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
- Any song, any artist
- All music styles
- More efficient stage area
- DJ can play dinner, cocktail and dance music
- No breaks
- Better volume control
- Greater musical value
- Two words, "Electric Slide"
- DJ can please more guests
- Only one mouth to feed
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.
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 accommodate 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.
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.
Cancellation
Sometimes unforeseen 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 occurrences.
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.
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