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Simple Math: Filling the Dance Floor a Year Ahead of Time

The equation really is simple math:

Focus on Guests + Delivery of Great Guest Experience = Desired Behavior (Dancing)

But not everyone is good at math, so class begins now – a year before the test.

There are so many factors that can contribute to (or take away from) a full dance floor at a wedding reception or other special event.  Many of these factors have nothing to do with the DJ.  Time and location of the actual ceremony, venue of the reception, weather, parking, traffic all have an influence on the guest experience and therefore on the dance floor itself.  Obviously, we can’t control all of these things, but as entertainment consultants we have to help clients become aware of these factors, control whatever can be controlled and adapt them to contribute to a full dance floor.  This takes careful planning from the very beginning of the planning process.  The actual event may be a year from now, but because there are so many things – let’s call them “dance floor factors” – that can be controlled and need to be planned far in advance, our team’s job is to start filling the dance floor…now.

Great parties don’t just happen. They have to be meticulously planned.  Actually, great parties can “just happen”, but that’s usually coincidence.  When planning the entertainment for an event on the scale of a wedding reception, nothing should be left to coincidence.   One of the very first things I try to do when helping new clients plan entertainment at Jerry Bruno Productions here in Cleveland is to try and get them to see a much bigger picture than just what songs will be on their playlist (which is often the first thing they want to talk about followed closely with concerns over “cheesy DJs”).  My first goal is to get them thinking about all the different elements that can contribute to or take away from a full dance floor, many of which they may not have considered before. Then I can incorporate their vision, personalities and creativity into a plan for their party that is focused on achieving a full dance floor.

I try to get them to think of themselves not so much as bride and groom, but as objective members of an entertainment committee.  This committee often starts with just three members – me and them.  I think it’s important that they be able to step outside of their roles as Bride and Groom and really take an objective look at their event.  From where brides and grooms sit at the Centers of the Reception Universe, everything seems like a good idea, because they are the center of attention.  But what about guest #40 and #41, for example?  Not many brides and grooms consider the correlation between seemingly little things like the hassle of an inconvenient parking situation, for example and how that can specifically effect the dance floor.  And why should they?  As the B&G, they never have to worry about driving, parking or any of that.  But their guests – the specific consumer group our committee should be focused on and that we desire certain behavior (dancing) from – do have to worry about how they’re getting from point A to point B.  The last thing we want #40 & #41 thinking about is where their car is or leaving early to find it.  Our committee has to be focused on what the total guest experience will be and how it effects the dance floor.  Isn’t the idea of inviting “honored” guests, to actually honor them?

I love that moment in a client meeting when I can see the light bulbs light up over the heads of Brides and Grooms and their parents when this concept start to make sense to them.  They immediately start taking notes and start applying these concepts to their own plans.  They can see how the ripple effect of everything that happens that day effects the dance floor 8 hours from now. Suddenly discussions about specific songs and music genres fall away as the bigger picture of planning great entertainment takes center stage.  Suddenly, the planning morphs from being about “my day” to actually planning a great dance party for everyone.

DJs and Bands sometimes can get credit for good things that happen at events that they actually had very little to do with.  If the members of the entertainment committee that are responsible for setting up the structure of the day have done a great job of creating an exceptional guest experience, they probably have delivered a crowd of people to the DJ who are ready and willing to dance and probably will despite the fact that the actual DJ might not be the best DJ in the world.  Because the guests had a great all-around experience, they might walk out of that reception saying the DJ was great because the dance floor was full all night!

This goes both ways.  Sometimes we get blamed for things we had nothing to do with.  A DJ could be the greatest MC and Event Host ever.  She carefully planned and rehearsed a creative, personalized Grand Entrance.  She contacted the other vendors in advance to share timelines.  She made professional and eloquent announcements. She played a great mix of music all night.  But if the other members of her committee dropped the ball and only focused on 2 people as opposed to 200, the dance floor may be empty at 10:00.  What do the guests say then?  “That DJ wasn’t very good.  No one danced”.

The point is is that this is all show business, even for the Bride and Groom. We all have to work as a team to appeal to the largest possible audience/customers/guests.  Otherwise, why were they invited?

There will be a test.

 

5 Tips for Wedding DJs

By: Allan Reiss, product manager for CHAUVET®

When it comes to DJ-ing a wedding, the set up and entertainment you provide can mean the difference between an extraordinary event and a disastrous nightmare. There are a million things to keep in mind when it comes to working with your clients and preparing for the event: is my lighting rig enough or should I add more, what type of crowd will it be, do I know exactly what the bride and groom expect of me, etc.

Here are five general tips to keep in mind as you prepare to DJ a wedding:

1. Upsell, upsell, upsell.
You can upsell just about anything in your lighting rig to the bride and groom, wedding planner, or whoever is making the decision.  Extra money can be made by offering custom gobos, programmed lighting, wall washing, table spotlighting and so much more. Remember to let them tell you no – there’s a fine line between making suggestions and being pushy.
2. Bridezillas are always right.
The client is always right even when they’re wrong, and don’t ever forget it. Even if there is a discrepancy between what the contract states and what the bride is currently saying, she is still right and if questioned has the potential to turn into a bridezilla right before your eyes. Go with the flow and do what they ask. You want them to happy and you want them to recommend you to their friends for future events.
3. Less is more.
Sometimes less is more – just like putting on makeup.  Putting lights all over the room, dance floor, tables, truss and everywhere in between can be overkill.  If you set up your lights correctly, it can create a tasteful and enchanting ambiance.
4. Position, position, position.
Positioning your lighting fixtures is so important and can change the ambiance from “blah” to “holy cow batman!”  If a light is positioned poorly, how do you expect it to look good? You can’t have fixtures sticking out all over the venue, providing uplighting to the wrong area, or shining in people’s faces. Pay attention to what your clients want and strategically place your lighting fixtures.
5. Make sure the room has depth.
While tip three says less can be more, if done correctly, lighting the dance floor, bride’s table and the wall behind it can create a 3D effect and provide depth.  Choose contrasting colors that blend well, but make sure you abide by the contract.

Interactivity At Wedding Receptions

The concept of DJ interaction, especially at wedding receptions, has been quite a controversial subject within our industry. Often when thinking about interaction, we picture a DJ we’ve seen or heard of who crossed the line into being intrusive or obnoxious. Therefore, perhaps the best place to begin is with a working definition of interaction. For our present purpose, interaction will be defined as the DJ using his or her personality to connect with the guests throughout the event. With that definition, you can see that there are thousands of ways that DJs can interact, depending on their own personality.

Personally, I am a high-energy kind of guy; this is my nature. My energy and enthusiasm for making an event a party is what I use to connect with the guests. It’s not my nature to be able to stand behind a console, do basic announcements (which are, by the way, interaction) and remain distanced from the participants at a celebration. I become a part of the party. My energy sets the tone and sends the message that we are all here to have fun! My approach may not be right for you. The important thing is to find an interactive style and a level that is comfortable for you, and use it to make the most out of every event.

I’ve been in this business now for over 20 years. Most of my clients have either seen me at events or are referrals from other clients. By the time we sit down for our consultation they have viewed my video and are already familiar with my style. Therefore, when doing the planning meeting I do not ask direct questions concerning interaction. It does come up indirectly as we review the planner and discuss the events. Because I have developed a reputation for my high-energy approach I will not accept a job that isn’t a good fit with my personality. There may be other potential clients at this event. I will not compromise my reputation or deal with the stress of deviating from who I am naturally. If you do not yet have a strong identity in your market, you may want to discuss interactivity in more detail during the client consultation.

I begin to build energy and excitement with the bridal party members. When they arrive, while double checking the order of their entrance and pronunciations, I remind them that the ceremonial part of the day is now behind them and that they can now cut loose and have a great time. I tell them that the introductions are their time to shine. I use my voice and the music I choose for the introductions to set a tone of energy and excitement. This encourages them to make a great entrance.

After we do the Grand Entrance we go directly into the formal dances, Blessing, Toast, and the meal. Therefore, we have brought the energy up in the room and need to let it drop right down again. We do open the dance floor between meal courses, therefore we can maintain some degree of a party atmosphere.

I do not use props as an add-on or upsell and use them sparingly during an event. While I’m high-energy, you will not see me out there in a chicken suit or trying to force a groom or best man to don a chicken head. I know that this works for some DJs, but it is not my personal style. I don’t force myself or guests to become involved in a way that just isn’t comfortable. That tends to defeat the purpose and will, quite frankly, work against the reputation you are trying to build.

I believe that one of the best ways to enhance your skill at interaction is to know your music. Know the story a song is telling and how the instruments and vocals are used to tell that story. In this way you can lead your guests into that story through the use of simple props, participation dances, shout-outs, and other ways that let your guests become a part of the music. Let me describe a few examples.

During the first open dance set I generally start out with “Old Time Rock n’ Roll.” I want the send the message that the party has begun. I get up on one of my speakers with a hat and inflatable sax. The energy is contagious. After the sax solo I throw the instrument over my shoulder and get the dance floor’s hands clapping. This is followed by “Celebration” during which I encourage the “Yahoo!” shout-outs. If the energy isn’t up to speed yet I’ll encourage them with a feigned yawn and “Tell me when you’re ready to party!” I usually follow this with “Copacabana” as I dance and lip sync through the song. Sometimes I’ll find one of the older women, introduce her as “Lola” and lip sync the song to her. The point of all this is to pull the people into the music and keep things energetic. Here are some other ideas:

Family Feud Face-Off – While people are still on the floor, as a song is fading down, I’ll begin to set this routine up by explaining that during our consultation “Suzy” told me that her family was wilder and crazier than “Bob’s.” “Bob” didn’t agree with this one bit and told me his family was crazier by far. This got to be quite an argument and that now we were going to prove which of them is right. I split the bride’s family and the groom’s family onto opposite sides of the dance floor. For this routine I use a remix of “We Are Family” and have each side do a practice round by letting out a scream. As the song continues I have each side take turns singing/yelling as loud as they can while dancing. About 30 seconds before the song ends I do a final round. “One last time, let me hear “Suzy’s” family. Now let me hear “Bob’s” family. At the end I always declare it a tie because “Now you are all one big happy family.”

Chorus Line Challenge – The set up for this routine is to tell them that the last reception I did, they had the largest chorus line I’ve ever seen. I then throw out a number, let’s say 42. I then challenge them to top that number. This is done to New York, New York. As the dance floor gets fuller I have them curve around till they form a circle. This is also a great set up to move into specialty dances like the Chicken Dance or some ethnic favorites.

Macarena – The Macarena is still popular in this area. To break up the routine, have them do the moves backwards. I always get out there with them and lead dances like this and the Electric Slide. For me it’s about becoming a part of the party. You may feel more comfortable dancing behind the console or just calling out the moves. Just find a way to stay involved!

Latin Line Dace Set – I teach and lead line dances to Mambo #5 – Lou Bega, Maria – Ricky Martin, and Coco Jambo – Mr. President. The steps for these can be found here in DJU. Bill Willets of Long Island created the Mambo #5 dance that I teach. Russ Harris in Chicago designed the basic steps for Maria and we reworked them a bit. I presented the Coco Shuffle and it won an award at the DJ Times Show in Atlantic City in ’97. A word of caution with teaching line dances…practice, practice, practice. Make sure you know the steps well and are comfortable with them. When you are practicing, speak out the instructions so you can easily instruct and dance at the same time. If you aren’t sure you can do it well, it’s best to not do it with a group until you know you have it mastered.

DJ Spiral of Death – I start this by teaching the Coco Shuffle. After we do that, “Party Time” by Gloria Estafan. That is when I pass out the leis, maracas and hats and start a conga line. Bring the line around the room then back to the dance floor. Once back, start a circle and when you reach the end, step to the inside of the circle. Now, just let it spiral in towards the center. When you run out of room, you as the leader, turn to the right and bring the conga line back through the circle, traveling in the opposite direction until you make your way back out. Then keep the circle going and do the “Reverse Circle Dance”! You do this by having two people go into the center of the circle. Then call for them to go to the outside and get new partners, then you have four. Continue this until your circle is sufficiently broken and then call everyone still left around the perimeter to join the others lined up on the dance floor. Now repeat the Coco Shuffle to the house Remix, which is a faster version.

As I’ve stated, it is my style to use my energy and become part of a party. That comes naturally to me. You might believe that what comes naturally for you is to remain laid back. I invite you to challenge that belief by first making small changes in the way you relate with your guests at receptions. This might mean that you first begin to talk a little more. Use some of the energy you see on the dance floor instead of your own as a starting point. Find the “natural leaders” in your crowd and use them to head up your conga line. Use your bridal party, you know their names. Small comments like, “Look at Steve go! Who can outdo Steve?…there’s your challenge ladies and gentlemen.” Become friends with your bride and groom first during the consultation. Become friends with the bridal party as you’re organizing them to come into the room. Once you’ve made allies they will be helpful in your interactive efforts throughout the evening. Most of all, have fun and let it show that you are having fun. I guarantee that you will reap the rewards for your efforts in more referrals.

Bridal Show Basics

The concept of DJ interaction, especially at wedding receptions, has been quite a controversial subject within our industry. Often when thinking about interaction, we picture a DJ we’ve seen or heard of who crossed the line into being intrusive or obnoxious. Therefore, perhaps the best place to begin is with a working definition of interaction. For our present purpose, interaction will be defined as the DJ using his or her personality to connect with the guests throughout the event. With that definition, you can see that there are thousands of ways that DJs can interact, depending on their own personality.Personally, I am a high-energy kind of guy; this is my nature. My energy and enthusiasm for making an event a party is what I use to connect with the guests. It’s not my nature to be able to stand behind a console, do basic announcements (which are, by the way, interaction) and remain distanced from the participants at a celebration. I become a part of the party. My energy sets the tone and sends the message that we are all here to have fun! My approach may not be right for you. The important thing is to find an interactive style and a level that is comfortable for you, and use it to make the most out of every event.

I’ve been in this business now for over 20 years. Most of my clients have either seen me at events or are referrals from other clients. By the time we sit down for our consultation they have viewed my video and are already familiar with my style. Therefore, when doing the planning meeting I do not ask direct questions concerning interaction. It does come up indirectly as we review the planner and discuss the events. Because I have developed a reputation for my high-energy approach I will not accept a job that isn’t a good fit with my personality. There may be other potential clients at this event. I will not compromise my reputation or deal with the stress of deviating from who I am naturally. If you do not yet have a strong identity in your market, you may want to discuss interactivity in more detail during the client consultation.

I begin to build energy and excitement with the bridal party members. When they arrive, while double checking the order of their entrance and pronunciations, I remind them that the ceremonial part of the day is now behind them and that they can now cut loose and have a great time. I tell them that the introductions are their time to shine. I use my voice and the music I choose for the introductions to set a tone of energy and excitement. This encourages them to make a great entrance.

After we do the Grand Entrance we go directly into the formal dances, Blessing, Toast, and the meal. Therefore, we have brought the energy up in the room and need to let it drop right down again. We do open the dance floor between meal courses, therefore we can maintain some degree of a party atmosphere.

I do not use props as an add-on or upsell and use them sparingly during an event. While I’m high-energy, you will not see me out there in a chicken suit or trying to force a groom or best man to don a chicken head. I know that this works for some DJs, but it is not my personal style. I don’t force myself or guests to become involved in a way that just isn’t comfortable. That tends to defeat the purpose and will, quite frankly, work against the reputation you are trying to build.

I believe that one of the best ways to enhance your skill at interaction is to know your music. Know the story a song is telling and how the instruments and vocals are used to tell that story. In this way you can lead your guests into that story through the use of simple props, participation dances, shout-outs, and other ways that let your guests become a part of the music. Let me describe a few examples.

During the first open dance set I generally start out with “Old Time Rock n’ Roll.” I want the send the message that the party has begun. I get up on one of my speakers with a hat and inflatable sax. The energy is contagious. After the sax solo I throw the instrument over my shoulder and get the dance floor’s hands clapping. This is followed by “Celebration” during which I encourage the “Yahoo!” shout-outs. If the energy isn’t up to speed yet I’ll encourage them with a feigned yawn and “Tell me when you’re ready to party!” I usually follow this with “Copacabana” as I dance and lip sync through the song. Sometimes I’ll find one of the older women, introduce her as “Lola” and lip sync the song to her. The point of all this is to pull the people into the music and keep things energetic. Here are some other ideas:

Family Feud Face-Off – While people are still on the floor, as a song is fading down, I’ll begin to set this routine up by explaining that during our consultation “Suzy” told me that her family was wilder and crazier than “Bob’s.” “Bob” didn’t agree with this one bit and told me his family was crazier by far. This got to be quite an argument and that now we were going to prove which of them is right. I split the bride’s family and the groom’s family onto opposite sides of the dance floor. For this routine I use a remix of “We Are Family” and have each side do a practice round by letting out a scream. As the song continues I have each side take turns singing/yelling as loud as they can while dancing. About 30 seconds before the song ends I do a final round. “One last time, let me hear “Suzy’s” family. Now let me hear “Bob’s” family. At the end I always declare it a tie because “Now you are all one big happy family.”

Chorus Line Challenge – The set up for this routine is to tell them that the last reception I did, they had the largest chorus line I’ve ever seen. I then throw out a number, let’s say 42. I then challenge them to top that number. This is done to New York, New York. As the dance floor gets fuller I have them curve around till they form a circle. This is also a great set up to move into specialty dances like the Chicken Dance or some ethnic favorites.

Macarena – The Macarena is still popular in this area. To break up the routine, have them do the moves backwards. I always get out there with them and lead dances like this and the Electric Slide. For me it’s about becoming a part of the party. You may feel more comfortable dancing behind the console or just calling out the moves. Just find a way to stay involved!

Latin Line Dace Set – I teach and lead line dances to Mambo #5 – Lou Bega, Maria – Ricky Martin, and Coco Jambo – Mr. President. The steps for these can be found here in DJU. Bill Willets of Long Island created the Mambo #5 dance that I teach. Russ Harris in Chicago designed the basic steps for Maria and we reworked them a bit. I presented the Coco Shuffle and it won an award at the DJ Times Show in Atlantic City in ’97. A word of caution with teaching line dances…practice, practice, practice. Make sure you know the steps well and are comfortable with them. When you are practicing, speak out the instructions so you can easily instruct and dance at the same time. If you aren’t sure you can do it well, it’s best to not do it with a group until you know you have it mastered.

DJ Spiral of Death – I start this by teaching the Coco Shuffle. After we do that, “Party Time” by Gloria Estafan. That is when I pass out the leis, maracas and hats and start a conga line. Bring the line around the room then back to the dance floor. Once back, start a circle and when you reach the end, step to the inside of the circle. Now, just let it spiral in towards the center. When you run out of room, you as the leader, turn to the right and bring the conga line back through the circle, traveling in the opposite direction until you make your way back out. Then keep the circle going and do the “Reverse Circle Dance”! You do this by having two people go into the center of the circle. Then call for them to go to the outside and get new partners, then you have four. Continue this until your circle is sufficiently broken and then call everyone still left around the perimeter to join the others lined up on the dance floor. Now repeat the Coco Shuffle to the house Remix, which is a faster version.

As I’ve stated, it is my style to use my energy and become part of a party. That comes naturally to me. You might believe that what comes naturally for you is to remain laid back. I invite you to challenge that belief by first making small changes in the way you relate with your guests at receptions. This might mean that you first begin to talk a little more. Use some of the energy you see on the dance floor instead of your own as a starting point. Find the “natural leaders” in your crowd and use them to head up your conga line. Use your bridal party, you know their names. Small comments like, “Look at Steve go! Who can outdo Steve?…there’s your challenge ladies and gentlemen.” Become friends with your bride and groom first during the consultation. Become friends with the bridal party as you’re organizing them to come into the room. Once you’ve made allies they will be helpful in your interactive efforts throughout the evening. Most of all, have fun and let it show that you are having fun. I guarantee that you will reap the rewards for your efforts in more referrals.

Ineffective Habits: Screwing Up a Bridal Fair

Randy Bartlett laughs when he remembers the first time his company ever rented a booth at a bridal fair. “It cost me $200 for a booth and I was charging $200 to play for a reception back then, so basically I figured if I could book one reception I’d break even. In fact, I didn’t have any bookings at the time and had never even DJ’d for a wedding, so I thought this would be pretty cool.

“What an amazing joke that was,” he continues. “People were asking me, ‘So, how long you been doing this?’ and I was saying, ‘Ha, you guys think I’ve done a wedding before? Isn’t this great!’ They’d think I was just so funny and they’d book me!”

Actually, Bartlett’s story is not so unusual. Many of us can recount bridal shows where we appeared practically side-by-side with guys blasting their favorite home stereo system and dressed in a t-shirt and jeans. But if you own a large multi-system mobile DJ company and have to keep a dozen or more units on the road every weekend, appearing at bridal fairs to maintain your schedule is likely a must.

In fact, bridal fairs are arguably the number-one source that some large companies utilize to gain reception bookings.

But what can a company do to maximize the money they spend on this method of attracting gigs? Let’s find out by taking a look at some ways in which we could spend lots of money on bridal fairs but still be guaranteed not to have brides sign contracts with our companies.

1. To save money, work your booth alone or with your wife/girlfriend.

Sure, why waste your hard-earned profits on having your employees spend their weekend day off trying to help you sell your business? Besides, you’re the best salesperson your company has!

“Back in the day, I would try to work these bridal fairs by myself,” says Randy Bartlett of Premier Entertainment in Sacramento, California. “After all, I’m by far the best salesman for my company, but that also became a big problem. Brides and their mothers would come to my booth in batches, and suddenly I’d have six brides who would start listening to different parts of my presentation at different times, and I couldn’t really devote my attention to any one of them anyway. And then I’d have these great DJs of mine who weren’t necessarily good salespeople, but when I’d bring them into the booth it would also create problems.”

Opinions on properly staffing a bridal fair booth range from taking the time to train your staff to sell properly to actually hiring professional salespeople to run your booth.

“We don’t spend a lot of money on a fancy booth,” says Robert Arthur of Invisible Touch in Anaheim, California, “but I spend a lot of money on the staffing of the booth. I’ll get enough guys to make sure we have coverage-five or six people in case we get swamped. Our philosophy is to go out there and have fun, and go out and be who we are.”

And if you would send out a handful of staff to provide adequate coverage at a large and important wedding reception, why would you try to cover an intense sales pitch session alone with dozens of prospective brides?

“Actually, I remember this one mobile DJ who used to run a fantastic booth,” says Bartlett. “He’d hire professional salespeople to come run his booth for him. He’d go out of there with 27 bookings, and I’d walk out with 2-and both of them people I’d already talked to in my office before the show!”

2. Don’t worry about where your booth is set up for the bridal show.

Why should it matter where your table is located in the exhibit hall, since the brides will be visiting all over anyway? Just grab the quickest table to the door so you can head out as soon as it’s over!

When my own personal DJ company used to do bridal shows, we would make sure the show was limited to only one other DJ vendor, and then we’d have the sponsors set our booth up at one end of the sales floor and keep company at the other end. That way we our music and interactions weren’t interfering with the other DJ service, plus the sponsors could use each of our sound systems to broadcast the times of the fashion shows and winners of door prizes.

According to Siracusa, where a company’s booth is located is essential to the success of their event. “Be very, very conscious of where your table is located,” he says. “You don’t want to be in a corner. As you walk in you want to be to the left of the door.”

3. Don’t give anything to the brides to help them remember your company with.

Since when brides-to-be come to a bridal show they’re quickly issued a large plastic bag they will soon fill with brochures, postcards, coupons, fliers, business cards and business samples, certainly anything you could give them would simply be ‘lost in the shuffle.’

“Ah yeah, leave something for brides to remember us by,” reminisces Russ Harris of Chicago’s Show on the Road Productions. “One year we passed out balloons with ‘Show On the Road’ on it tied to a CD brochure we had made up beforehand. We went into a studio and had this done, with ‘brides’ and ‘grooms’ asking us questions about our company; things like: ‘I want a small light show but my fiancee wants a big light show. What do you suggest?’ And then our announcer would answer, ‘Well, you could choose between this and that . . .’ These brides would take home these CDs, which also included sample songs, and they left an impression on those brides’ minds.”

4. Don’t worry about getting ‘the live spot’ MCing the fashion show.

Why bother with the extra time and effort of providing sound and lighting for a bridal show’s fashion show, especially since it often costs considerably more than having a booth? Besides, appearing before all those people at once would increase the likelihood of screwing up in front of everyone!

Gerry Siracusa of Gold Note Entertainment in New Jersey has been appearing at bridal fairs for over six years, but says he dislikes the prospect of being simply one of eight DJs sitting around in a room handing out literature.

“Once you put a performance in, that puts you above and beyond the rest,” he says. “Of course, that’s a double-edge sword too, because if you take a live spot and you suck-if you haven’t put a lot of thought and organization into it-it will be your damnation.”

When Show on the Road does sound and lighting support for bridal shows, Harris says people recognize them as the company that does the show. “People tend to remember you afterwards,” he says. “And to make sure that impression lasts long, we use a Martin Image Scanner that uses transparencies you run through a regular copier. At bridal shows when they do our plug in the middle of the fashion show, we’ll turn our Image Scanner on and this heart will suddenly appear up on the ceiling in a gobo, rotating around with a bride and groom’s name on it. They get a lasting impression.”

According to Harris, a live show involves lots of high energy, several dance routines, and a question and answer session in which people get to throw out different ideas. “We encourage responses, and we like to get people up and on the stage with us to see how we do things. It’s usually only 20-25 minutes, using a spinner, at least three MCs, and then dancers. We set up a whole system and sometimes a light show.”

“Try to get the live spot,” Siracusa advises. “Put the time in. It’s extra money, usually double or triple, but if you put the extra dedication and time into doing a live show, you’ll do very well.

5. Have your staff simply stand behind your booth and hand out materials.

Keep in mind that your staff is likely to be exhausted from the busy party you performed at the night before the bridal show. Allow them to stay seated behind your booth. Besides, there are way too many potential clients for them to be able to spend the necessary time with each one, so why should you even try?

“Actually, just standing there would make you just another DJ, the same as everyone else,” says Arthur. “Say you’re a single-unit operator and you hire your wife to come to the bridal show because you have a gig that day. You’ve got the wife there and maybe another assistant who just hand out materials to people as they come up. They’ve done absolutely to cause the bride and groom to think your company is unique.

“Basically Invisible Touch goes into a bridal show and say, ‘Okay, we’re the most expensive. Find out why!’”

6. Tick off the other vendors at the show by being loud and obnoxious with your interactions.

Getting up and performing in the middle of a bridal show rocks! You get to monopolize the attention of the brides who are there to get information on all aspects of their reception, and who cares about the other vendors? They aren’t the ones who hire you!

“I used to do this too, back when I started doing weddings back in college,” says Harris. “At the first couple bridal shows I would get up and we would do YMCA or Shout or whatever in front of all the traffic in malls. But businesses would get interrupted, and people couldn’t pass by because everyone was doing the YMCA with us. It worked, but we were ticking everyone off, including the vendors next to us.”

In fact, there was one company in Harris’ market a few years ago that was kicked out of doing bridal shows because they kept on holding up traffic and irritating the other vendors. “You don’t want to tick off the other vendors who could potentially refer you,” Harris says of a lesson learned, “because bad news travels faster than good news.”

Of course, this doesn’t mean that we can’t do interactive skits that involve the brides and get their attention. Mobiles simply have to use their heads and do these things in moderation. And when done correctly, many mobile companies find this is a great way to make your company stand out.

“We might put on sunglasses and hats and the YMCA headgear, and we’ll give out trivia prizes,” explains Arthur. “We’ve had situations where there’s been a line going into the fashion show, and our booth has been right in front of this line. Rather than DJing or MCing the fashion show, we’ll hand out glow necklaces to all the brides in the line and teach them an interactive dance, and then we’ll tell them that if they want to have fun at their wedding reception they should come back to our booth after the fashion show.”

7. Talk down your competition at the show.

You subscribe to this magazine. You attend all the major DJ conventions. You’re the member of a national association of mobile DJs. And you network with other quality companies around the country. Since your own company is so much better than any of the other mobile DJ services in your area, let the brides who come to the show know all the sordid details about your competition. You’ll be saving them the grief of finding out later for themselves.

“No matter how fast it travels around before it gets back to you, that stuff gets around,” warns Harris. “That’s one things I’ve taught my guys not to do. We want to educate brides, and to give them something they can remember. We’ll give them an idea we do at our weddings-a lot of twists in the regular traditions.” They’ll usually end up laughing, and then they’ll put a star on the envelope we give them to remind themselves to check into our company more. Basically a lot of the other guys just badmouth their competition so they can talk about themselves. I’ve seen it happen, and those people don’t last long in the shows.

“I always thought I sucked at bridal fairs,” admits Bartlett. “It was an attitude more than anything else. The reason I thought I sucked was because of my arrogance. I would look at these other DJs who were there and I would think to myself, ‘I know about these guys. I know I’m better than them. And it was really tough for me to be out there and to be a commodity. The reason I worked so hard to improve my referral base was because I hated it when people would simply come up to me and say, ‘Hi, how much are you? Okay, thanks, hi, how much are you?’ And in their minds, a DJ is a DJ; we’re all commodities.”

8. Try to book as many receptions as possible at the show.

Get a credit card setup, offer 15% off the price of a basic reception package, and see if you can’t book enough deposits to pay off your biggest credit card! Sure, you’ll be working for a lot less than usual and the quality of clients might not be so great, but you’ll have cash!

“I don’t think you can book gigs at shows very well,” says Bartlett. “From my perspective, I even hate discounts at a bridal fair. When you say, ‘Hey, if you book us today you’ll get $100 off!’ that’s creating a commodity. You’ve now made yourself like everyone else there. I also hate the pressuring manner of asking someone to book at the fair. I don’t think the decision to book a DJ is something someone should make as a spur-of-the-moment decision.”

“We never try to book at the show, never,” says Arthur. “We don’t try to get deposits at the show and we don’t give major discounts. I used to, but I don’t believe in that anymore. The only discount we give, in fact, is if a bride and groom come into our offices for an appointment-and that’s only a small discount. We don’t pull out the credit card machines and book masses of people. If we were to give $300 off our packages when they book at the show, we could probably book a lot of people-but then we’re washing away our profit.”

9. Try to convince the brides in attendance that you’re something you’re not.

Even if you’re an entertainer who specializes in throwing hugely interactive parties, it’s best to succumb to tradition and appear at bridal shows to be a formal and laid-back businessperson. Who cares what kind of company the bride thinks she’s hiring, as long as we get paid!

“Let’s say a DJ company is wild and crazy at a gig,” suggests Arthur. “They’re into using props and teaching dances, and that’s their style. But when they’re at a bridal show they’re dressed in a fancy tuxedo and are just standing there, barely smiling, and handing out brochures. They’ve just ruined any chance of showing who they are as a company.

“You might get the argument that you don’t want to be too wild or have the music too loud at a bridal show, because you don’t want to get the other vendors upset. Well, our philosophy is to have fun, not play the music too loud, and do exactly what we would do at a job.

“If we have 1000 brides at a show, and if we can get 50 of those 1000 brides who believe sort of the same way we believe, then I’m a happy camper. If it’s a bride who walks by and sees us doing an interactive dance of some sort and thinks it’s stupid, I don’t want her business anyway.

In fact, Arthur had just performed at a reception the Saturday before being interviewed for this article for a bride who had been introduced to his company at a bridal show the previous year. “That couple loved us because we did exactly what they saw us do at the bridal show,” says Arthur proudly. “We fulfilled what we promised. We matched what they’re looking for, and if they don’t like what we do then they’re not for us anyway.

10. If you don’t need to do bridal fairs for more business, turn them down even if requested by your preferred and referring halls.

If your Saturdays are already booked for the summer of 2001 and you’re in fact already starting to fill up for June 2002, why face the flea-market mentality of a bridal show-even if invited to do so by a hotel that regularly refers your business?

“We built our business with bridal fairs, no question,” admits Bartlett. “The first three years we were in business I think I did every bridal fair that came into town. I did them in shopping centers, I did the free ones, I did the expensive ones. Once we got into our fourth year, though, we started cutting back gradually. It was the same thing with Yellow Pages ads-when we first started in business we had a large ad, and then the ad shrunk and became an in-line ad, and then a single-line ad. Now it’s all single-line ads and the only bridal fairs I do would be at facilities who do their own in-house events.

Yes, you heard it right-even Mr. Anti-Bridal Fair Bartlett will occasionally do a bridal fair!

“It’s more like these places will want me to set up a system for an event they’re putting on with their preferred vendors,” he explains quickly. “I don’t do it for the business I’m going to generate, but you don’t refuse to come out and do sound for a preferred vendor who uses your company a lot.”

Randy Bartlett on Bridal Fairs:

Never Again!

“I got lucky. It turned out that I was pretty good in this industry, but most guys in my experience has been that people who are at bridal fairs are either new in the business, bad in the business-or they’re the big companies who are just trying to book tons of events. The guys I know who are really top-notch DJs, none of them do bridal fairs anymore. They all did at one time, but none of them do it anymore. Why would you spend $1000 to appear at a bridal fair if your business is all referral? We get calls from prospective brides asking if we’re going to be at a bridal fair, and we simply say no. And then we tell them why.”

“The problem I found with being the MC is that all the people say, ‘Wow, he’s really good!’ but the other guys with the other companies simply say, ‘Yeah, we do all of that too, but I’m $200 less.’ I try to get these other DJs on the microphone as much as I can, because every time they’d get on the microphone my stock would go up because I’m much better than they are on the microphone.”

“That’s why back when I did them I really liked the bridal fairs that charged an admission price,” says Bartlett. “People who were really serious would come by.”

“One of the things I pushed for was to have a workshop on “Choosing Your DJ, Seven Secret Steps,” and then I’d have them put me on a panel with four other DJs. Let us just sit and talk, and when they see us side by side they’ll realize there’s a big difference.”

Weddings 101: Pre-Wedding Planning & Preparation

Before the Reception, Plan to SucceedIn this section, we will talk about what happens after you have made the sale. We will talk about using a basic wedding planner to create a roadmap for you and the client, your attire, and some other pre-planning ideas that will help you develop a superior level of service.

Let’s start with the planner…

Why even use a written planner?

When you consult a couple planning their wedding, most are savvy enough to ask a DJ what they offer to help them prepare and if they have a written planner. If they are not thinking about the reception preparation, offering the written planner will give the couple the perception you are organized and have their best interests at heart. It also gives the couple items to think about that they may have not considered up to this point in their planning. Providing copies of your completed planner to the wedding vendors such as photographers, caterers, venue managers and videographers will allow you to be on the same page with everyone. It will also allow everyone to see what the bride wants, recorded in her own handwriting and words.

Using a written planner also has positive benefits for the DJ, not just for the client. It allows you to add to your image as a well-organized, professional entertainer. If someone has a question for you or wants to know what is happening, the information is immediately available for you. There is no having to remember what should happen, or what to do, when you have it written down. In planning for future weddings, you can refer back to planners from receptions that were a clear success and utilize what worked for them. Conversely, you can refer back to the less-than-perfect weddings, and keep notes of what you would like to improve on.

Having a written planner also gives you a record of the day for your files. If an unhappy bride and groom claim that you did not honor their wishes, you can refer to the documents they filled out for you. It gives you a weapon if an event comes back to haunt you.

To prepare your written planner, you will need to understand what happens at a wedding reception, and when does it happen.

Here are the typical items that take place at a reception and the order they usually take place in:

- Guests arrive

- Bridal party arrives, formal introduction of wedding party and bride/groom into the room

- Receiving line

- A blessing is given

- Meal is served

- After meal, Best man gives a toast

- Cake is cut (also a possible Groom’s cake)

- First Dance

- Father/Daughter dance

- Mother/Son dance

- Parents and/or bridal party dance

- Money Dance

- Bouquet toss

- Removal of Garter from Bride’s leg

- Garter toss

- Dance for the garter/bouquet toss winners

- Last dance for the night

With this information, you now can begin to put together your reception information sheet and discuss events with the bride.

Sample:

Here is a sample, taken from the archives of the Georgia Mobile Disc Jockey Association:

Bride’s Name:

Groom’s Name:

Bride’s Mailing Address:

Home Phone:( )

Work Phone:( )

Fax:( )

Wedding Date/Time:

Wedding Location/Address/Phone:

Reception Date/Time:

Reception Location/Address/Phone:

· Reception Begins: (time) ______________

· Reception Ends: (time) ______________

· DJ begins music: (time) ______________

· Will there be a: (check one)

o Cake only

o Appetizer

o Buffet

o Full dinner

· Blessing before the meal? Who will say it? ______________________

· Guests wait until Bride and Groom arrive to begin eating?

· Would you like the DJ to announce the Bridal Party? (Time:) _________

· Just BRIDE and GROOM announced? (Please supply names of ALL people to be announced, including their relationships.)

· Will there be a Receiving Line at the reception?

· Bride and Groom begin dancing after introductions?

· Bride and Groom begin dancing after eating?

· First Dance song: __________________________________ Artist _____________________________ Time __________

· Father/Daughter Dance song: _______________________ Artist _____________________________ Time __________

· Mother/Son Dance song: ______________________________ Artist _____________________________ Time __________

· Bridal Party Dance song: ____________________________ Artist _____________________________ Time __________

· Photographer’s Name _____________________ Phone: _____________ (scheduled time to leave) _____________

· Videographer’s Name _____________________ Phone: _____________ (scheduled time to leave) _____________

· Bridal Consultant’s Name _____________________ Phone: _____________ (scheduled time to leave) _____________

· Favorite Songs or Artists __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________

· Special Dance or Family Tradition? ______

· Toast time: ________

· Best Man Toast?

· Maid of Honor Toast?

· Parent toasts? (Please specify which: _____)

· Bride toast?

· Groom toast?

· Other toasts?

· Cake Cutting time ____________

· Is there a Groom’s Cake? ______

· Will there be a money dance?

· Will there be any special dances?

· Bouquet Toss time ____________

· Garter Removal & Toss

· Garter placed on bouquet recipient

· Last Dance ________________________

More reception planner material can be found in the archives at dju.prodj.com.

The First Thing…

you will note is that there are lots of specialty events and dances at a reception, but not every couple wants every one of these at their event! For example, the couple may opt not to have a receiving line or many of the dances after their first dance. This is OK. They can pick and choose what their entertainment wishes will be. Here are the events that make a ‘bare bones’ minimum reception:

- Introduction of the bride and groom

- Meal

- Toasts

- Cake cutting

- First dance

- Bouquet/Garter toss, removal, placement

- Last dance

Somewhere between the full event reception and the ‘bare bones’ is where a majority of clients select their options.

It is also important to note that the client may want events arranged differently, and some events to take place at different times, depending on what part of the country you are located in and the wishes of the client. This process is known as customizing a wedding. The point to stress to each client in your sales presentation that every wedding is different, and should be customized to meet the bride and groom’s needs and tastes.

A good example is the first dance. While some brides and grooms prefer the first dance after the cake cutting, others may want to jump to it immediately after their formal introduction, to get it out of the way to save time before they eat.

Another example is dancing between meal courses. While people in the southern United States want to use their mealtime to socialize, a New York style wedding may feature dancing between servings of the meal courses. Another couple may just opt for background music and little dancing during the entire event.

The list goes on. The couple may choose not to have a receiving line, or have it at the church. There may be divorced parents of the bride and groom that do not want to be introduced together as a couple. The bride may be uncomfortable having a garter and bouquet toss, and may want to do something different. All of this needs to be worked out and recorded on your written planner.

Your wedding planner should be designed to allow the bride and groom to pick and choose from list of wedding reception formalities and options that are customary in your area. It should also offer reception options that are used on an “every now and then” basis as well. This accommodates those bride’s and groom’s and/or family members that are from out of town.

Once the bride and groom choose the reception formalities that they WANT, it is your job to arrange those reception formalities in the sequence that they desire. As you gain experience as a wedding Emcee, you will soon learn that there are some sequences that are detrimental to the reception. You will also learn to pay attention to things the bride and groom have planned that can be detrimental to the reception as well – photographs of the wedding party and family members after dinner is one example of how to kill the dancing at a reception. When discrepancies arise, or the bride and groom want to do something in a manner that will inhibit the reception, it is your job as a professional wedding Emcee to offer advice in a tactful and professional manner. The way you present yourself in these situations will make or break how the bride and groom react to your constructive feedback.

Now that we have covered the basics of a written reception planner, it’s time to take a look at what your ‘look’ will be at a reception. What will you wear, and what will your equipment look like?

The topic of what a DJ should wear at a reception has been debated between DJs for some time. Do you wear a suit? Shirt and tie? Tux? Jeans? Collared shirt and bolo? Boots or wingtips? Of these selections, you need to decide what are the wishes of the bride and groom and what can you do to present yourself in the best possible image. Unless the bride and groom make a specific request, the expected attire for males should always be a black tuxedo with a white shirt and black tie. Your shoes should be shiny black and add to the appearance of the tux, and be comfortable. You will spend several hours in these shoes, so make sure your feet are not in pain or fatigued. The tux and shirt should not be stained or wrinkled, and you should be comfortable in the attire. Anything less should require approval from the bride and groom, but also must be weighed as to the image and public perception you want to build.

For ladies, you should wear the equivalent of a black tux. This could be a black cocktail dress, black pantsuit with a longer jacket, tux pants and white shirt, whatever is fashionable for an elegant evening that will not clash or upstage the bride and the bridesmaids. Makeup and jewelry should be tasteful, not overdone. Shoes should blend with the ensemble and be comfortable. Flats or short-heeled shoes are best. Avoid sandals or stiletto heels.

Why go with a tuxedo-type appearance instead of a shirt and tie or a simple dress? Since you are a beginning wedding DJ, one of your goals should be to build the image and perception that you are more than just a “DJ”, you are a professional Wedding Emcee. In fact, it creates a wonderful selling point to position to yourself as a Wedding Emcee instead of a DJ to your clients, as this creates a more professional image.

The typical client generally accepts this style of attire as professional. You also are on public display. You must look like the image you are attempting to project to the audience. This image has already been put forth in major bridal magazines and at wedding shows and fairs across the country and is now the look of choice not only for a majority of DJs, but probably for your competition.

This perception also goes for your equipment. It is generally frowned upon to set up separate components and have visible wires going from component to component. It is also improper etiquette to have a table with no skirting or no tablecloths. While venues usually will provide a table with a tablecloth and skirt, a good wedding DJ will usually have a table with a tablecloth and skirting ready to go. Usual colors are white or black, no stains or wrinkles. As for the equipment, many DJs have used standard and creative means to ‘hide’ their wires and equipment. The basic choice for this is a road case or DJ coffin. More information on cases, tables, screens, and presentation ideas, can be found at the website mall.prodj.com.

Before the reception, here are some other ideas and tips that will help prepare for a successful reception:

- Make an appointment with the venue manager to go over and check out the facility. Some items to check for is equipment load-in, when you can begin to load-in, setup space for your equipment, driving directions to the facility, power requirements for your system, and a ‘meet and greet’ with the venue management. If a personal visit to the venue prior to the event date is not convenient or possible, you should speak with the venue manager on the phone to obtain this information.

- Once the written planner has been returned, contact the other vendors listed on the planner (primarily photographer, videographer, wedding coordinator, caterer if venue is not supplying the food). Introduce yourself, and just say hi! Make copies of the planner to give to the vendors. Often times, the venue manager, caterer and/or wedding coordinator develop their own “plans” for the reception. In order to avoid any problems, it is important that you advise these people that you are willing to work with them, in the event that there is a discrepancy with the plan. Remember, other vendors have a different set of needs and priorities that you may have to make a few changes to the plan to accommodate them. Of course, this should be done with the bride’s approval prior to making any changes. It will help keep everyone abreast of what the bride and groom expect.

- Give the bride time to fill out the planner, but give yourself time to prepare for requests generated from the wedding planner. Make sure you have their music requests for the specialty dances and do your best to honor their written requests. If you are uncomfortable with a music request on the planner, talk to the bride immediately and express your concerns long before your reach the reception. Be prepared to play your written requests.

- Communicate!! Always make sure you are accessible to the bride and groom, and make sure to call them a couple of days before to re-confirm everything with them. Confirm if the couple has last minute changes on the planner, and if there are last minute changes in the wedding party.

A good wedding reception DJ does much more than play music at a reception. Some of the best ones work weeks beforehand with the bride and all of her vendors to get a written plan of action together. The DJs that can work out the details before they load up their equipment and head out to the venue will find that the reception will have a smoother flow and very few, if any, problems that cannot be quickly resolved with a positive attitude and a smile.

In this article, we have covered planning and presentation for wedding receptions. We have built a wedding planner, gone over reception events and the order they take place, and some tips and tricks for organization. We have also discussed the basics on how to look professional at a reception, including dress codes and equipment.

In the next article, we will go over events that can occur at a basic reception in detail and offer suggestions on how to organize and conduct them.

Wedding Reception Emergency Kit

For many mobile DJs, part of building their reputation in their market is the willingness to go the extra mile. This generally means being more service oriented and taking care of details that would not typically be seen as disc jockey responsibilities. One way to do this is to borrow the Boy Scout’s Motto, “Be prepared.” Wouldn’t it be nice if every wedding turned out perfectly every time? Alas, it is not meant to be; but you can look like a true hero (heroine) if you just happen to have the following items with you at all times.
Health Aidsantacid/ Pepto-Bismol or other antacid/upset stomach aid *
anti-diarrheal*
antihistamine, cold remedy *
aspirin, or Naproxen or ibuprofen or Tylenol*
Bactine
Band-Aids or other adhesive bandage strips
Calamine lotion
chocolate bar (for diabetics or for DJs if they don’t feed you and you didn’t have time to grab a burger on the way to the wedding)
cough drops
dental floss
eyedrops/artificial tears
hard candy (better than medicinal scent of cough-drops)
smelling salts
sun screen
toothpaste and an extra toothbrush (brand new of course)
*Medical Stuff to have but use with great discretion

Beauty Aids

aftershave (sample sizes)
baby powder (also works great for spills on a white dress–just dab with water and then baby powder)
bobby pins
breath mints/mouth wash
brush and comb (sterile of course)
cleansing cream
clear nail polish (great for runs in hose also!)
cotton balls &/or swabs
deodorant
dusting powder for before pictures are taken (especially helpful on those hot summer events)
hair dryer (not just for hair, also is good for drying fabric from stain removal
hair spray
hand lotion
hand towel (put them around the neck when doing makeup to avoid stains)
Handi-Wipes
Kleenex or other facial tissue
lint brush, the sticky roll is best (someone said it even takes makeup off of tuxes!)
lip balm such as Chap Stick or Carmex
makeup & lipstick (get a bunch of samples from Avon or Mary Kay; if you know a rep well she might be willing to sell you samples at the price she pays for them, tell her that it’ll be great PR. The nice thing about the samples is the individual packaging)
makeup remover for face and for clothes
mirror (a small hand mirror)
moisturizer (samples, samples, samples)
nail clippers, file, emery board
perfume (again, samples are great!)
safety pins
shoe polish
tweezers
Miscellaneous

bathroom tissue (yes, it has come in handy)
bug spray
clear tape (in 1 inch and 3 inch sizes)
corsage pins (these often get lost!)
disposable camera (great for getting shots after the photographer has left or in the case of equipment damage)
duct tape (for everything including hems)
emergency phone numbers:
local taxi services
caterers (you never know when a food emergency may occur)
cake bakers (proven to be fragile when moved!)
flash light
floral tape ( both green and white, can be used to put together a quick throw bouquet)
generic garter (for groom to toss)
glue
knife and server for cake cutting and serving (yep, used them too)
matches or lighter
paper cups
paper towels
pencils and pens (great place for the company name)
self-stick Velcro pads
sewing kit & small scissors
shoe laces (black for men, white for ladies)
shopping bag
small pad of paper (with your company name on it?)
smelling salts
stain remover
static cling remover
tool assortment (those things you’ve come to depend on for setting up & for emergency repairs)
Most male DJs would probably not be made aware if a bride had need of some of the more personal items in the emergency kit. This problem can be overcome by providing a list of the items in your emergency kit to the maid of honor when she arrives at the wedding.

If you perform at many outdoor functions or at facilities that cause you to do much highway traveling you may want to consider getting a cell phone as part of your own personal “emergency kit”.

Reception Management: A Look At The Typical Wedding Reception

Since 1981, my wife and I have planned literally thousands of wedding receptions with our clients. One thing that we have learned is that there are numerous ways in which to organize a wedding reception. The old days of managing a wedding based on the book of etiquette have faded away. In the last ten years, brides and grooms have decided that the suggestions in the book of etiquette were too rigid and that they didn’t take into account the specific circumstances of each wedding or the bride’s and the groom’s personalities and personal preferences. Fortunately, brides and grooms today tend to organize and manage their wedding to suit their needs.Let’s take a look at the “typical” reception. Keep in mind that the suggestions we offer here are only guidelines. The sequence of events at a wedding varies from one client to the next, and also varies from one part of the country to another. As an entertainer, it is your job to plan with each client exactly what reception formalities will take place, and what sequence they will follow, regardless of what part of the country you are from. This provides your clients with the personalized service they deserve.

Once the bride and groom have exchanged vows and rings, and the ceremony is complete, the guests who attended the wedding ceremony usually drive to the reception. Normally, the bride, groom, and wedding party will stay behind for photographs. The DJ will start background music as the guests arrive, help themselves to hors d’oeuvres, and begin to socialize.

Most of the receptions that we perform include the Bridal Party Introduction. When this happens, the entire wedding party and any parents are usually announced, although occasionally this is scaled back to introducing just the bride and groom. If you take your duties as an Emcee seriously, you should take charge of lining up the wedding party for the introductions. This is a perfect opportunity to break the ice with the wedding party, and let them know that you are there to provide fun for everyone. It is also a good opportunity to double-check the pronunciation of the names of the wedding party as you line them up. It’s a good idea to keep anyone that is to be introduced from going into the reception area. Otherwise, it will take longer to get the introductions underway, if you have to go back into the reception area and round up the wedding party and parents.

After the bridal party has been introduced, the bride and groom may opt to have a receiving line. In recent years, receiving lines have become less popular than they used to be in the 70/80′s. One popular option to a formal receiving line is to allow 20 to 30 minutes after the Wedding Party Introduction for the bride and groom to mingle with their guests, and use this opportunity to thank them for coming. This option is attractive because it doesn’t force their guests to stand in a long line.

Prior to the buffet/sit down dinner, it is customary for a blessing to be performed. If there is a blessing on the agenda, you will need to identify the person to perform this in advance, so they are not taken by surprised when they are called upon to perform this task!

The toast may be done just after the blessing, prior to the meal being served. Equally as often, the toast is done with the cake cutting after the meal. The decision on this depends greatly on personal preferences. The more formal the wedding, the more often the toast is done prior to the meal, especially when a sit down dinner is served.

Whenever you decide to include the toast, the Best Man is usually the first person to offer the toast to the bride and groom. The Best Man’s toast is sometimes followed by the father of the bride, who can propose a toast for the bride’s family. Then, the groom’s father might follow. This depends greatly on the personal preferences of the bride’s and/or groom’s father.

The music during dinner is normally light background music. However, it is not uncommon for a bride to request that you play up-tempo oldies that will get people beginning to tap their toes!

You should be paying close attention to the flow of dinner, and make suggestions on when to move on to the next formal event of the reception. An experienced Emcee/DJ will know when the time is right to move on to the next event (usually the cake cutting). Pay attention to what people are doing. Have the guests started to mill around the reception, visiting with other guests? Have you noticed an unmistakable elevation in the conversation level of all of the guests? If so, this usually means that people have finished eating, and are now talking! This is your cue to ask the bride and groom if they are ready for the next scheduled event.

This brings up a good question. Should you set a time schedule for all of the reception formalities? I am not particularly fond of setting a time schedule. Why? First of all, time schedules almost never work. While they can be used as a guideline, one little glitch throws the entire schedule off track. An experienced Emcee/DJ will be able to assist in making sure the flow of your reception runs smoothly – making sure that the reception doesn’t become boring, as well as ensuring that it isn’t rushed.

If you do not have much experience at managing a wedding reception, perhaps a time schedule is a good idea. As you gain more experience, you will become more familiar on how to space out the reception formalities. Ideally, you will plan what reception formalities the client wants, and what sequence they are to follow prior to the wedding day. However, you will soon find that playing things “by ear” is a more effective method of determining the appropriate TIMING of the reception plan you have established with your client.

The cutting of the wedding cake is one of the big highlights of any wedding reception. We recommend that the bride and groom cut the cake after dinner, just prior to starting the dancing. In the event that you have older people attending the reception, cutting the cake right after dinner allows them to take part in this important tradition prior to them leaving. Some people also like the idea of serving the wedding cake as desert.

It is traditional for the bride and groom to cut the first piece of cake together. The feeding of a piece of cake to each other is usually customary. Often times, the bride and/or groom smash the wedding cake in the other’s face. I have personally witnessed more than one reception where the bride or groom became extremely upset or angry after having the wedding cake smashed in his or her face. This usually occurs after being coaxed by some of the well-intended onlookers. This obviously puts a damper on the rest of the reception. For this reason, I strongly suggest that the Emcee NOT encourage the bride and groom to smash the wedding cake, or make references over the microphone such as “ok, is this going to be a clean one, or a messy one”? Should the bride or groom smash the wedding cake in the other’s face, you could be held responsible for this if you encouraged it.

Ok, the dinner has been served, the cake has been cut, now its time for the fun to begin! Traditionally, the bride and groom share their first dance as husband and wife to lead off the dancing portion of the reception. Occasionally, a bride and groom share their first dance after the introductions, but that doesn’t happen often in our part of the country. I try to steer my clients away from doing their first dance right after introductions. As an entertainer, I want that “big moment” in the first dance to start building momentum on the dance floor. It doesn’t make much sense to me to have the first dance right after introductions, only to mix into background music during dinner. Occasionally, a client will want the dancing to start immediately, because they plan to only have a light buffet that stays open for the duration of the reception. In this event, having the first dance right away isn’t a problem. Either way – work this out with your clients in advance.

Once the bride and groom complete their first dance, a variety of parents and bridal party dances may take place. The bride and her father, the groom and his mother, the wedding party dance, etc, are all options that the client can choose. The dance floor is usually opened up to all of the bride and grooms guests after the parents and bridal party dances have been completed, and this is where things start to liven up!

The amount of interactivity and personality you deliver should be customized with each client prior to the wedding. Do they want you to be fun and interactive, or do they prefer that you use a more “low key” approach? Every bride has her preference, and you should always customize your performances to suit the bride’s tastes. Some brides tell us that they saw a DJ (from another company) at a recent wedding that just sat behind the equipment table and played music. They go on to say that there was little or no interaction to motivate the guests – indicating further that the reception was boring because the DJ didn’t have the ability or initiative to motivate the crowd.

On the other side of the spectrum, a few brides express concern about the DJ going overboard with the interactive approach. So how do you be that fun and interactive Emcee/DJ, without getting carried away? When requested to be fun and interactive, our goal is to strike a compromise between the two extremes we have identified. We will never be the “show-off” type of DJ who stands on chairs, screaming at your guests. Instead, we like to do interactive things that facilitate fun for the guests, and are careful not to take the spotlight away from the most important people that day: the bride and groom. Often times a little interactivity and personality by the Emcee/DJ is all that is necessary to give the guests a little “nudge” to get out of their chairs, and on the dance floor having fun!

The dollar dance is a tradition that is very common in the northern parts of the country. This tradition involves having the ladies line up to dance with the groom, and the gentlemen lining up to dance with the bride. Each person can make a donation of a dollar, five dollars, ten dollars, or whatever they choose to donate. There are several variations of the dollar dance, depending on which part of the country you are from. In one variation, it is only the bride who dances with the guests. One word of caution – dollar dances take time away from open dancing for everyone. During the dollar dance only four people, at most, are dancing at any given time. Often times, when open dancing is stopped to do the dollar dance, it is difficult to get people back on the dance floor at the conclusion of the dollar dance. While this is not always the case, it is a consideration for any bride and groom considering this formality for their reception.

Tradition holds that the person who catches the bouquet may be the next bride. It used to be a foregone conclusion that the bride would toss the bouquet, then the groom would remove the garter from the bride’s leg and toss it to the single gentlemen in the crowd. After that, the guy that caught the garter would place it on the lady that caught the bouquet.

In recent years, brides who prefer to do things that suit their needs and tastes are abandoning a lot of wedding traditions. Often times, the bride will toss the bouquet, but eliminate the garter removal. This is all a matter of personal preferences.

When the bride chooses to toss the bouquet, she usually has a “throw-away” bouquet specifically for this purpose. One word of advice to give any bride tossing a bouquet is to check for low ceilings or overhead obstructions prior to making the toss. Often, a “line drive” toss is necessary when a low ceiling or chandelier is encountered.

A “farewell” dance by the bride and groom is a great way to end the reception on a positive and sentimental note. During the farewell dance, invite the guests to form a circle around the bride and groom to give them a great send-off.

The custom of throwing rice has been replaced with bird seed as the preferred method of giving the bride and groom their final send off of the wedding day. The Emcee usually directs the guests to pick up a packet of birdseed and wait for the bride and groom to exit the reception.

One word of caution on birdseed: More than one bride or groom has been injured by an overzealous guest who throws the birdseed too forcefully. One alternative (that is a bit pricey) is to use rose petals, confetti or bubbles.

As you can see, there are a lot of details that need to be planned, if you want the reception to run smoothly. Planning the reception details of every wedding you perform should be part of the service you offer. If you have good organizational skills, your clients will recognize this and recommend you to their friends.

Making The Sale – Giving Brides Confidence In Your Service

What Do Bride’s Want?Answer: CONFIDENCE IN YOUR ABILITY TO PROVIDE HER THE ENTERTAINMENT SHE HAS ALWAYS DREAMPT OF.

That’s what most brides are looking for. Do you have the ability to perform to a level that provides the bride with the reception that she has always dreamed about? Think about it. This is supposed to be a once-in-a-lifetime event (at least most brides approach the wedding with that idea in mind!). This bride may be spending $6000 to $30,000 on her wedding. Over the years, we have adjusted our marketing approach to give the bride CONFIDENCE in our service that we will provide her with four basic things:

1. PLANNING

2. Music

3. Emcee Service

4. Performance/Interactivity

All of these things combined are an important factor to most brides. Sure, you will find those brides who are looking for the cheapest DJ, and quality isn’t important to them, but I think they are in the minority. I believe that brides come in three categories:

The Cheap Brides
The Average Bride
The Quality Bride – looking for the cheapest DJ, quality not important. – Looking for a DJ who has a reasonable price AND provides a good quality service. IMPORTANT!!! This bride may present herself as the “Cheap Bride” over the phone, because the first question she’ll ask is “how much”? However, if you take the time to talk with her about the wedding, you will find that she is genuinely concerned about the performance of the DJ and quality. – Looking for a DJ who provides outstanding performance and services. Price doesn’t matter.
Obviously, we prefer bride #3, but most often deal with bride #2. It is my belief that there are many more “Average Brides” than “Cheap Brides”. It is your job to focus on the Average Bride, and educate this bride, so that she is willing to pay more than she expected to for the entertainment (assuming that your prices are higher than the bottom feeders in your area). This is why it is important to have good marketing materials and a refined sales pitch over the phone.

We adjusted our entire sales pitch many years ago, to focus on giving the client the perception that we provide a high quality service, both before the wedding with our detailed planning services and the day of the wedding with our quality performances and attention to details. For us, this has been the most effective method of closing the sale at a price that is higher than the average rate for DJs in our market area. If you leave a bride with the perception that you provide a high quality service that is different from your competitors, do you believe that this bride will book a DJ that is $100 cheaper than you? More often than not, I believe that the bride will pay the additional cost for quality. If you haven’t seen this success, closely examine every aspect of your services (in the categories listed above) for deficiencies. Are you up to snuff? If not, improve your services, marketing materials and phone sales techniques. I am certain you will reap the benefits through increased bookings at higher prices if you do.

- Since we do about 175 weddings annually, we speak with a wide variety of brides. Some brides tell us that the last wedding they attended, the DJ just sat behind the table, and did little (if anything) to motivate the guests on the dance floor. This bride clearly wants a FUN DJ. Other brides we speak with have seen the other extreme – they attended a wedding where the DJ was standing on chairs screaming at the guests, being what we call “the show-off” DJ. It’s up to you to find out what each and every bride wants in the way of personality/interactivity for each wedding. If you explain to the bride that you can offer either the “low key” approach, or the “Fun DJ” approach (in a tasteful manner), you will give her the confidence in your service that you will provide her with the type of personality she is looking for. – We all take this for granted – but keep in mind that the bride has probably been to several weddings in recent years. More importantly, she has probably seen several DJs, with different levels of ability to be a professional Emcee. Most brides want an Emcee that is a professional, who is dressed professionally, and who can Emcee the reception in a professional manner. Most importantly, she doesn’t want an Emcee who will embarrass her in front of her friends and relatives. This means she doesn’t want someone who makes a fool of him or her self on the microphone.- While some brides just assume we have a good variety of music, other brides (and parents!) are concerned that we have the music that they want. This is why we print up our “Most Requested Songs” listing, that is categorized by music type. There are over 800 songs listed on four pages – in compressed print. This keeps the size of the packet small, and the cost to mail it very reasonable. Since weddings are the bulk of what we do, the songs listed are geared to weddings.- Our sales pitch to every bride includes the fact that we will plan every detail of her reception (that pertains to our service). You would be amazed at the number of brides that seem genuinely relieved when we explain to them that we provide this service to them. For this reason, every marketing packet that we send a bride includes our Wedding Reception Planner. This demonstrates that we will plan her reception so that she can relax and enjoy the wedding day.

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