What is it about face-to-face meetings?

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rickryan.com

rickryan.com

Mac Daddy DJ
ODJT Supporter
Dec 9, 2009
20,055
18,453
62
Hendersonville, TN
www.rickryan.com
On prospects, I've been opting for more F2F meetings here lately. Of the dozen or so F2F I've done in the past year, I've signed 100%. Last week, I had a meeting with a B&G, both in the music biz, and I never did feel in sync with them. The bride works for Reba McEntire's org and the reception is being held at a high-end venue. She kept wanting to angle away from my mid-level pkg and I didn't even get close to selling her uplighting. I really don't think they're going cheap, it's just that she had definite ideas about "not spoiling the vibe of the room". The final straw came when we were discussing what does and does not work on the dance floor. She mentioned that they work with Blake Shelton and I told her "You know, I absolutely love HillBilly Bone, but it just clears the dance floor. I've tried it 3 times and always the same result. In general, as much as I like Country music, it just doesn't work for dancing."

Man, I could just see that bucket of cold water hit her and we ended the meeting a few minutes afterwards. I never did get in sync and walked away saying "Oh well" to myself and making mental notes and how I could've better angled my pitch.

This Tuesday, I got an email from the bride. As I clicked it, I was trying to guess whether I'd get a simple brush-off or whether she'd take some time, digging in. Instead, she said they enjoyed meeting me and wanted to book. I got the contract in last night.

Wanted to open a discussion in regards and see how you guys approach it. Do you actively ask for a F2F or do it over phone/email?
 
I actively ask for F2F, but don't demand it. I would say 9 out of 10 like to meet me first. I have about a 80% on the spot booking rate at F2F meeting.
 
We only do face to face meetings, with the exception of the bride is out of state, then we'll talk on the phone, but we'll still meet them before the wedding.

After that initial meeting, then a lot of stuff can be done via email, but we will meet up one last time to get everything finalized and that is a face to face as well.
 
I always ask for a face to face it gives me a better understanding on what they want and it lets me know them a little too
 
I offer it to everyone. Some who have seen me or I know them personally do not request it. Of the cold leads, the ones that found me online or from someone else, maybe 25% take me up on it.

Around here, they don't go for the F2F so much. Email and phone (mostly email).
 
Most initial contacts are email or telephone call. When it comes time to sign Contract Agreement or receive Retainer a face-to-face happens...then again when the "drafting" of the Reception Program takes place. Some are fine with no meeting to "draft" because we went over the Wedding Reception Worksheet during the 1st meeting. Unless there is a need to preview music for the special dances, I try not to have a second meeting. Remember...time IS money. :)

Having said that about meetings, I well relay a short story about just the opposite...meet first and then Bride makes decision.

The usual email exchanges took place and a phone call. Meeting scheduled to meet. She told me that she was meeting with another DJ service and then with me. No problem (I'm thinking...wonder if she will schedule and then not show). Meeting was scheduled for a few days. We meet. She tells me at the meeting that she has decided NOT to meet with the other company because the person she had been talking with was not the person who would be the DJ and at her meeting. :) Anyway, she hired me and paid the Retainer at the meeting. I emailed Contract and it was returned a couple of months later...but I had the Retainer and wasn't worried, besides the wedding was a good 6 months down the road.

And, I have not gotten a few gigs after an initial face-to-face meeting.
 
As a matter of practice we don't suggest nor encourage face to face meets. That said, we will accommodate a request for a meet if it's local.

Pre-booking meets seem to be gaining in popularity lately as brides are doing their homework, so to speak. Our booking ratio with meets vs without has been good.
 
We also view the face to face meetings as a customer service strength of ours.

Look at it from a Bride & Groom's standpoint...this vendor is wants to sit down and meet us...they might actually care about us and our wedding.

Also, the face to face meetings can help weed out gigs you might not want to take or that might have too many red flags.
 
DJ J Mac said:
We also view the face to face meetings as a customer service strength of ours.

Look at it from a Bride & Groom's standpoint...this vendor is wants to sit down and meet us...they might actually care about us and our wedding.

Also, the face to face meetings can help weed out gigs you might not want to take or that might have too many red flags.
Click to expand...

Not that I don't agree with you but they could also be thinking " Hey, this DJ wants to meet with us. I just wanted some info, not some sales pitch"

It could go either way. I don't dislike F2F but most of the time, if they don't have many questions, you sound like a Used Car salesmen. If they have a bunch, at least you can answer them and not go through a pitch.

I just booked a $995 ceremony/reception for July 2011. I had to drive 80 miles round trip and the meeting lasted 20 minutes. They had no questions. I try not to do a rehearsed script but when they just sit there silent, it isn't easy not to do that.

All they asked were the same questions I answered via the emails we exchanged.

Was it worth it? yes, I got the booking but in my eyes, it was a waste of time. But it is their eyes that matter.
 
Karl Langford said:
Not that I don't agree with you but they could also be thinking " Hey, this DJ wants to meet with us. I just wanted some info, not some sales pitch"
Click to expand...

We get around that by no matter the style of initial contact we directly answer their questions. We then mention that if they have any other questions, feel free to send them our way or if they would like to meet us to just sit and chat with us about their thoughts/plans we'd be happy to setup a meeting time. Of course we always stress that the initial meeting carries zero obligation to book us.
 
My average typical booking goes as follows.

Bride will call seeking prices for a 4 hour dj show from 8-12pm or 9-1am.


I then usually ask something like....."Are you going to have supper beforehand in the same venue?"

When they say yes (95% of the time)....I roll right into my sales pitch which explains a typical night, and what the bride and groom can expect.

I explain to them it's more of a timeline of the night for smooth transitions as opposed to just playing music.

I have never been stopped short and had a client say "Wait a minute...I just want 4 hours music"....they want to hear more.


As I go through a typical timeline...I will get asked questions along the way. And I answer them, and sometimes ask questions back to make sure we are on the same page. I also tell them several times during key points...that even though this is a typical night...we cater to your special request, and make it one of a kind.

Anyways....that's when I talk price on the phone.

I say something like "I have been getting XX amount for bookings, so the lowest I can go is $***.

Now mind you, my prices have increased into a zone where people start thinking twice.

I would estimate at this point, half of the brides hear the price, and they immediately do not like the price...but they loved what they heard in the sale pitch...so they will say...."Well let me talk to my fiance, and can we let you know by XX date?"

I then say..."That is no problem, but there is a risk in doing that. I cannot hold dates and they really are filling fast. I am not one into rushing a client to hurry up and decide, but time can be crucial. But at the same time, I feel you should be 100% confident you are making the right decision."

And that above...is the darned truth. It's happened many times before...and I don't wait around anymore!


Within a day or two, they are usually calling with the ok.

I have no problem letting clients know my price over the phone.....they already get an idea if they like you on the phone...and if your price seems justified they will book you. Even if you are getting to be a little pricey.


Now this is where I am a stickler. I will not do a wedding if I cannot meet the bride and groom in person before the wedding...unless there are some special and unique circumstances that prevent us from meeting each other.

I want to get a feel for my clients...as I meet with them...I get to see the way they respond to different things, and I am able to pick up on that to create some fun memories during an event.

There are little things you can pick up on during a meeting to get to know your bride and groom a lot better, and personally it makes it a lot easier to do an event when I know them like that.
 
rickryan.com said:
On prospects, I've been opting for more F2F meetings here lately. Of the dozen or so F2F I've done in the past year, I've signed 100%. Last week, I had a meeting with a B&G, both in the music biz, and I never did feel in sync with them. The bride works for Reba McEntire's org and the reception is being held at a high-end venue. She kept wanting to angle away from my mid-level pkg and I didn't even get close to selling her uplighting. I really don't think they're going cheap, it's just that she had definite ideas about "not spoiling the vibe of the room". The final straw came when we were discussing what does and does not work on the dance floor. She mentioned that they work with Blake Shelton and I told her "You know, I absolutely love HillBilly Bone, but it just clears the dance floor. I've tried it 3 times and always the same result. In general, as much as I like Country music, it just doesn't work for dancing."

Man, I could just see that bucket of cold water hit her and we ended the meeting a few minutes afterwards. I never did get in sync and walked away saying "Oh well" to myself and making mental notes and how I could've better angled my pitch.

This Tuesday, I got an email from the bride. As I clicked it, I was trying to guess whether I'd get a simple brush-off or whether she'd take some time, digging in. Instead, she said they enjoyed meeting me and wanted to book. I got the contract in last night.

Wanted to open a discussion in regards and see how you guys approach it. Do you actively ask for a F2F or do it over phone/email?
Click to expand...


BTw:

Great job on the closing rate bud!
 
A face to face meeting will always be useful and may help clear up a lot of doubts and I believe it may lead to more confidence for the client regarding your ability to provide the service.

As an example when an autopsy is required most people are scared to death about what happens to their loved ones when said procedure is carried out. Before performing one I will always look for the patients family when they're available and talk with them. Of course I don't go into the details of everything that will be done. But I do assure them their relative will go through this with all the respect and care available.

When you as DJ's meet with the customer they are looking for answers and while things can de addressed through emails and telephone conversations a F2F meeting will let the customer see you as a caring individual offering the best service you can provide for them.
 
The biggest difference between us as DJs is that we each have our own personalities and passion or lack of, which is crucially delivered in a face to face. You can exude exuberance and your passion through an email or phone conversation but it cant be shared to its fullest unless you get to read the clients body language and facial expressions.

This can only be attained Face To Face. You will immediately know that you are the correct fit or not as will the client. II in fact make a point to have them narrow it down to two or three of us to meet so they can make a more direct final decision.
 
I've only done a couple in my career...

I'm not a salesman, and anything I needed to know can be handled over the phone, or at the gig. Most of my wedding gigs came from WOM, so no need to impress anybody further with my good looks and charm :)
 
God damned did you receive the leopard coat and hat? FOR ****S SAKES> How much do I have to ask for announcement?Jeusus Yahweih?
 
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