when it comes to talking with your clients. I can barely stay awake for 2 hours straight to watch an entertaining movie let along carry out a 2 hour long conversation with people. It's great that you establish that with the couples you DJ with though. If they have that kind of time, and want to hang out and talk with you then that is awesome.
I have not met in person with any of my clients in probably 5 years. 100% over the last 5 years has been google meets phone call, or regular phone call. I have had two zoom video meetings that a wedding planner set up.
I would say my prep time from each event in 2023 looks like this.
Initlial contact is 2 emails, maybe 3 before a phone call is scheduled. - I don't spend a lot of time on this like I used to. Maybe 15 minutes total
First phone call - 20 to 30 minutes Maybe 2 clients a year have their list of 20 questions for me, and those calls might last 45 minutes, but not the norm.
- Setting up client information in DJ Event Planner and generate agreement - 15 minutes
-They sign - Confirmation email - 3 minutes
Months later---
Check in with their Online planning portal information if I notice they have not signed in since they signed their agreement.
-Email to schedule finalization phone call 3 weeks out from wedding - 3 minutes
-They respond, and I check the portal - I start downloading any music that I don't have. They might have sent me a Spotify Play List Link - I like that Playlist so it's saved on my Spotify - 5 minutes
- Download all music I don't have, and create their wedding music folders - 30 minutes (It rarely takes me more time than this these days)
-Print Planning Forms, and have Finalization Phone Call - 30 Minutes (SOMETIMES 45 minutes) - This usually takes place the Monday or Tuesday before the wedding.
-Day before the wedding - Double check that all music is downloaded
Load up Vehicle - 10 minutes to Storage Unit, 20 minutes to load, 10 minutes back home
At this Point I have 2 hours 51 minutes in ALL IN on average. Maybe 2-3 clients a year might be as high as 3 hours 20 minutes...am I missing anything in prep? I am tired right now so maybe there is something I am forgetting about. I only go to the dry cleaners with my suit once every 4 weddings so that's not a part of prep for me.
If I have to charge my up lights, that is additional time carrying my lighting bags into my basement...taking all the lights out to charge, and pre set them, and carry it all back out to my SUV. That could add maybe 45 minutes to another hour of my overall time especially if it's 20+ lights.
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The majority of my couples are super laid back, and trust me enough that even if I just showed up, they'd know I'd do the job well. The difference is they're saying they're laid back or "we don't care" only becasue they don't know what more they should be asking or expecting. It's the job of the professional to be proactive and get ahead of things to avoid any false expectation. For example... the groom asks for Song for Mama by Boyz 2 Men for the mother son dance... its over 5 minutes long. Do you play it in full, cut it short... how short. He's laid back so you don't even bring it up or think to... but the next day after the wedding he may say "the dj was great, but he played my mother son dance way too ___ (insert short or long here)." Just something small that makes a less than perfect experience for your client.I think another thing to factor in when thinking about the planning is the client's wants/needs. When Taso says he plans for 6 hours and has hour long calls, or more, and then I see the photos of his events, I think... yep, that makes sense to me. It seems like he has some of the higher end clients and he is performing on a higher level than what I see others (most definitely myself) here are doing.
My last wedding, no kidding, took about 1 hour of prep time. That is from the first text I got seeing if I was available, over 6 months of waiting, and me loading my truck the day of. They sent me the venue, list of special songs, and that was it. They were a super laid back couple that just said, we don't care, we trust you.
I set up several calls with the Bride and they were all only about 5 minutes. She was just that kind of bride. Super easy to get along with. They were great. Their wedding turned out to be great. I did ceremony and reception for them. I also received the largest tip I've ever received from them.
I do a lot of the "less expensive" type weddings, and for the most part, the clients are pretty simple and easy to please.
The majority of my couples are super laid back, and trust me enough that even if I just showed up, they'd know I'd do the job well. The difference is they're saying they're laid back or "we don't care" only becasue they don't know what more they should be asking or expecting. It's the job of the professional to be proactive and get ahead of things to avoid any false expectation. For example... the groom asks for Song for Mama by Boyz 2 Men for the mother son dance... its over 5 minutes long. Do you play it in full, cut it short... how short. He's laid back so you don't even bring it up or think to... but the next day after the wedding he may say "the dj was great, but he played my mother son dance way too ___ (insert short or long here)." Just something small that makes a less than perfect experience for your client.
Here's another example... the dj for my wife and I's wedding... the song for our intro was not played from the part that my wife expected. We assumed he was going to play the chorus with the words... but instead played another part that was just the beat. Me, I'm not making a big deal about it... but my wife to this day still says "he screwed up". For every formality theres a series of questions I ask.
Here's another... after the couple walks in, what do you do? Do you invite the bridal party to join in... guests to join in and get party started... go right into first dance... or let them dance for 30 seconds? Because I talk it over, I know exactly what is going to happen to create a natural seamless transition based on what THEY want... and more importantly takes away any awkwardness in case the couple is more low key and wants to go right into their first dance. I see many dj's keep the song going for 20-30 seconds after the couple walks in and their just awkwardly standing there while the dj is trying to get them to react.
Its all about the details.
Indochino had custom made suits on sale for not much more than an off the rack suit from somewhere like macy's. Much better fit and customizable features too. Not sure if there's one within the vicinity but worth checking out.On my planning form, I ask how long they want each of their special dance songs to be. I literally have a suggestion of "2 minutes", "3 minutes" or "full song" or they can customize it to fade out at an exact second like "2:20" into the song for example. I ask this question for first dance, and parent dances.
During our finalization phone call I go over this with them, and get more into detail and ask if they are doing a special choreographed dance or not etc.
Probably about 70% of my couples have a hired wedding planner or Day of Coordinator. They are in charge of the time line, and usually send drafts out 1-3 weeks before the wedding day. I go over the bridal party into with the couple during our phone call. For the clients who do not have hired planners, They fill out the timeline on my planning portal, and I go over it in detail with them. Even the weddings I do with planners I usually go over the timeline in detail with the planner on a separate phone call, OR with all of us on a group call/video meeting. I like to think that the planners who love working with me appreciate my detail and I try to go over every aspect of the reception in detail so we are all on the same page.
Most of my couples entrances, the song fades out right as they stand on the dance floor preparing to dance to their first dance. I usually have the crowd give the couple one more big round of applause right before I fade out and go into their first dance.
I even ask the couple if they want me to announce the artist and name of their first dance song, or if they just want me to go right into it. The vast majority of my couples want me to just go right into it. Maybe like 10% to 15% tell me they want me to announce the title and artist so the crowd knows.
This whole thread just made me realize that I need to buy a new suit by the way. My suit is getting old. Time for a new one this year! I will plan to buy a new one in April!
The ultimate compliment....They were a super laid back couple that just said, we don't care, we trust you.