Kinda complicated, opinions please

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DJ Puma

New DJ
Sep 26, 2006
314
0
52
Just outside Gainesville Florida
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I'll try to make this as short as possible.

About a month ago I got a client passed to me by another dj company that backed out on them. This other company already had the contract signed and received the retainer for the date.

The retainer was forwarded to me and I started planning the reception. The bride had expressed major concern about her reception. We then exchanged about 10 emails as I made an effort to put her mind at ease. It seemed to work.

Now this event would be around $900 to book with my company. The other company booked them for $550 which I was willing to honor. It is 4hours of dj/mc, a light package and a video projector with a 6' x 8' screen to show a photo montage and videos.

We made an appointment to meet today for a new contract signing and to get all the details squared away for their wedding. I put quite a few hours already into planning and preparing their reception.

Ok, so today I drive an hour and 10 minutes to an outdoor sports bar. I arrive a half hour early and order 2 drinks and an appetizer to not seem like a mooch as I hold up a table. This is gameday in Gainesville Florida while the gators are playing auburn today. Gainesville is packed. I spend about $20 on this junk and about $10 in gas, as well as 3 hours of my time today.

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I get home and have a call on my answering machine at 4:10pm. It says we must of just missed each other. I sent her an email immediately. This is what I sent her. Tell me if you guys agree or not or have any suggestions on how I should of or could of handled this.


the email:

Kimberly W*****,

I arrived at Calico Jacks at 1:30pm and waited until 2:15pm. The drive to Calico Jacks is over an hour for me each way. When I make an appointment I expect both parties to be punctual. If you were running late you could of called me, all my contact numbers are clearly listed on my website. The day ended up costing me approximately $35. I was already discounting your package by over $300 for your prior arrangement with *** but cant continue to take a loss with this event.

I am sorry to say that I will be returning your retainer for the date that you had paid *** entertainment. I received $200 from *** and I have your address as 2**0 sw w***** road #2** , Gainesville, Fl. 32608. Please confirm this information to be accurate and I will send the retainer right after getting confirmation.


Robert - djsolutions4you.com





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What do you guys think?

-Puma-

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I would have called. Your email instantly screams "defensive" mode. Benefit of the doubt? Maybe a family emergency, etc. I do see your point about all the prep work already spent on it and the driving meeting.

Something I'd watch out for next time Puma, avoid being quick on the email. I say this over myself as well. We (as humans) like to jump to conclusions and pounce quickly. Get some time to soak it in and think rationally. :)
 
Sounds fine to me me....had she given you any sign during your meetings that she was "flaky"?

The only thing I would have done differently is I would have talked to the other DJ. How many times have you had DJ's hand you business where the date in question is an open date for them??
 
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Well, she called me and left a message and didnt say anything happened on her end. She just said that we must of just missed each other. I was there for 45 minutes.

She was kinda flaky, she expressed alot of "concern" about the other dj company and forwarded all the emails she had with the other company. I found that kinda weird.

I did talk to the other dj, he said he had an unexpected event come up for that date and he would be out of town now.

-Puma-

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Not sure if it'll help, but here is how I do business:

If YOU are paying me, and absolutely feel the need to meet me beforehand,I will pick up the tab, and either meet you at your home, or the venue (venue preferred).

If *I* am paying you, you need to come to me (I honor above).


Why people like to meet at restaurants, or coffee shops, is beyond me. You are telling them you will make the most important night of their lives, the best!

You better know their life then, and either meet them at home, or at the venue, where both parties can brainstorm.


It should be in DJ101, that you meet them at the venue!

Feel free to credit me :)
 
"If it looks like a duck....walks like a duck....it's a duck!"

She sounds "Flaky", and if you knew the truth I will bet the other DJ had no last minute booking.......
 
My reaction would be based on "when" the event is... If it is soon, I would cut them more slack because I want their money, if it's next year and I wouldn't worry about filling the date, I wouldn't give them as much slack.

I do agree with Travis, your e-mail did come off as not very nice IMHO.

I also agree with Rick,,, why would you want to meet someone, to talk about their wedding day at a Sports Bar on game day?

And I do agree with you, she had your cell number, she should have called. Even once she got there and could not see you, she should have called.

And by "drinks" I hope the heck you meant Coke or Juice not a "DRINK"
 
For the record, it's could have called, not could of called.

This story is why I had an office in my home. If a prospect ever stood me up, I was already home. Let them come to you.
 
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well, 1 she picked the place. its right next to a bridal shop and mall she was shopping at.

2. it was sweet tea and a coke for my wife. Im no crumb, but thanks :p

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anyway
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Ok well we just got off the phone. It appears that they were sitting in the same place but made no effort to locate me or contact me. I walked up to several people right next to them and asked if they were Kim, loud enough for my wife to hear me several feet past where they were sitting.

She said that she forgot to bring my phone #. They never even looked at me. I had my bright red folder with a giant dj solutions logo sticker on it sitting right on the table next to these people.

I offered to meet her one more time this monday about 1 mile away from my house.

I'm not tickled about the price but I did agree to it and I will provide her with the best service possible. It was just the idea of not meeting me.

Oh and I also have a big picture of my face on my website so people know what I look like.

I'll see how it goes.

-Puma-

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My thoughts, if it's any help:

Why did the other DJ company bail out? Weren't they under contract with this person? With the exception of a serious emergency, they could lose their shirts over this. Last time I checked, serious emergencies aren't planned in advance.

One does not just walk out of a contractual agreement. Both parties must agree to a cancellation in writing.

While I agree with your thoughts in the email (I'd have been royally ticked off too), it was a reaction to a less-than-satisfactory situation. I can't blame you for being irritated, though.

Please bear in mind that this person is not yet your client. You have no contractual obligations to fulfill. Neither does she. Should you return her retainer fee, ensure that the refund is traceable.

That being said, no one knows your situation with this prospect better than you. The rest of us could speculate all day but we're not the ones dealing with her.
 
Well do me a favor..."Puma", I don't know your first name, sorry....irrespective how this turns out, let us know all the details.

Very good lessons can be learned here, either way.

Meaning if my evaluation is to harsh and she is just having a case of the nerves, jitters :sqeek:or if in fact She was jacking you around, for whatever reason.

A lot of us can learn from a situation like this, given all the facts, with the hope of preventing this happening to us in the future.....:sqfrown:
 
Puma :
The other dj said he had a family wedding come up that he had to attend.
Click to expand...
Sure they did. A family wedding that paid a couple hundred more than what they palmed off on you? [Sorry. Naturally skeptical and cynical about these "handoffs"]

Sorry handsome, but sympathy is reluctantly given for one who takes pass though referrals at a "less than what I normally charge" fee, that is unless they can't get bookings without them, which is then totally understandable.
 
DJ Puma : That last post of mine was really acid and I'm sorry. One should put away the keyboard after a 5 hour wedding at 2:44am.

There's no doubt more detail here than you can explain as we didn't hear any of the conversation thus are lacking in the insight gained from "ya had to be there."

Your gut will guide you. Regardless, the email was a tad bit of a nastygram. Say it in person if that's what you feel, but don't commit it to paper that can be used against you should she become bitter.
 
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Well I am only into my second year of business. I am 4 months into the second year. I am just trying to get input from some seasoned vets around here so I can improve my business in every aspect.

As far as geting accounts, I'm not competing with anyone or anything like that. I dont take every event that calls me. I actually have trned down a few already this year. But I have already booked as much $$$ in the 4 months of this year as I did my entire first year in business. I also have 2 pretty big accounts pending contracts signed. One is a pretty big private prom being held by a rich family at a country club.

I feel I am doing quite well and am happy with my business. i was just looking for suggestions or criticism and I appreciate everyone for it.

-Puma-

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Well, Like I said I had rescheduled another meeting for this couple on Monday about 1 mile from my house at a friends resteraunt.

I just got a call from the groom and they cancelled that meeting saying that 7:30 is kinda late in the evening. Intead they would like to meet next Sunday at a park at 6:00 pm.

There wedding is October 27th and the meeting is now scheduled for October 7th. I have yet to get a contract signed by these people and have nothing other than the songs they want played and not played which is quite an extensive list.

I dont mean to sound like I'm whining, but it is alot of fussing with this event. Especially since I took this event as a favor for this other company and I felt bad for the bride.

oh well, I will stay positive and put as much effort into this wedding as I possibly can.

-Puma-

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DJ Puma said:
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Well, Like I said I had rescheduled another meeting for this couple on Monday about 1 mile from my house at a friends resteraunt.

I just got a call from the groom and they cancelled that meeting saying that 7:30 is kinda late in the evening. Intead they would like to meet next Sunday at a park at 6:00 pm.

There wedding is October 27th and the meeting is now scheduled for October 7th. I have yet to get a contract signed by these people and have nothing other than the songs they want played and not played which is quite an extensive list.

I dont mean to sound like I'm whining, but it is alot of fussing with this event. Especially since I took this event as a favor for this other company and I felt bad for the bride.

oh well, I will stay positive and put as much effort into this wedding as I possibly can.

-Puma-

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Click to expand...


Just an observation from experience which is what you asked for. Here are a few signs to watch our for...thx
 
Puma, You may want to consider asking them to fax or mail the contract back to you. I would say something like:

Hi Kimberly,
I wanted to mention to you we really need to receive a signed contract. Is there anyway that you could please fax or mail it back to me?

Atleast then you will have that. I usually invite the couple to my house if possible for client consultation meeting. That way there is no chance they can say they missed you.

This is going to be a rough one. I feel bad for you. Get through it and chalk it up to experience.
 
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