Site Visits

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prodjay

prodjay

DJ Extraordinaire
Dec 13, 2009
1,103
560
Bossier, Louisiana
Do you go and do a site visit without having anything booked at that place?

I had a Bride contact and wanted me to go and visit a site even before she booked with me.

Now I would not mind going out to see and visit with this site, but it seems we get about 10 to 15 new venues a year and this one is about an hour from me.
 
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prodjay said:
Do you go and do a site visit without having anything booked at that place?

I had a Bride contact and wanted me to go and visit a site even before she booked with me.

Now I would not mind going out to see and visit with this site, but it seems we get about 10 to 15 new venues a year and this one is about an hour from me.
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So I do it, but I make it difficult to do so, especially when the venue is far. I let them know, that to do this, they'd have to schedule it on a day that I have no other meetings, as it would take about 4hrs of my time between the driving, potential traffic, and the walk through itself. This in effect makes the potential meeting dates at least 1 or 2 weeks out (keep in mind you're coordinating your schedule, the couples, and the banquet halls), in which case I subtly remind the couple that I don't hold dates, and if someone asks for the date in the meantime, I do have to entertain it. Most do sign contracts first though.
 
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Always do a site visit IF I have never played at the venue. Relocated to Florida. All requests for service required a site visit, but not until a retainer had been sent. However, moving to a new geographical area does incur extra expense of my own. First visit is on me. However, I do try and meet with the Client at the venue to discuss program specifics and receive Retainer or sign Contract Agreement. It's always a PR visit to the venue whenever I arrive in town. I also take in a few Bridal Shows as a paying customer to scout the DJ vendors. I find that very few DJ vendors are at the "show" because the DJ who provides free sound and MC also chooses where the DJ's vendor is placed in the room...as far away from the main source as possible. LOL
 
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I do site visits of sites I’ve never seen quite often before giving a prospective client a quote. I want to know as much about the site as possible to ensure that I can provide adequate service. I want to know if I can unload close to the door, and if I can roll my gear in or if I have to carry it up stairs. I want to know if I’ll have adequate power and how far away it is. If I think my PA System is inadequate for the size of the venue, then I can decide if I don’t want to do the gig, or if I’m willing to rent additional gear. All those factors go toward the price I quote. However, I don’t charge extra for a site visit.


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We will do them if I deem it necessary. If we are doing something that requires a unique setup/ multiple set ups, I'll probably visit if we haven't been there. I'll probably look for video call options if distance is am issue. Had a couple do a Skype call from a venue last year that was 90 minutes away. It was helpful.

I'd rarely do a site visit before we are booked. If there was a reason I couldn't give them a price perhaps
 
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Nope. I will visita venue if the couple is meeting with me there. However, Doing that prior to booking has not happened in at least 6 years.

100% of my clients have booked over the phone, or even without a phone call and with a single email these days.

At this point I would not do a site visit prior to booking, but after 18 years I know the routine well enough I think.
 
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Interesting, I might consider doing a site visit pre booking if it was close, but tying up let's say 3 hours of my day for one with out a booking, not sure about that one.
 
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azdeejay said:
Interesting, I might consider doing a site visit pre booking if it was close, but tying up let's say 3 hours of my day for one with out a booking, not sure about that one.
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Not sure how anybody would know what gear they’ll need to take if they don’t have any idea about the size and configuration of the venue. Do you just take everything you own and hope you have what you need?
 
ive done a couple out of state venues... and found most of the info i need by a quick google search of the venue...on a couple instances i even found blueprints of the layout... a quick call can answer power circuit questions...load in alternatives... etc... However nothing beats a good site visit...

Once i had a client from 2 states away offer to take detailed photos of the site for me...which was kind... i was elated to not have to make the long trip... she photo'd the stage id be on...and from the photos there were many many electrical outlets along the backside of the stage.... i checked a buncha boxes and felt pretty good about it... HOWEVER... on arrival...i realized...to my horror... that they were all old school 2 prong no ground outlets....lol...so we had to run long extension cords to another part of the venue... luckily i had them with me... but ...lesson learned

cc
 
DJ Bobcat said:
Not sure how anybody would know what gear they’ll need to take if they don’t have any idea about the size and configuration of the venue. Do you just take everything you own and hope you have what you need?
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For me .. YES, mostly. My EVOX will cover anything I do, and gets used most of the time. Plus I have 1 or 2 of my JBLs in the truck should I need a little more or a remote setup. My controller system is generally the same for all gigs, and my small backup system is also in the truck should I really be low on space. And I bring a 4' table all the time. Unless I knew, or the flags go up that there will be 300 people .. I'm good.
 
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DJ Bobcat said:
Not sure how anybody would know what gear they’ll need to take if they don’t have any idea about the size and configuration of the venue. Do you just take everything you own and hope you have what you need?
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Simple google search will show you everything g you would typically need. I bring 500ft+ of extensions so power is never an issue plus have extra speakers in car for unusual situations. My speakers can handle very large rooms easily so never worried about that. I only do site visits to put couples at ease and to give them ideas (these couples that I do visits with always tend to spend more).
 
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I have done them if it's not too far away. I have the agreement to do the job and sometimes I will check the venue out to see what is needed for the job and introduce myself to the staff leaving my business card.
 
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DJ Bobcat said:
Not sure how anybody would know what gear they’ll need to take if they don’t have any idea about the size and configuration of the venue. Do you just take everything you own and hope you have what you need?
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My reply was for doing a site visit for a potential client , not for a booked client, I don't think my reply made that part clear, my mistake, my entire reply was based on the OP, and it the venue being a one hour drive. Something under one hour then I would be more willing to do a pre booking the client site visit. But that also doenst mean I wouldn't do it for the one that is 1hour away either.

But like Taso mention, we live in 2019, I can find out everything I need to make an educated guess as to what I would need to take with, I could even go as far as making contact with the venue to find out any info that maybe not be online.
 
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DJ Bobcat said:
Not sure how anybody would know what gear they’ll need to take if they don’t have any idea about the size and configuration of the venue. Do you just take everything you own and hope you have what you need?
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I already know what I will need once I have given them a quote.

If they have 25 - 100 guests I am going to set up 2 speakers. I will bring 2 extra, and leave in the car.
If they have 100 to 180 guests BUT the venue has some serious stairs involved in the load in then I bring the same anyway.
If the venue has no stairs, and 100 to 180 guests, then I bring a sub, 2 speakers, and 2 extra speakers left in car.
If the event has over 180 guests I generally plan to bring 2 subs with me + the 2 speakers + 2 speakers left in the car.
If they have over 400 guests, I know I will be setting up 2 subs, and 4 speakers.
My light show has generally been the same SIZE at every event these days so that does not really change even though I change out some lights from time to time.

All other sound euipment is brought to all events.


Honestly, The only reason I may want to visit a unknown venue is to figure out where to set up the Up Lights IF the client has a UP Light package added to their event. However, this is not needed either. Arriving early, and spending an additional 5 to 10 minutes figuring up light placement out is really all it takes.
 
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DJ Ricky B said:
I already know what I will need once I have given them a quote.

If they have 25 - 100 guests I am going to set up 2 speakers. I will bring 2 extra, and leave in the car.
If they have 100 to 180 guests BUT the venue has some serious stairs involved in the load in then I bring the same anyway.
If the venue has no stairs, and 100 to 180 guests, then I bring a sub, 2 speakers, and 2 extra speakers left in car.
If the event has over 180 guests I generally plan to bring 2 subs with me + the 2 speakers + 2 speakers left in the car.
If they have over 400 guests, I know I will be setting up 2 subs, and 4 speakers.
My light show has generally been the same SIZE at every event these days so that does not really change even though I change out some lights from time to time.

All other sound euipment is brought to all events.


Honestly, The only reason I may want to visit a unknown venue is to figure out where to set up the Up Lights IF the client has a UP Light package added to their event.
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Site visits are really the difference between a luxury service where customer service is a priority and a service that is looking to keep the level of dedication to each event at the bare minimum. Perception is key. We know a site visit doesn’t make a difference and won’t change anything that we were planning on doing for the event regardless, but to the client it means the world that you took time out of your day to help put them at ease that you’re now familiar with the venue, or were there in person to answer those questions. Again, sometimes it’s more of a challenge logistically, but just showing you’re willing to try and make an effort goes a long way.
 
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djtaso said:
Site visits are really the difference between a luxury service where customer service is a priority and a service that is looking to keep the level of dedication to each event at the bare minimum. Perception is key. We know a site visit doesn’t make a difference and won’t change anything that we were planning on doing for the event regardless, but to the client it means the world that you took time out of your day to help put them at ease that you’re now familiar with the venue, or were there in person to answer those questions. Again, sometimes it’s more of a challenge logistically, but just showing you’re willing to try and make an effort goes a long way.
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Yes, I have done site visits before to please the client. However, I have not had any one ask for a site visit in the past 18+ months now.

If a client asks me to meet them at the venue for a site visit, I will ask them directly if they will feel more at ease with me being there after I explain that I know the venue. If they say they need some hand holding, I will make it a point to meet with them at the venue. If they say it's not really necessary, then I won't.
 
djtaso said:
I only do site visits to put couples at ease and to give them ideas (these couples that I do visits with always tend to spend more).
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Great point Taso Before quoting any prices , I do google venue to check out and to be able to ask questions that might be a concern me or possible client .
Don't mind site visit with clients Two birds, One stone.
 
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I often get asked to participate in the "walk-through" with the planner and venue people.

My response typically sounds like: "In my experience, we often don't have anything to add to a walk through that we can't learn from a copy of the floor plan. Rather than having us there when your attention will be divided - why don't we set up a dedicated time to strictly talk music and entertainment logistics."

That is normally the end of the conversation.

Particularly for a hotel ballroom... I find almost no reason to visit the property in advance. If it's my first time there I allow additional time for load in, but most of those are simple. For historic/unique sites, I'm more inclined to visit because they tend to be unique spaces and might have challenging logistics. It depends how good the info online is.

But most of my weddings are repeat venues these days. I think I had 2-3 first time venues last year at the most.
 
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