New York DJ

While the old wedding music album cover image pictured below might be sweetly anachronistic, most couples' idea of a perfect wedding is not probably not that cliche and storybook-ishly square. But right up until today – whether a couple is planning a celebration that's very formal, more casual, somewhere in between, or entirely unconventional – couples still have a very idealistic image of their wedding day, and with it, what they believe they will need to help make it a reality.

A major piece of helping ensure their vision goes just as they want is the wedding planner. From working with so many couples on their weddings over the years, we've found that those who use or do not use long-term wedding planners have a large variety of reasons for it that are hard to predict – sometimes the couple is having a small wedding, but they're living on opposite coasts and need a "point person" to help bring ideas together. Sometimes there are large weddings that have many unusual elements to them, but the couple doesn't hire a wedding planner because they simply don't want to pay the money, or they get a friend or relative to do the job. In other words, hiring a long-term wedding planner seems to be a decision that often goes beyond what the DJ sees in how he or she helps a couple with their wedding schedules and timelines.

However, it is much easier for us to give you some valuable and some not-too-obvious advice on "day-of" wedding coordinators – planners whose job it is to ensure at the time of your event that everything flows smoothly, and so any sudden last-minute alterations are implemented quickly or any emergencies that pop up are overcome. Our experience DJ-ing has taught us that – especially in New York City and the surrounding area – there's so many more wedding styles out there than the traditional, Protestant-ish wedding like the image on the album cover above hints at. Because we've performed at, and helped create day-of timelines for such a variety of weddings, we know 1) when a day-of coordinator tends to be needed or not, 2) what separates the good ones from the bad ones, and perhaps most surprisingly, 3) that having a bad day-of coordinator can often be worse than having none at all.

In this post, we’ll cover the first topic: How to determine if you need a day-of coordinator.

1) Take a Step Back From It All - Much of this choice boils down to common sense. But, often that is the first thing to get lost at the start of wedding planning as couples begin contemplating the mountain of preparations needed to pull off a great celebration. Understandably, many couples think that they’d better have some kind of “insurance” that all they’ve been planning for is executed smoothly, and that is where they often start discussing whether to have a day-of person. However, if you take a step back and think about the wedding in term of its size, style, and locations and components, you can often see fairly clearly if you will really need that extra help.

If your wedding is going to be small (we've found that "small" ends at about 100 guests), the style is going to be fairly casual, and the components of the event will be at the same location, it makes sense to think you won’t need to spend the money on a day-of planner, since often the venue will have a maitre'd to oversee the day's schedule, or, if the wedding is really low-key, the job of making sure things stay on-track can be given to a member of the bridal party. However, if the wedding is larger than 100 guests, if there are noise restrictions or other unusual preferences that need to be accounted for, or if there are several atmospheric touches during the occasion (anything from an obscure music set, slideshows, the bride and/or groom's clothing changes, live performers such as dancers, specialty drinks, extensive décor, etc.), then a day-of coordinator will definitely make more sense.

Basically, the important thing here is that if your wedding is going to be big, or if it's going to be small but will have several unusual moments or moments that need to be sensitively choreographed, look into a day-of planner. (Or if you have an existing wedding planner, see if they can be there for the actual day.)

2) Investigate Your Venue's Level of Service - If you think about the type of wedding you want and still are unsure about whether to hire a day-of person, the next area to look at to help you decide is the level of staff service offered at the venue you choose or have chosen. We’ve DJ-ed at venues all over the metropolitan New York City area, and there definitely is a range of how much the maitre'd at a particular venue will be involved in keeping the wedding schedule moving or helping you plan it ahead of your wedding date.

Sometimes there simply is no maitre'd, as certain venues are purely space rentals – these have no staff, only managers, and the managers are rarely on-site for the entire event. Other venues that have a maitre'd may have the type that is more "hands-off" – he or she doesn't get involved in schedule-keeping the day of, only schedule-making in the weeks before so they can make sure their staff gets the food out on time. Lastly, of course, there are venues where the maitre'd is quite involved in keeping everything flowing smoothly, and in a way is the de-facto day-of coordinator.

Therefore, make sure you ask your venue or potential venue what level of maitre'd service they provide when it comes to the day-of the event and its scheduling. If your wedding is a fairly straightforward celebration, this kind of service might be all you’ll need to keep your schedule flowing well.

3) Use The DJ & MC - Finally, the DJ/MC can do offer his or her input to keep help you build a great wedding day schedule, and they can also help keep it on track during the day of the event. Any DJ/MC who just reads your wedding schedule in an email a week before the event and offers no feedback on it, or simply offers to follow it, has likely either not DJ-ed much, or simply doesn’t care enough. Any DJ who truly cares about your wedding will want to at least want to study the schedule you’ve come up with and tell you that it looks good or not. Most of the time, there will be a few minor things on the schedule the DJ might want to tweak to ensure the couple gets the vibe they want – like asking to leave some time for possibly extending an early dance set if a high-energy crowd is anticipated, or, if it's a very informal wedding, giving suggestions on how to not "shine a spotlight" on moments like first dances and cake cuttings, which the venue might have positioned in their timeline to be grander, more "on display" moments.

In almost every schedule we work on with clients, we notice something that we offer advice on. Sometimes the couple or venue have a reason for doing things the way they do, but, because we asked, then we know. But often, the couple and/or venue will listen to us, and will alter the schedule a bit to incorporate our suggestions – which only seek to maximize the mood the couple wants without disrupting the food service and the other elements of the celebration such as speeches, toasts, slideshows, etc.

So, ask your prospective DJ if they are comfortable collaborating a little on the timeline of the day, and also asking them if they have experience doing this, and what that experience has been. We're not saying that the DJ can be a substitute for a day-of planner at very large weddings with an unusual number of special moments, but for smaller weddings, we do find that a DJ that is comfortable with "flowing" a wedding as well as a maitre'd who takes a more hands-on approach to keeping the day on schedule can be enough so a couple doesn't need to spend the money on a day-of planner.

If, after considering these factors, you think that yes, you do need a day-of coordinator, in the next post we’ll tell you how to make sure they’re actually good.

Unfortunately, too many people have a very low opinion of the mobile DJ/MC. People always seem to expect something lame or offensive. The mobile DJ/MC is often considered to be either cheesy, obnoxious, coarse, unfunny, unresponsive, sloppy-looking (wearing jeans to a formal event), schmaltzy-looking (wearing a sparkly suit to any event) or even an unenviable combination of all these bad qualities. For the past few months I have written about this negative image and how to sniff it out and avoid it in a series of posts called “Overcoming DJ Fear,” which you can read here.

But in our mission to make sure you always get a non-cheesy DJ for your event, this post is going to reveal to you a few other things that mobile DJ companies do which you should shy away from, but that you probably didn’t know many regularly do. Yes, most of us fear the aforementioned tacky sparkly suit, or the 8-minute Richard Marx remix played at the height of the wedding reception, or enduring the tired jokes of the MC all night at a corporate event. But there are also certain business policies that many DJ companies have that are quite lame as well. They tend to straddle that line between very shrewd and slightly sneaky. And from what we’ve heard from our clients who’ve sniffed out some of these policies in DJ companies, the DJs aren’t exactly eagerly bringing them up, so maybe they even feel a bit guilty about them. These policies are not of the obvious variety, such as just the adding of extra fees for bringing additional equipment or performing overtime. No, these policies that are a little more insidious; they’re not as automatically thought about by a potential client, but they can adversely affect your event unless you are aware of them and therefore can bring them into the discussion with your DJ, and react accordingly.

(Non-hypocrite alert: Our company doesn’t engage in either of the three practices mentioned below, so we feel comfortable exposing them, in the Obama-esque hope that one day enough clients will demand a higher-quality product from mobile DJs, and that the business as a whole will get some well-needed respect. Okay, end of plug.)

So, here we go:

1) The DJ You Meet With Might Not Be Your DJ – Often, DJ companies, especially the larger ones, will send the company owners – who tend to be the most confident, well-spoken, experienced DJs they have – to an initial prospective client meeting, to impress the customer. This is Business 101, of course. And this may win you over. But, this impressive DJ might not mention that they won’t be there the day of your event. They might give you a phone consultation, take note of your requests, answer all your emails promptly, and then pass all of it on to some other guy in the company. To be fair, this other DJ you get for your event might not be a bad DJ, but if he is going to be doing your event, wouldn’t you feel more comfortable meeting with him instead of having a go-between, where important details could get lost or miscommunicated, such as song requests, or pronunciations of the names of guests to be introduced? So, if you like the DJ you meet with initially during the “sales pitch,” make sure to ask if he will be the one doing the event. If not, ask to meet – in person – the DJ who will. If this offer is refused, I’d move on.

2) The DJ May Have Another Gig That Day – Many clients, in focusing on arranging your event, may forget that a DJ business succeeds on booking as many events as the company thinks they can handle well. Again, to be fair, that’s understandable for a business owner. But the problem comes in when a DJ company misjudges what they can handle well, or has a different idea from you of what being able to “handle well” means. To some DJ companies, this might mean just showing up with some generic playlist for your event, since they put all their effort into the event before or after yours. You should be sure to ask if your DJ already has another event on the day of yours, or if they do not, if they do multiple events in a day. It tends to be the larger companies that have the resources (many DJs, some “roadies,” a lot of equipment, several vans or trucks) to do multiple-day events, so if you’re meeting with these companies, they’re the ones to flesh out a ” line of questioning” on how this may affect your event. If they’re assigning the DJ for your event another event that day, I’d be a little nervous, since it brings in some other potential complications – most importantly travel time to or from the other gig will now be an issue. If the DJ is doing multiple events, make sure that the reassurances of the company satisfy you to the fullest, and think of getting some guarantees of prompt arrival in writing. And make sure to remember that even the most experienced DJ companies can’t predict what the weather, traffic, or highway conditions will be like that day.

3) Free or Easy DJ Consultations May Not Be Guaranteed – Part of the peace of mind of having a DJ for your event is having access to them, of being able to ask them a question or being able to have a responsive line of communication, such as knowing quickly if they found that obscure first-dance song, or what they think about changing the style of music for cocktail hour. This not to say that every element revolving around music needs to be discussed in detail, but it is nice to know that the DJ is regularly available to you if it is needed. Some DJs know they need to be available a lot to clients, and they could charge for it, like some wedding planners do. You may get one free consultation after you hire the DJ, but any others may cost you. Just make sure to ask. If they do charge, this is probably a sign to move on to ne where you can get unlimited commuinication included in your original contract price. If you have a DJ who doesn’t charge, great, but then make sure to ask about their availability, and when is the best time to contact them. This answer, right there, might give you an idea of their schedule, and how open it is. But most importantly, make sure to gently but firmly emphasize that you expect to have a relatively quick line of communication with your DJ. This is not to expect a lightning-quick, 15-minute response to all emails, but at least a 24-hour response is reasonable and should be expected.

(If you’ve experienced a rather shrewd or sneaky policy from a DJ company that annoyed you and that you’d like to mention to help those needing a DJ for any sort of event – from weddings to corporate parties to fashion shows to art gallery openings – feel free to leave a comment below. Let your frustration known, so others won’t have to share it!)

Among many other image problems (which I’ve previously described how to avoid when hiring a DJ; go here to see these posts), we’ve noticed that unfortunately, the mobile DJ typically considered for events such as weddings or corporate parties is seen by clients as often being abrasive and stubborn: He (let’s be honest, it’s usually a he) is a DJ who wants to play his kind of harsh-sounding or cheesy music all night, he wants play it loud all night, and he doesn’t want to hear your stupid requests during any part of the night.

Okay, so this is a bit of an exaggeration. We all know that all mobile DJs aren’t this obnoxious. However, in our years of meeting clients, we’ve heard many, many of them complain about coarse, meathead DJs. So beware, they’re definitely out there. But that doesn’t mean you have get stuck with one. Here’s a few tips on how to determine if you might be meeting with an insensitive DJ, or, instead, someone who’s a lot nicer, reasonable, and more professional:

1) Make Sure the DJ is Versatile: Most DJs are excellent in one or two genres of music, but events like corporate parties or weddings typically last four to six hours, with half of that time often involving dancing. And since these crowds are not like dance club crowds who usually come on a certain theme night to dance to one or two kinds of music, a lack of variety at a corporate party or a wedding reception will quickly get boring. Guests at these events want the DJ to switch it up, to not get stuck too long in any genre. Often we find that it’s this smooth progression from one music type to another throughout the night that increases the energy at an event. It is therefore important to ask the DJ about what genres he feels are his or her strengths, and if he or she mentions many, stress that you will want to him or her to definitely use them.

2) Make Sure the DJ is Willing to Integrate Your Requests Into His/Her Playlist: If the DJ convinces you he or she is versatile, that’s a good start. But this won’t matter if he or she is only willing to play what he or she wants to hear or feels is “cool.” Not suprisingly, DJs tend to have a lot of opinions about music, and many of them hold some genres in high regard, and think quite less of others. Make sure you tell the DJ that you expect if hired that he or she will leave any pretentious attitude and/or even many of their personal "pet" musical preferences that won’t fit into the event at the door. Tell the DJ you expect him or her to try to their best to smoothly integrate your music vision with what he or she thinks will work to pump up your kind of crowd. (Of course, expect any self-respecting DJ to wrinkle their nose, outright laugh, or try to steer you away from your musical vision if that vision includes requesting universally lame and cringeworthy music, like ’70s soft rock, or New Age Jazz.)

3) Make Sure the DJ is Comfortable With Last-Minute Playlist Changes: DJs, of course, like to build a groove on the dancefloor, and many talented DJs will have a loose sense of what kind of music or mood they want to start with, and what kind of music or mood they want to end with for your event. This is a great strategy and instinct, but, again, corporate events or weddings are not as seamless and interruption-free as a night at a dance club, or even as a night of DJ-ed music at a bar. Often, several times at a wedding or a corporate party, a song will suddenly need to be played that the guests want, and this will get in the way of the DJ’s flow. Whether it’s a big group of employees who suddenly want their guilty pleasure ‘80s hair metal power ballad played, or a bride’s sudden demand to spin a classic big band tune to dance a foxtrot to with her uncle, the sudden, out-of-left-field request is a commonplace occurrence the DJ needs to be prepared for, and comfortable with. Thus, you as the client need to emphasize to the DJ that there will likely be some of these moments during your event, and then make sure to pay attention to his or her response. If you notice a bit of decline in the DJ’s enthusiasm, you may be in trouble. If you see a poker face, press the DJ a bit more to feel out their thoughts about this. If the DJ tells you that they expect this sort of thing, since the night is about you and not them, then you’re getting somewhere.

(This is another in my series of posts about how to avoid hiring bad DJs. To read the first three posts, locate the "Categories" list at the right, and click "DJ Fear.")

In slang, “ill” often means to be supremely skilled at something. But in the case of this post, the “ill” in ill-prepared isn’t a good thing. It simply means that the DJ isn’t as ready for an event as he or she should be, like this poor DJ in the photo. But not being well-enough prepared is something that you’ll have to worry about much less if in your meeting with prospective DJs you cover the following areas – ones that I’ve found tend to be the most important in terms of a DJ knowing their stuff:

Insurance Coverage – Ask your DJ if he or she has the minimum requirements for your venue. Don’t be afraid to ask the DJ to fax you a copy of his or her policy; this is something that DJs should be completely willing to show you if they indeed do have insurance. Clients might not be aware that many venues will ask several weeks before your event to see proof of the DJ insurance policy, and if they don’t see it, they won’t allow a DJ (no matter how good!) to perform.

Quality / Appropriate Gear – Find out when meeting a prospective DJ if they have 1) quality gear for your event, and 2) enough of it to handle your event. You don’t want a DJ setting up home audio speakers in wood cabinets for your event, and also, you don’t want a DJ to bring top-of-the-line equipment to your event, but only have one mixer downstairs for a dinner reception when you also need one upstairs for a cocktail hour! To help determine if the DJ is well-prepared in both of these areas, ask them to write down a list of what (and in what amounts) they intend to bring with them after you describe your event. This requires you, though, to prepare for the DJ, in that you should get him or her accurate dimensions and location(s) of the venue in which the DJ will be performing. Then, do a little internet research on the kind of equipment they are using, and make sure it is trusted and generally good. You don’t need DJs to bring a gold-plated mixer, but you should be confident that their gear does not have a history of technical problems or is considered the Ford Pinto of pro audio equipment. Also, contact your venue and ask what past DJs usually have brought for past similar events, and compare the amounts on your prospective DJ’s list to see if it roughly matches.

Back-Up Gear / Back-Up DJ – Make sure to verify that a DJ brings back-up equipment in case of a system failure, as well as can line up someone as a replacement if they are unable to perform at the event. It might seem a bit paranoid to ask this long before your event, but if something doesn’t work technically the day of, or if the DJ suddenly gets sick, you’ll be glad you made sure the DJ had this area thought of for you.

Knowing Your Requests – Has the DJ studied your music requests for integration into your event? This one is the hardest to verify, as it usually can only be seen after the DJ is hired. The best way to ensure DJs familiarizes themselves with your requests is to agree before you hire them that you will check in with them in a reasonable amount of time and ask to hear what they thought of the music, where they think it will work during the event. You should not expect an intimate, life-long familiarity with your requests (unless they are fairly mainstream, then this step might not be needed), but you should expect that the DJ has listened to your requests enough that it can be brought in smoothly with music the DJ knows already and you want to hear. This point is especially important when the DJ is going to be spinning a type (or types) of music that he isn’t familiar with, which often is the case with multicultural events. (For more on this, please see this previous post about hiring DJs for multicultural events.)

Experience / Background – Ask the DJ about their experience – what kind of events they’ve played, for how long, and what their “style” is. Some clients I’ve met with want a club-style DJ for their wedding so it feels more unique, other clients I’ve encountered want a Top 40 DJ for their corporate event so things don’t get too esoteric – so be sure to inquire as to if they have the kind of experience that can pull off the mood you want for your event.