Printed Itinerary

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DJBob

New DJ
Dec 1, 2006
693
0
75
Tampa Fla
www.bobmooreentertainment.com
Last Saturday I did a wedding at a venue I've never played at before. The wedding was great, the B&G were very happy, and the banquet manager was also impressed :sqbiggrin:

After the event was over and I had changed clothes and was loading up, the bartender offered me a cold Bud Lite. He wanted a bunch of my cards, and we had a chance to BS for awhile. He told me one thing in particular that is worth passing on to the newer guys here.

Out of all the DJs that come to their venue, I was the only one that has ever had a pre-printed itinerary for them and took the time to go over it with them before the event. Most DJs do nothing and one or two of the regulars will write it down on a piece of paper when pestered enough by the house staff, but giving them a copy of the itinerary and going over important things like what time the meal is scheduled to begin meant a lot to them.

1% at a time adds up.
 
In my area that would not really work.. or should I say, be important. The catering halls know all of this in advance. In fact, I have had many a catering hall dictate to me what the order will be, as they have spoken with the clients about it... If there is a disrepancy, we try to get it fixed.
 
We have both types of venues running around here, but regardless of where Ducky and I go, we bring at least two agendas (besides the ones we use), one for the photographer and one for the venue. We find that even if the venue has one already, they do appreciate us having one for them and we go over both agendas to to make sure we're all on the same page.
 
DJ J Mac said:
We have both types of venues running around here, but regardless of where Ducky and I go, we bring at least two agendas (besides the ones we use), one for the photographer and one for the venue. We find that even if the venue has one already, they do appreciate us having one for them and we go over both agendas to to make sure we're all on the same page.
Click to expand...

Typically I bring 4 or 5 copies printed on parchment paper to give out:
Head Table
Photographer
Videographer
Venue
Caterer (if separate)
 
Kevin Nichols said:
I bring no less than 10 copies per event. I print them out on 4x6 index cards so they can put them in their pocket if needed. I'm the only DJ in this area that does this.
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4x6 index cards, that's an interesting idea...
 
DJBob said:
Out of all the DJs that come to their venue, I was the only one that has ever had a pre-printed itinerary for them and took the time to go over it with them before the event. Most DJs do nothing and one or two of the regulars will write it down on a piece of paper when pestered enough by the house staff, but giving them a copy of the itinerary and going over important things like what time the meal is scheduled to begin meant a lot to them.

1% at a time adds up.
Click to expand...

Gee, I think we've been talking about that in a few threads I have going. Bob, I absolutely agree with you.

Papa Deuce said:
In my area that would not really work.. or should I say, be important. The catering halls know all of this in advance. In fact, I have had many a catering hall dictate to me what the order will be, as they have spoken with the clients about it... If there is a disrepancy, we try to get it fixed.
Click to expand...

Chuck:

Can you get together with the hall ahead of time to get their agenda? That really is my starting point and then I do the finalization with the bride and groom and invite other vendors I know about.

Many times I will meet with the bride and groom at the hall or with caterer to develop the agenda.

I have one caterer I work with quite often that I just call and he tells me when the meal is planned and when last call is planned. I work with client from that perspective.

trafficgoo said:
Another thing that you should do...tip the bartender if you gets soft drinks from them throughout the evening. My wife and I do this everytime and they do remember this.
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I always tip the bartender. We vendors need to take care of each other (unless the other vendor is an azz).

DJBob said:
Typically I bring 4 or 5 copies printed on parchment paper to give out:
Head Table
Photographer
Videographer
Venue
Caterer (if separate)
Click to expand...

Hmm, I like the parchment paper idea. I do the same but add a few additional copies just in case.

Kevin Nichols said:
I bring no less than 10 copies per event. I print them out on 4x6 index cards so they can put them in their pocket if needed. I'm the only DJ in this area that does this.
Click to expand...

Do you put the introductions on yours?

I include the introductions to keep it all in one place. I adopted Justin's format.
 
Kevin can we see what a sample looks like please

I would be interested on that for size wise

thanks
 
trafficgoo said:
Another thing that you should do...tip the bartender if you get soft drinks from them throughout the evening. My wife and I do this everytime and they do remember this.
Click to expand...


Ding! Ding! Ding! We have a winner... :) Make it at least a $5 dollar tip on the first one of the evening....and they'll remember you... :)

At one of the Country Club receptions, Coreen tipped the bartender $20.00 in one shot as he took very good care of us, from serving the meal in the bar to keeping us hydrated during the evening.
 
Great thread Bob- I agree that itineraries impress venues and other vendors, but those impressions should be secondary to the purpose they serve for you personally, and most importantly, to your clients and their peace of mind and confidence before & during the event.

Its a matter of "DJ-101" for me - had one for my first wedding, and every wedding since.

I'll even do a more basic version like the one posted above for certain parties, dinners, or corporate or school events if it is going to have any semblance of structure or time line involved.
 
Email them to all the vendors the Monday BEFORE the event. I ask that they reply to let me know they received it & if they have any concerns about it. Send it as a PDF so no one can edit or change things.

I also bring a few extra copies. Sometimes the lazy catering manager doesn't pass it on to the crew that is working the event.

I used to email them earlier, but they get set aside/forgotten, because the vendors are focused on their upcoming event...that's why it's best to send it to them on Mon or Tues. before the actual event.
 
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