CHOOSING AND MANAGING YOUR ENTERTAINMENT
Your wedding is an
once-in-a-lifetime event in which you and your guests create lasting memories to
share with each other in the years ahead. Special music provides lasting
memories of your rehearsal party, wedding ceremony, or reception dinner and
dance. Music can “make or break” your wedding celebration.
Before you hire a musician
or DJ, ask what style or variety of music is their specialty. Experienced
professional entertainers will provide to you a list of songs or repertoire. Be
sure to take time to read that list and report back any selections you DO NOT
want them to play. Keep in mind that religious customs, preferences and
sometimes church rules prohibits certain music. Ask your wedding officiate to
review the selections for your ceremony. A professional musician or DJ should
ask you about this subject matter; a sign of professional experience. Stay away
from well intentioned friends or relatives who volunteer to perform for your
most important event, “for a song.” Some venues will not allow amateurs to use
the piano or “in-house” sound equipment. Such money-saving ideas should not be
included in the planning for a successful wedding day event.
Find out where the musician
or DJ regularly performs. Visit them while they are on another job. Check out
their web site and verify that their e-mail address/phone still works! Do not be
enamored by a flashy business card or brochure. Call several venues in the area
and ask about the vendor before you give them a deposit. Remember, references
you are given are of people who will give a positive affirmation for that
vendor. Checking with other area wedding event vendors is a better way to go.
Ask about the music
vendor’s policy on consumption of alcohol while they are working for you. Ask
about liability insurance! Be careful that you do not put yourself or the venue
at risk for a claim of liability in the event an intoxicated DJ picks a fight;
it does happen! Make sure your contract prohibits the vendor from drinking while
on the job.
Ask the vendor what time
they will setup and be ready to perform. Usual industry practice is 30 minutes
ahead of schedule. Make this a part of your contract! Make sure your contract
specifies that the vendor will not “tear down” or begin to remove their
equipment until a set time of day or number of hours of performance have
occurred. This prevents an awkward end to an otherwise enjoyable
reception/dinner when your DJ decides it is time to go home.
Ask about back-up equipment
or instruments if they are needed. Does the musician or DJ have a plan in the
event of their unforeseen illness or unscheduled absence? Can a substitute
musician or DJ be provided at the last minute? Get names and cell phone numbers
in case of an emergency. This does happen and experienced professionals are
ready with solutions prior to the crisis.
You must have a signed
written contract or agreement. Be sure the deadlines are explained to you, are
easy to read, highlighted, and of course they need to meet your timelines. Get a
copy of the contract and a receipt for your paid deposit! Make sure that you
understand and are comfortable with the deposit’s return policy, in the event
that is necessary. You may want to negotiate a specific performance clause; a
reputable vender will recognize and appreciate your concerns.
About four weeks before the
event, meet with or contact your musician or DJ to make sure what you want is
what you are going to get. Ask the vendor to sign a final copy of every special
instruction or music request, now! We do get it mixed up sometimes.
And finally, relate your
vendor experience (positive or negative) to the venue management. Either way,
you are contributing to an effort by your area wedding vendor association to
keep their standards high.
