Weddings Wedding Reception Planner Form

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mikemerlin said:
I can't possibly think of what could go into a 35 page planner unless you have a list of songs after every event (bouquet, garter, etc) I use intelligent dj planner software. It's comprehensive with timeline, planner and music request sheet. Anything over 10 pages is a bit much but what do I know...I'm just a deejaaaaaaaaaaaaaaaaaaaaay! LOL
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I use gigbuilder (for now). I'm going back and forth with a variety of different solutions, but I haven't nailed down what I REALLY want to use yet.... but I have an idea. ;)

As for my planner, it's not a sales tool. If it was a sales tool, I'd have color pictures and the like instead of what we've put in it and it would cost more than the current $15-20 we put into producing them.

But that's a big part of why I said what I did...

It's not the planner size that's important but what you do with the information you have.

I could have a 1000 page planner - and it doesn't matter if the results just aren't that good. It doesn't matter if your planner is a 1/2 page of scribbling if you're providing exceptional results.

I don't get recommended because of my planner. I get recommended based on the results I provide.
 
My approach to planning is different. I provide them a copy of my 5-6 pg planner packet up front at the consult, along with a sample timeline/itinerary so they can see both where we are going with the planning process, and how we go about getting there.

But the thing is - I don't have them fill out a lick of it. Thgey can if they want, and I've had couples complete them in various stages all the way to complete, but that's rare.

I dont ask them to do anything. I fill out the packet in its entirety front to back at our second planning meeting about a month or so prior to the wedding. QA format. That way we're sure to hit on everything, nothing gets missed or lost in translation, and every bit of it gets discussed with options, different scenarios laid out, ideas exchanged, etc.

All they are asked to get me in writing or email is their list of must-plays, play-if-possibles, do-not-plays, and their final revisions/approval to the finished itinerary.

For timeline I don't ask them to fill out a thing. So yeah - who would've thought there could be an even EASIER solution for couples than some paperless "online planner?" ROFL...

All they have to do is show up some lazy Sunday morning in shorts and a hoodie, enjoy a cup of joe and a few laughs, and hang while the dj does all the work!

Now THERE'S a client-friendly process!:sqlaugh:
 
wow!
my "planner" is just a few pages I send out with every (wedding) gig
1- contract
2- introductions, toast-prayer, special dances
3- music requests and ideas
4- performance details (hall access times, requirements, etc.)

I could have a lot more, but I really rely on phone and email conversations.
Gives both sides a chance to DISCUSS their ideas, and their reasoning.
 
Ausumm said:
wow!
my "planner" is just a few pages I send out with every (wedding) gig
1- contract
2- introductions, toast-prayer, special dances
3- music requests and ideas
4- performance details (hall access times, requirements, etc.)

I could have a lot more, but I really rely on phone and email conversations.
Gives both sides a chance to DISCUSS their ideas, and their reasoning.
Click to expand...

My planner is detailed, and has lots of pages - but only 1 form, and only if they opt to do one specific thing during their wedding. I use an online planner, and I meet with the couple multiple times (a minimum of 3 times).

In the end, it's like this - how well do you know the couples? How well do the guests think you know the clients?

A lot of the issues with crazy people, and bait/switch and the like I simply don't have problems with. But I also have guests coming up and asking me 'How long have you known 'bride & groom' and their family?' I tell them - and it's usually anywhere from 6-8 months (sometimes much more, sometimes much less) and they are amazed. They tell me that they would swear that I've known them for YEARS.

But that's the type of business I run....
 
MusicMeister said:
They tell me that they would swear that I've known them for YEARS. But that's the type of business I run....
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THAT is the key!
that show a lot of diligence on your part, Meister, and I'm sure it pays off!
Kudos to you!
There is nothing better than having that personal connection with your clients, regardless of how you get there. I obviously don't invest as much time as you do, but I make sure I get to know the clients as best I can...and I always aim for the same result!
 
Ausumm said:
THAT is the key!
that show a lot of diligence on your part, Meister, and I'm sure it pays off!
Kudos to you!
There is nothing better than having that personal connection with your clients, regardless of how you get there. I obviously don't invest as much time as you do, but I make sure I get to know the clients as best I can...and I always aim for the same result!
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Thank you. My clients know I care about their event and it's success as much as they do.

And as I'm sure you have found out yourself - when you know the couple really well, your job becomes EASIER. I commend you for going as far as you can....

And on the flip side, it's amazing the number of DJ's who have no idea about this sort of thing... they just throw a couple sheets of paper at them, show up and go through the motions... If that's what a couple wants, I wish them well and decline to take their business. It's takes more than a checkbook to get me to play a wedding. ;)
 
Here in Canada typically a friend of the family or family member is the MC for a typical reception. I have scaled that mountain on many occasions. I have a 2 page questionnaire for my bride and groom and a typical and simple planner and that is all I need. Of course I do meet with the couple almost everytime and spend atleast one hour and sometimes more along with many phone and email conversations. 20 page packages are like my business course Business plan almost always lost in the pile of pages after the first or second is read.

Each persons method in fact works best for them. I too get asked how long I have known my Bride and Groom. Even gained connection with other vendors because of the personal passion I put into each event.
 
MusicMeister said:
And as I'm sure you have found out yourself - when you know the couple really well, your job becomes EASIER. I commend you for going as far as you can....
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Not to mention that the better you know the b/g...
the more you can get away with!
I love it when I something personal about the crowd
"...the groom's nickname is Willy..."
"the best man dropped out of medical school..."
"...the guy in the blue suit sings "copacabana" at kareoke nite"

I love to use that info to make inside, personal comments or jokes (nothing nasty) as the night goes on. it's all ammunition to really personalize the day!
 
Ausumm said:
Not to mention that the better you know the b/g...
the more you can get away with!
I love it when I something personal about the crowd
"...the groom's nickname is Willy..."
"the best man dropped out of medical school..."
"...the guy in the blue suit sings "copacabana" at kareoke nite"

I love to use that info to make inside, personal comments or jokes (nothing nasty) as the night goes on. it's all ammunition to really personalize the day!
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At my wedding this past weekend, it's 'The best man sings 'quando quando quando' at karaoke!'. ;)
 
Hennroc said:
How detailed is your planner?

I form is about 2 1/2 pages, but I have heard of them being less, but also more. One DJ in my area said his is 9 pages long.

I want to get as much detail from the bride and groom as possible, but I like to write a lot of it down during the consultation instead of having them fill out the form.

I don't want the bride and groom to feel overwhelmed with the planner.

What are your thoughts on this?
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Here is a demo link to my planner. I'm not sure that you can save anything but please don't try lol. Our clients love our planner. This and either face to face meetings or a few phone calls seems to satisfy our clients needs perfectly.

http://www.next-generation.djintell...=Diamond+Wedding+Demo&Account=next-generation
 
Sounds To Go said:
My approach to planning is different. I provide them a copy of my 5-6 pg planner packet up front at the consult, along with a sample timeline/itinerary so they can see both where we are going with the planning process, and how we go about getting there.

But the thing is - I don't have them fill out a lick of it. Thgey can if they want, and I've had couples complete them in various stages all the way to complete, but that's rare.

I dont ask them to do anything. I fill out the packet in its entirety front to back at our second planning meeting about a month or so prior to the wedding. QA format. That way we're sure to hit on everything, nothing gets missed or lost in translation, and every bit of it gets discussed with options, different scenarios laid out, ideas exchanged, etc.

All they are asked to get me in writing or email is their list of must-plays, play-if-possibles, do-not-plays, and their final revisions/approval to the finished itinerary.

For timeline I don't ask them to fill out a thing. So yeah - who would've thought there could be an even EASIER solution for couples than some paperless "online planner?" ROFL...

All they have to do is show up some lazy Sunday morning in shorts and a hoodie, enjoy a cup of joe and a few laughs, and hang while the dj does all the work!

Now THERE'S a client-friendly process!:sqlaugh:
Click to expand...

I no longer include a paper planner. If they have found me online then they have access to the web and 99 percent of the time have no problems what so ever and if they do I'm just a phone call away. :sqwink: I tell all our clients that they can either fill it out or we can go over it when I call. Almost 99 percent of them fill it out mainly because its easy and strait forward and they can just simply add the songs they already want. The ones they get stuck on, I'm there for them. I talked with one of our brides tonight and asked her opinion of our planner her comments where that she totally loves it. Its one of the reasons I like DJ Intelligence. You can make or customize your own forms.
 
MusicMeister said:
At my wedding this past weekend, it's 'The best man sings 'quando quando quando' at karaoke!'. ;)
Click to expand...

1- guess you didn't have to research to get THAT embarassing tid-bit!
:sqlaugh:
2- wish I had that one. I coulda milked that for HOURS!
:sqconfused:
 
For his entrance we played Quando Quando Quando and gave him a blow up microphone with flames on it...

Let's just say when we started talking about introductions the bride and groom offered that one up REAL QUiCK....

Turns out he's the grooms high school shop teacher too!

Oh yea... it was a GREAT wedding... and GREAT people to be working for...
 
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