Weddings DJ Placement at Venues

MADNESS said:

Do you attempt to dictate to venues where you will be set up, if you have prior knowledge or do you work with in the confines you are given/

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I would not call it dictate; it is still their venue and I am just another vendor; however, I do a site survey before the event in which I talk to the folks at the venue and sometimes have the client with me.

I will tell you that most of the time I find the setup acceptable. For the times that I do not I always start with, "Woluld it be possible...". That way I am asking a question and not dictating placement. I explain why my "suggestion" would be better. I win about 90% of those.

In the case where the hall does not accept my suggestion and the client is there, most of the time I will not have to say anything to the client as they will jump right in on my side. In other cases I may have to have a sidebar with the client to get them on board. In that situation, most of the time the client will convince them that I am right.

In the cases where the client is not with me, the hall disagrees with me, and I say something to the client it is 50/50.

There is one set of venues (a wedding factory) where I just don't bother and work with what I get. I make the placement work. Jim Dunlop is familiar with the set I am talking about.

I try to work with the venue if the setup is less than optimal or, and especially, if there isn't enough room to properly setup. This is where a site visit to a new venue is important or at least a phone call.

If a venue is unwilling to work with me I deal with it, but note of the difficulty.

I never involve the bride and groom if there is a problem especially not on their special day. Of course ahead of the event I talk with them so they know my needs and I communicate the same to the venue.

Beyond that I don't think there is much else you can do. Now I'm not saying you just lump it and like it.... communicate with the venue so that next time they are more fully aware of your needs.... I find sometimes they are trying to squeeze in more seating than what the room can handle that leads to these complications.

YMMV

I work with it in general except for area I require a minimum of 10'X10' to set up in if I don't have it I make it myself even if it means moving tables some to get the room I need! But I have only been in that situation twice since I began DJing, it just hasn't been a real problem for me.

The Venue I was in yesterday Richmond Omni Hotel actually gave me a lot more room than I needed for what I was doing, A very subdued wedding (I thought) which the Bride and Groom suspected that it would end very early because of very religious family on one side and no alcohol served, it went til the venue event director said shut it down with 80% still remaining! But when I walked in with two RCF active speakers a mixer, two laptop computers and 4 LED pars, I was faced with 16 feet of table area (skirted in white) So I used the 4 LEDs under the table to light up the skirting placed the two speakers on the floor under each end of the table with my litte setup in the middle of the table (a lot of unused table space)! The event director took a handful of my cards and told me they would be in touch and would be recommending me to all clients, I also gave out every single card I had that night between guest and venue staff! While I wasn't real happy with the overall sound everyone was impressed with the clean look and apparently they didn't have the same critical opinion of the sound that I did!

There was not really an option on which I could vote. Lots of DJ's act like they are working for the venue or the venue is their Client. They should ask themselves "Did the Venue Hire me? Is the Venue paying me?" If not, who is?

The way I handle things which leads to a great solution is, I have a clause in my Agreement with the client that my setup area has to be approved by me. In other words, I go a bit further and explain things to my Client about speaker & Head Table placement that would not impact speakers showing up in their pictures or having sound over people's head. The client then instructs the venue to work with me to have things accommodate my setup.

When I do go and visit the venue I NEVER ask "Where am I going to setup or where do you want me to setup". I get proactive and assist in helping with the floor plan. When that plan is drawn up I give a copy to the venue and in a subtle way remind them that this is what I expect on the day of the event. My Client is then informed and then everything is fixed. I go to the venue as a representative of my client. I am not the venue's vendor plain and simple.

Folks, I have been doing it this way for over thirty years and can only think of one time that the venue changed the floor plan after my initial visit. The day of the event when I arrived, it was a logistical nightmare for me to try and setup. I threw the ball right back in their court. They had to move things around to accommodate me. I will do everything within my power to ensure that my system is setup the right way given the size of the room. Only I know how to do that and would not allow a venue to do my job for me.

PPP results in PPP.

The set up should NEVER be discussed the day of except for minor 'tweaks'. There's a table there you don't need? I ask to make it gone.

If the set up isn't what the bride has agreed to (based on previous discussions with the venue and the client) I ask the wedding planner/coordinator, or talk with the banquet captain, letting them know that I had different information for the room setup and ask them if they could double check the layout.

But if they put me in someplace STUPID - like behind the head table, I ask to discuss it. More oft than not, reminding them that I'll be in every picture they take of the head table is enough to get them to change it. We are ALL wanting to do our best work for the client so there isn't any reason to be controversial. Just ask and more oft than not it can be changed or a compromise reached.

But if a venue has a really stupid layout or other limitations I try to find a way around it vs. hitting them head on. And if the layout is sufficiently difficult and they refuse to compromise in any way, I won't play there.

For example, we have a venue where you can't dim the the lights so it's either daylight or pitch black. BTW, they're banks of fluorescents. If I play there, I include uplighting in my price so we can control the lighting. I won't play there without it because it's a limitation there isn't any other way to overcome.

There are a few others that I've run into but for the most part, many venues are more than happy to accommodate any changes - IN ADVANCE. But there are always those that say, 'No we won't change because this is how we've always done it!'.

MusicMeister said:

PPP results in PPP.

The set up should NEVER be discussed the day of except for minor 'tweaks'. You are absolutely correct. If other people have spent their time to create this setup, they would not want to change it at the last minute. Sometimes the DJ are last on their priority list.

If the set up isn't what the bride has agreed to (based on previous discussions with the venue and the client) I ask the wedding planner/coordinator, or talk with the banquet captain, letting them know that I had different information for the room setup and ask them if they could double check the layout.

But if they put me in someplace STUPID - like behind the head table, I ask to discuss it. More oft than not, reminding them that I'll be in every picture they take of the head table is enough to get them to change it. We are ALL wanting to do our best work for the client so there isn't any reason to be controversial. Just ask and more oft than not it can be changed or a compromise reached.

But if a venue has a really stupid layout or other limitations I try to find a way around it vs. hitting them head on. And if the layout is sufficiently difficult and they refuse to compromise in any way, I won't play there. Ditto!

For example, we have a venue where you can't dim the the lights so it's either daylight or pitch black. BTW, they're banks of fluorescents. If I play there, I include uplighting in my price so we can control the lighting. I won't play there without it because it's a limitation there isn't any other way to overcome. Great opportunity to make more money!

There are a few others that I've run into but for the most part, many venues are more than happy to accommodate any changes - IN ADVANCE. This is the key, meeting in advance helps to avoid the problems and confrontations. But there are always those that say, 'No we won't change because this is how we've always done it!'.

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Comments above in Red.
I might sound like a hard baller but in reality I have learned from my Sales Training that a good salesperson should anticipate the regular problems/objections that could occur and have solutions at hand to solve them. This way there is no "battle" at the end.

There are a few others that I've run into but for the most part, many venues are more than happy to accommodate any changes - IN ADVANCE. This is the key, meeting in advance helps to avoid the problems and confrontations.

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This speaks volumes for having that site survey.

Kanute and Ed have the right idea.

Scott, great thread.

Tom

I hate when they stick the DJ in the corner & the dancefloor is way out in the center, or on the other side of the room. This tells me that the person that made this decision is inexperienced or doesn't give a crap what the DJ thinks.

At a networking meeting with vendors, a catering mgr. made the comment that she puts the DJ in a location that works best for the facility. She could put the DJ in a closet...if he's any good, he should be able to make it work.

After hearing that, I prefer not to work with this person.

I entertained at an anniversary once where I went and set up in the morning.

When I came back that evening to start, the family had moved all my equipment into another room. The reason was, that they wanted to use the back wall to take family pictures.

When they were done they set MY equipment back up. I was pissed!

Ah yes Tommy - lovely Martin's East.

I'll be at their new Valley Mansion Saturday night for a prom - perfect placement there!

But if you have an event at a venue you've never seen before, you owe it to yourself and your client to schedule a visit at least a month in advance.

It's really that simple!

I usually play at only a handful of local venues.
I know the set-up of every one, from playing there before.
Some have no issues, some always have issues.
but most of the "issues" are unavoidable.
they are small halls, with too many guests and too little room.
(can you say "fudgepack" 'em in, and take the money?)
some have stages, so there is no changing those venues.
others are oddly-shaped, and some use TWO rooms for one event.

If I can make the situation better, I will talk to the banquet manager.
If I know of an "issue" with a venue, I discuss it with the b/g in advance...
but if I already know I cannot resolve it, it is more of a "just to let ya know")
but I never try to discuss it with the client the day of the event.
mainly because by the time THEY arrive, it's way too late to re-arrange the room!

that is why I picked "work with what ya get"

Ausumm said:

but I never try to discuss it with the client the day of the event.
mainly because by the time THEY arrive, it's way too late to re-arrange the room!

that is why I picked "work with what ya get"

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:sqerr:Who ever suggested that you should discuss it with the Client the day of the event?
What about before the event? What about before you even go to the venue? You can discuss your potential needs with the client and have the clients backing to request what you want from the venue. Remember, the venue is not your client and you are not the venue's vendor. Always go to the venue on behalf of the client. It carries more weight.

Houston
I "did" mention in my post that I discuss issues BEFORE the event...

Ausumm said:

If I know of an "issue" with a venue, I discuss it with the b/g in advance...

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and in repsonse to "waiting till the day of"...
it was brought up by others (MusicMesiter)...

"The set up should NEVER be discussed the day of except for minor 'tweaks'."

responded to by you...

"You are absolutely correct. If other people have spent their time to create this setup, they would not want to change it at the last minute. Sometimes the DJ are last on their priority list."

and I simply echoed the sentiment

"but I never try to discuss it with the client the day of the event."

as far as trying to settle things with the venue BEFORE the event...
I have tried, but rarely had success...for the reasons I mentioned in my earlier post.

Ausumm said:

Houston
I "did" mention in my post that I discuss issues BEFORE the event...



and in repsonse to "waiting till the day of"...
it was brought up by others (MusicMesiter)...

"The set up should NEVER be discussed the day of except for minor 'tweaks'."

responded to by you...

"You are absolutely correct. If other people have spent their time to create this setup, they would not want to change it at the last minute. Sometimes the DJ are last on their priority list."

and I simply echoed the sentiment

"but I never try to discuss it with the client the day of the event."

as far as trying to settle things with the venue BEFORE the event...
I have tried, but rarely had success...for the reasons I mentioned in my earlier post.

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Its all in the approach my friend.. all in the approach. Its a good possibility that you go there or ask for an appointment representing YOU, when you should be going there on behalf of your Client. If they refuse then have the client make the appointment for you.

We cover setup before they ever sign. (it's also spelled out in our contract)
We require being set up next to the dancefloor. The client understands this before they give final setup to the venue. The venue does not dictate to us where we set up, just as WE don't tell them where to put the buffet line.(LOL)
We also do sight inspections to new venues we perform at and make it known as to where we need to set up.

ahoustondj said:

Its all in the approach my friend.. all in the approach. Its a good possibility that you go there or ask for an appointment representing YOU, when you should be going there on behalf of your Client. If they refuse then have the client make the appointment for you.

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Oh, I have no problem with using the bride as leverage...
and I have dealt with many of these people for years, so they are friends.
but honestly, most of these places can only be set-up ONE way.
otherwise I would have dealt with the issue YEARS ago!