EVENT PLANNING HOME

ENTERTAINMENT PLANNING TIPS

When to Start Looking
If you are planning to have live entertainment like a band or D.J it is wise to start looking as soon as you know your event date. Since many better bands and d.j.s are booked over a year in advance, if you have a particular band or d.j. in mind, don't wait.

Where to Start Looking
Ask friends and associates, look in local industry publications and phone directories or search the Internet. If searching the local phone book, remember that the largest or best looking ad does not equate to the best entertainment quality or value.  All it means is that the supplier spent a whole bunch of money trying to promote their business. 

How to Start Looking
Prices and quality vary from band to band and d.j. to d.j. so you are going to need to do a little comparison shopping to get the best quality and value.  You will find that a lower price does not always mean a better value.

Make a list of bands or d.j.s that you want to call and start calling to get a feel for what is offered and at what price.

QUESTIONS FOR BANDS
Explain your event then allow them to explain what they can do for your event.

Are they available for your event date?

Have they ever played for an event of your type?

What types of music do they play?  Ask for specific song examples or a song list.

Have ever played at the facility where you are having your event?

If they haven't played the facility, explain the facility to them, i.e. size, ceiling height, etc. and then inquire about the sound system they will be using.

What is their cost and what exactly are you getting?

How many members are in the band?  Price is usually based on popularity and/or number of band members.

Do they provide a lighting system?

Do they provide staging?  Is it required?

When do they arrive for setup?  This is important since the last thing you need is the distraction of a band setting up while your guests are present.  (Ideally they should be setup before the guests arrive.)

How many sets do they play?

What are the length of the sets?

Do they provide taped background music during their breaks between sets?

Will they allow you to make announcements using their sound system?

What do they wear?

What are their electrical requirements?  You should check to make sure adequate electrical outlets are available in he area where you intend to have the band.

If you haven't heard the band or d.j. before ask for several play dates so you can go and listen to them.  Also request a demo tape.

QUESTIONS FOR D.J.s
The personality of the D.J. will greatly influence the success or failure of your event. A d.j. with an engaging personality and a good play list can intuitively create the mood you want and make sure your guests are well entertained. You will want to try to speak to the person who would be servicing your event to determine whether the person has the type of personality that is going to make your event a hit.

Are they available for your event date?

What types of music do they play?  Ask for a play list.

Has he/she ever serviced an event at the facility where you are having your event?

Do they have any recent references or letters of recommendation?

If they haven't serviced the facility, explain the facility to them, i.e. size, ceiling height, etc. and then inquire about the sound system they will be using.

What is their cost and what exactly are you getting?

Do they provide a lighting system? Have them explain the lighting system.

When do they arrive for setup?

How many sets do they play?

What are the length of the sets?

Do they provide taped background music during their breaks between sets?

Will they allow you to make announcements using their sound system?

What do they wear?

What are their electrical requirements?

CONTRACT POINTS
Be sure the critical items are all included in the contract.  Service date, location, setup and play start time, number and length of sets, etc. are all essential items.  If you are booking the band or d.j. because of a specific entertainer or personality be sure the name(s) are included in the agreement. If there are any special songs that you would like played, be sure they are listed.  If there are specific songs that you do not want played, be sure those are listed as well.  Unfortunately, bands and d.j.s come and go so try to avoid paying a large deposit far in advance unless you know the track record of the band or d.j.

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