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Ron

DJ Extraordinaire
Jun 14, 2011
1,702
1,255
115
45
Charleston, South Carolina
www.rcbaudio.com
#1
First time this has ever happened and it has happened twice in the same week.

Event planner apparently got a copy of my contract from the client (already signed and co-signed months ago). She called to see when I would arrive for setup and I mentioned the event starts at 5 and she interrupted and said "Yes, I see that in your contract; but I need arrival time". I was a little surprised and said yes, I should be arriving around 3:30.

There is more to the story; but how do you feel about 3rd parties getting your contract without your knowledge and have you had issues with the planners when they do.
 

sonic-vision

DJ Extraordinaire
Feb 6, 2007
853
1,143
95
central Ohio
#2
Not right but, what are you going to do about it? Not a thing!
How do you feel about another DJ pretending to booking you so as to get copy's of your paper work, contract inclued?
 

Ron

DJ Extraordinaire
Jun 14, 2011
1,702
1,255
115
45
Charleston, South Carolina
www.rcbaudio.com
#3

djtaso

DJ Extraordinaire
Apr 4, 2017
1,279
2,901
115
31
NJ
www.djtaso.com
#4
It’s weird and not necessarily preferable, but many event planners do in fact have every vendors contract. Many won’t tell you they do, and usually nothing will ever come up to indicate that they do... but look up some event planner sites and they actually state that they take care of and handle the contracts for your vendors to make sure obligations are met and there are no discrepancies. As far as them asking for your arrival time... that too isn’t uncommon to be asked... not that it would be on the contract time, but clients and planners want to know when to expect you... at least around here some venues have to coordinate with other events or vendors.
 

Ron

DJ Extraordinaire
Jun 14, 2011
1,702
1,255
115
45
Charleston, South Carolina
www.rcbaudio.com
#5
As far as them asking for your arrival time... that too isn’t uncommon to be asked... not that it would be on the contract time, but clients and planners want to know when to expect you... at least around here some venues have to coordinate with other events or vendors.
Oh I have no problem with them calling and asking for arrival time, although that is in my contract.
 
Likes: sonic-vision

ittigger

Hundred Acre Industry Icon
Feb 1, 2011
14,161
10,693
115
Western Maryland
#6
but look up some event planner sites and they actually state that they take care of and handle the contracts for your vendors to make sure obligations are met and there are no discrepancies.
If there are discrepancies, I make sure it is understood that there are no changes without written consent from the person that signed the contract / original POC. Unless you signed it and we've already discussed, then I'm not taking direction from you. You may advise me but I will confirm any changes directly with the client.

I also ask if there are planners up front and I go into detail about why I'm asking. Nothing like a planner making unapproved changes to ruffle feathers.

Arrival time is not a big deal for me. I'll gladly let the venue know. If the planner is a 3rd party, then I will try to work with them - and I will inform them to get with the client. I refuse to muddy the water any more than it needs to be. If the planner is difficult, then I will not play into it.
 
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djtaso

DJ Extraordinaire
Apr 4, 2017
1,279
2,901
115
31
NJ
www.djtaso.com
#7
If there are discrepancies, I make sure it is understood that there are no changes without written consent from the person that signed the contract / original POC. Unless you signed it and we've already discussed, then I'm not taking direction from you. You may advise me but I will confirm any changes directly with the client.

I also ask if there are planners up front and I go into detail about why I'm asking. Nothing like a planner making unapproved changes to ruffle feathers.

Arrival time is not a big deal for me. I'll gladly let the venue know. If the planner is a 3rd party, then I will try to work with them - and I will inform them to get with the client. I refuse to muddy the water any more than it needs to be. If the planner is difficult, then I will not play into it.
Discrepancies can be having different start times...a bride thinking she has a monogram but for the planner to tell her she doesn’t, a florist only having centerpieces for 18 tables when there are now 20, etc. Many are also hired to coordinate the timeline and to make sure things are flowing accordingly.,, which in my opinion EVERY vendor should have a copy of prior to the event that has been verified by the bride and groom
 
Likes: ittigger

Jeff Romard

Moderator
Staff member
Sep 4, 2006
16,380
10,169
115
47
Sydney, Nova Scotia
#8
I fully expect the planner to have a copy of my contract. I don't offer it but I wouldn't be upset if they had a copy. Like Tigger I don't take orders from planners any major changes would go through my client
 

Ron

DJ Extraordinaire
Jun 14, 2011
1,702
1,255
115
45
Charleston, South Carolina
www.rcbaudio.com
#10
The follow up to that story is
Planner: "We need you to arrive earlier and provide a speaker for the ceremony on the beach as well; I do not see that in the contract."
Me: "I discussed this option with the client at our last review a few days ago and they declined that enhancement"
Planner: "Well they told me they wanted that"
Me: "I will be happy to contact them and discuss this option again."
Planner: "I can provide the music; just bring a speaker."
Me: "I will be happy to contact them and discuss this option again."
Planner: "They asked me to take of this"
Me: "OK, no problem. I will send an electronic invoice directly to you; once I confirm this with the client. The invoice needs to be paid before the Saturday event."
Planner: "That's extra!?"
Me: "Yes"

Click.
 

rickryan.com

DJ Extraordinaire
Dec 9, 2009
14,120
10,125
115
53
Hendersonville, TN
www.RickRyan.com
#11
First time this has ever happened and it has happened twice in the same week.

Event planner apparently got a copy of my contract from the client (already signed and co-signed months ago). She called to see when I would arrive for setup and I mentioned the event starts at 5 and she interrupted and said "Yes, I see that in your contract; but I need arrival time". I was a little surprised and said yes, I should be arriving around 3:30.

There is more to the story; but how do you feel about 3rd parties getting your contract without your knowledge and have you had issues with the planners when they do.
I don't like it but nothing to be done if the client gives the planner a copy. I have had planners tell me (not ask) to send them a copy and I roundly ignore them. They can go pound sand. I'll humor a micro-managing planner, but only so far.
 

rickryan.com

DJ Extraordinaire
Dec 9, 2009
14,120
10,125
115
53
Hendersonville, TN
www.RickRyan.com
#12
The follow up to that story is
Planner: "We need you to arrive earlier and provide a speaker for the ceremony on the beach as well; I do not see that in the contract."
Me: "I discussed this option with the client at our last review a few days ago and they declined that enhancement"
Planner: "Well they told me they wanted that"
Me: "I will be happy to contact them and discuss this option again."
Planner: "I can provide the music; just bring a speaker."
Me: "I will be happy to contact them and discuss this option again."
Planner: "They asked me to take of this"
Me: "OK, no problem. I will send an electronic invoice directly to you; once I confirm this with the client. The invoice needs to be paid before the Saturday event."
Planner: "That's extra!?"
Me: "Yes"

Click.
Bravo. You handled that to perfection.
 

awalker19

DJ Extraordinaire
Oct 17, 2016
268
364
65
32
#13
I've had clients randomly send me contracts for other vendors. Since we do a lot of day of coordination work, I will request all of the other vendors information and the couples will just send everything they have on that vendor.

My contracts not a secret though. I'll send it to whomever wants it.
 

djtaso

DJ Extraordinaire
Apr 4, 2017
1,279
2,901
115
31
NJ
www.djtaso.com
#14
The follow up to that story is
Planner: "We need you to arrive earlier and provide a speaker for the ceremony on the beach as well; I do not see that in the contract."
Me: "I discussed this option with the client at our last review a few days ago and they declined that enhancement"
Planner: "Well they told me they wanted that"
Me: "I will be happy to contact them and discuss this option again."
Planner: "I can provide the music; just bring a speaker."
Me: "I will be happy to contact them and discuss this option again."
Planner: "They asked me to take of this"
Me: "OK, no problem. I will send an electronic invoice directly to you; once I confirm this with the client. The invoice needs to be paid before the Saturday event."
Planner: "That's extra!?"
Me: "Yes"

Click.
Yeah you handled that the right way... but a good planner will know that extra speaker locations usually cost extra money lol.
 
Likes: TwinSpinDJ

Ron

DJ Extraordinaire
Jun 14, 2011
1,702
1,255
115
45
Charleston, South Carolina
www.rcbaudio.com
#15
Yeah you handled that the right way... but a good planner will know that extra speaker locations usually cost extra money lol.
Yeah I thought it strange since I have worked with this planning company before (just not this individual). I have a feeling she is a new employee. Gonna have the extra speaker on hand just in case.
 

Scott Hanna

DJ Extraordinaire
Oct 25, 2006
5,783
5,064
115
52
Cleveland, OH
www.djincleveland.com
#16
I have no problem with my client sharing my contract and contract info with someone who they feel needs it.

I had one planner a while back try to tell me I shouldn't be charging extra for the ceremony system.

I said, "I'll be willing to sell you the equipment, charge you for my time to show you what needs to be done, and you can add it in for free"
 

Albatross

DJ Extraordinaire
Sep 7, 2016
1,193
2,778
115
#17
It's very common when I work with planners that they have my contract.

I also list the pricing on my contract for optional services that the client has not selected.

Rate: Service XYZ will be provided for a rate of $X

Additional Options: At the client's request, Ceremony Services may be added for $Y, Uplighting for $Z, subject to availability. Requests to add services must be made in writing or by e-mail and confirmed.
--
That way there is no question about what I charge for things when my clients add them to the package.
 

Cap Capello

Always @ Ur Service
Dec 14, 2006
3,406
2,683
115
74
Saratoga, NY
www.imadj.com
#18
From a pure strategizing perspective, I find that when being challenged or if we think our territory is being encroached upon, we get defensive.

DON'T let it get to you.

DO... Answer questions with questions that shifts the onus or burden of discovery on the caller.

Planner: "We need you to arrive earlier and provide a speaker for the ceremony on the beach as well; I do not see that in the contract."
Me: " Have you thoroughly discussed this recent decision with both your customers?""
Planner: "Well they told me they wanted that"
Me: "There will be a charge for the additional equipment, setup time, and standing time. Are you assuming these additional rental charges?
Planner: "I can provide the music; just bring a speaker."
Me: "Are you assuming these additional rental charges?"
Planner: "They asked me to take of this"
Me: "OK, no problem. I will send an electronic invoice directly to you which requires full immediate payment before the Saturday event."
Planner: "That's extra!?"
Me: "Yes, it is. This additional equipment, which my customer has previously declined in our preparation sessions, now becomes your responsibility. I'm not sure what you told them that was completely beyond your authority, however, how would you like to proceed?"
 
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DJ Ricky B

DJ Extraordinaire
Mar 9, 2015
4,155
3,078
115
36
#19
Planners can be GREAT to work with WHEN THEY ARE EXPERIENCED VERY GOOD PLANNERS!!!

Planners can be a real pain to work with WHEN THEY ARE NEWBIES, CONDESCENDING, OR NOT REAL PLANNERS (Bride's friend or Aunt/Cousin who wanted to be their "planner" or was actually assigned the job of "planner" by the bride...

Some professional planners can be a bit of a hassle to work with because they want everything done right on time down to the minute, and they walk around "stressing" about things, but those are the ones that usually have good intentions with their job, just are hectic people during the wedding. I usually handle them pretty well, and once we get passed dinner, special dances, and cake cutting, those ones simmer down a lot.

The last few years, I have luckily had a pleasure to work with many great wedding planners. ...In 2010 to 2013, I worked with a few pretty bad ones. All of those weddings would have been better off with no planner at all, and me running the show myself.
 

Proformance

DJ Extraordinaire
Nov 6, 2006
5,251
2,802
115
#20
The follow up to that story is
Planner: "We need you to arrive earlier and provide a speaker for the ceremony on the beach as well; I do not see that in the contract."
Me: "I discussed this option with the client at our last review a few days ago and they declined that enhancement"
Planner: "Well they told me they wanted that"
Me: "I will be happy to contact them and discuss this option again."
Planner: "I can provide the music; just bring a speaker."
Me: "I will be happy to contact them and discuss this option again."
Planner: "They asked me to take of this"
Me: "OK, no problem. I will send an electronic invoice directly to you; once I confirm this with the client. The invoice needs to be paid before the Saturday event."
Planner: "That's extra!?"
Me: "Yes"

Click.
Sorry, but if that's how you handled it your were a d**. What's the BFD? Your client hired a planner to look after her interests so, pay attention and be as responsive and accommodating to the planner as you would the client - they are one in the same. Send your invoice to the client - the planner is not responsible to pay you anything, ever.