djswazae

What To Ask The Venue Before Signing

Tue, 01 Oct 2019 00:01:49 GMT

So you have decided that going with a DJ is what you want for your event, but you are still trying to decide on which venue to go with before you lock-in any vendors. I am sure there are many factors that go into this important decision, but many do not think of these important questions, and unfortunately do not know the answers until it is already too late. This article is here to help you, with questions to ask while you do your search. So that later down the road when you find that DJ you feel comfortable working with. You do not get any disappointments that are truly out of their control.

When you go out and research that perfect venue and meet with them to discuss your plans, here are some questions you should be considering asking them.

1. How many events do you allow to be booked per day for a particular room? What are the chances that there will be another event in my room prior to beginning of my event?

2. If there is an event prior to mine, how long will my DJ be allowed to set up for my event?

These questions are very important to ask the venue because if there is an event prior to yours that means that the set up time for your event will be limited. Your vendors will have to wait for the previous vendors to breakdown their setup prior to your vendors being given access to set up their equipment. Now for a basic setup of just a sound system that really is not an issue, but if your vendor is expected to provide a combination of services like uplighting, dance lighting, monogram projection, photo booth, and sound system this can place a burden for time. Especially if they're access is limited to only an hour before your event begins. Additional workers may be needed to accomplish this within the prescribed time frame and that cost could be passed on to you and/or affect the quote provided.

3. If you are looking at a venue that only does one event per day, an important question to ask is; How much time do you provide my DJ to come in and set up their equipment for my event?

A typical DJ is looking for a two-hour window to come in and setup depending on how elaborate the setup is. Some DJ companies offer many services such as uplighting, dance lighting, photo booth, monogram projections, and multiple sound systems depending on your needs. It is important to get at least two-hours for them so that they can troubleshoot any unforeseen issues. If everything goes according to plan, it allows them the time to get into the proper frame of mind for your event.

4. In a typical floor plan for my event are there any tables between my DJ and dance floor? Will my DJ be setup next to the dance floor?

Now you may think this to be a nonsense question, but you would be surprised how this very issue comes up many times, and just prior to your event. Believe me when I say, your DJ has spent many hours fine tuning their sound system so that they can provide you a high quality sound for your event. In this planning the goal is to ensure that the “Sweet Spot” is right on the dance floor. Now if your venue has a history of placing the DJ in the corner with a number of tables between them and the dance floor where do you think the sweet spot is now going to be? That’s right, immediately in front of the DJ booth where a number of guests are sitting. Now for every problem there is a solution, and yes the DJ can deploy additional speakers at different points in the room, but this now may be at an additional cost you. Also lets remember the DJ is off in a corner away from the dance floor and there is now a disconnect between them and your guests who are dancing and trying to have a great time. Let’s be honest, as a guest, would you want to sit between the DJ speakers and the dance floor? No of course not as it will be loud and frankly very annoying. Always push for the DJ placement right next to the dance floor, to build that connection and create a buffer between the DJ sound system and the guest’s tables.

5. Does this venue have a house system, and will my DJ be required to use it? If my DJ is required to use the house system what is your backup plan if there is a problem with it?

This question is very important to ask as it is important for you to know the answer before you go out and hire a DJ. There are many DJs who do not like that they are being required to use a house system for the following reasons;

· They are not as familiar with the equipment, and its condition and capabilities.

· They do not have full access to the capabilities such volume & sound quality control.

· They could be held financially responsible if something breaks during usage.

· Typically the venue’s back up plan requires a DJ to bring in their own speakers if it fails. (This could take time away from your event, and they may charge you to have it on standby.)

6. Do you have any limitations on how loud my DJ can play music?

This question is beginning to be one that is constantly overlooked, and becoming more and more a last minute surprise. Depending on the location of your venue and its surroundings more and more places are placing restrictions on how loud the music can be played at. It is important that you as the person paying for these services understand what the limitations are and how they are being enforced by the venue.

7. Is there any equipment that you do not allow my DJ to bring into this venue?

Now you would think the answer to this question would be “No”, but guess what? Surprise! There are venues who restrict DJs from providing you uplighting, because they provide it. There are venues that do not allow subwoofers, and there are venues who do not allow DJs to bring in their own speakers because they have a house system (Question 5). I have even heard of venues that do not allow photo booths on the property. It is very important to understand these limitations before you lock in the date with the venue. The day of, is not the time to find out that the services you paid your DJ to provide will not be happening and unfortunately paid out of pocket for.

8. Do you require proof of insurance from my vendors?

Depending on they answer for this question, it may make your search for a DJ that much easier. Now, when I say this, I mean you should hope that they say yes, and why do I say that? I say that because, being a DJ in reality is a business, and you would be so surprised how many go without. A responsible business owner no matter the business carries insurance for any unforeseen incidents. And honestly, not saying it is going to happen, but what happens if someone at your event trips over a piece of equipment that was negligently set up improperly. A vendor with insurance is covered, and that is pretty much settled. The claim is processed through their carrier. Now if they do not have insurance, do you really want to go through the process of trying to figure out who is going to pay any bills afterwards and collecting it?

9. I see that you provide a preferred vendor list, do you gain any financial compensation for me using those vendors?

Now this question may get a weird look from the venue person, only because they are probably not expecting you to ask them this. Now you may say to yourself, what is to stop them from lying to me, and that is true, but do you really want to deal with a liar? Most times, only because they do not want to be caught, they will be honest with you. And yes getting a kickback from the vendor to the venue or venue rep is common practice, but something you should take into consideration as to why they are a preferred vendor. Is it because of the excellent work they do, or is it because of the money they will get from referring you?

10. Are you willing to add these questions and responses to the contract so that there are no misunderstandings after we lock in the date?

Now this one will be the interesting response, only because they will try to deflect with something you will want to hear to distract you. You would be surprised how many will go along with it, but also how many will not. Remember the important rule, if it is not in writing, it never happened or agreed upon. Verbal agreements only go so far. When a dispute occurs with any vendor, everyone goes back, and refers to the contract that was signed. That is why everything should be in writing and signed by both parties.

I hope these questions helped to open your eyes, and gave some insight as to what you should be looking for when deciding on a venue, when your plan is to hire a DJ. On the most part DJs are there to entertain you, and your guests, and do their very best, but there are many instances where the end result was completely out of their control. Only because they were set up for failure from the very start.

Swazae Productions is a Connecticut based DJ Company providing popular services such as DJ/MC, Computerized Intelligent Dance Floor Lighting, Uplighting, Projection Monograms (Static & Motion) with Video Mapping, Premier Photo Booth, Pin Spotting, and Dance on a Cloud.

For additional information visit www.djswazae.com or www.swazaephotobooth.com

Photobooths

Fri, 15 Feb 2019 20:46:23 GMT

What to look for when adding it to your event.

As we head into warmer weather in 2020, and everyone starts to plan their upcoming events and parties it is time for us to partake in some advice as you begin your search for a photo booth. Now photo booths have continued to be popular for all kinds of events. And everyone assumes that a photo booth is a photo booth, but is it really? Photo booths have evolved from the typical two person booth that you enter, have a seat and pull the curtain before the magic begins. To today’s photo booths that come in many sizes, shapes and styles. The one that seems to have skyrocketed to the top are the kiosk style booths that use a backdrop of some type. Be it a unique wall at the venue, a backdrop (depending on the vendor inventory, there could be many to choose from) or a green screen. The reason why this style of booth have become so popular is because of the entertainment value that is added because everything is seen out in the open, there are no curtains drawn to hide behind. Here is where you will get encouragement from people standing in line, the kids in the adults come out, and it allows you to get group sizes of eight to ten people in the shot. There is no way you will be able to do that in the enclosed two person booths.

The big question everyone comes across is, “I have already hired a photographer, why do I need a photo booth?” Well photographers and photo booths are not the same, they serve two totally different functions at an event. A photographer is a professional that swiftly moves around the room during the event trying to capture those special moments, and depending on the package you chose they will also cleanup or make alterations to those photos to ensure the perfect shot for your memories. A photo booth is more of an area that creates a fun and exciting environment that also serves as entertainment at your event. Depending on what type of photo booth package you have chosen, it could also serve as a memento of the event for your guests. This means for those couples who are thinking about or setting a budget for your wedding favors, why not kill two birds with one stone and get a photo booth to serve as the wedding favor for your guests while providing them entertainment. It eliminates the need to make the favors, get them delivered to the venue, ensure they are put out, and not having to pack them up afterwards, and bringing them home because people forgot to grab one.

Now that you have decided to get a photo booth for your upcoming event, what should you look for when picking out the right one for you?

1. Quality – Lighting, print quality, and speed are important when selecting a photo booth. The last thing you want is a long line of people waiting for their prints. Ask for a sample of prints make sure they are not grainy, pixelated or washed out.

2. Is there an attendant supplied with the photo booth? Having an attendant may not seem like a big issue, but it really is and having a good attendant running it is so important. They ensure that your guests experience is a good one by ensuring everything is neat, in good working order and answer any questions they may have.

3. Props – This is where a lot of photo booths will differ and where it will make or break it for you and your guests. How many photo booths have you seen with cardboard cutouts and a few props sprinkled on the small table? Not with our photo booth as long as we are provided our 10x10 space we will not only cover one and two, but we will also layout two, six-foot tables full of props. You will also get a trunk of featherless boas and a tree of hats with about 16 of them. You also will see age/event appropriate PVC signs, countless glasses, boxing gloves, masks, and animated hands. The end game is to encourage your guests to come through the line multiple times. With this many props they will not be bored at all!

4. Price – Premium Photo booth rentals can vary in price anywhere from $400 and up per event, depending on how many hours are requested. The one thing you should be weary of is something that is too good to be true at a really cheap price. Go back to one, two, and three. Are they taking a shortcut in quality, props or prints? Our photo booth service provides each guest in the picture a strip of the session, a lot of cheaper services will not, instead they will give you two pictures and ask the other guests to send them to themselves with the social media kiosk. We not only provide them the pictures, but we also provide them the social media kiosk on top of that!

At the end of 2019 we decided to change our price structure to include three different levels of pricing. This was not just done because of price, but also because many of our previous clients really did not have the available space for our large setup. So with that in mind we came up with our Premium package which includes everything we are known for, but we added our Basic and Selfie Packages. Our Basic package at a reduced rate was created for those instances where space is an issue. It only includes one six-foot table of props, and a condensed offering of Glasses, Boas, hats and no Sharing Kiosk. Because of this of course the price is reduced considered to the Premium package and it is well received. The Selfie package is just that, it is just digital images and is geared towards local business events where prints are not preferred. This Package comes with the one six-foot table as the basic, but it does include the separate sharing kiosk since prints are not being provided and guests can send their images to the cell or email address.

5. Do your homework – If you hire a photo booth in Connecticut, that provider should be registered with the Department of Revenue and should have a certificate for Sales and Use Tax. Your contract (Yes there should be a contract to protect you and them) should have a line item for CT sales Tax (6.35%) and finally they should be insured. Not all venues require insurance but it should be a question you should ask someone who is in business. The last thing you want if something happens, is who will be responsible. Your vendor should have liability insurance for just that reason. Not having all of these item should be a red flag to you.

Do you really want to worry about “Will they be around when my event comes around?”

All of this should be available from your vendor when you sit down to discuss your event (Yes you should meet them in person whenever possible or skype). They should not be offended if you ask to see any of this paperwork and you as a consumer should feel comfortable with your vendor. Watch out for pressure tactics or an unreasonable amount of money being asked way in advance of your event. Our policy is we ask for small nominal booking fee to lock in the date along with a signed contract, and the balance is due the day of the event when we arrive. This way both parties are motivated to show up and feel safe that the vendor will be there.

This is a good start when it comes to hiring a photo booth for your next event, but there is so much more. If you would like more information on the Swazae Photo Booth or what else we can provide you please feel free to visit our website for not only additional information, but also to get a peak at our photo booth strip catalog that can be customized for your next event by visiting www.swazaephotobooth.com or www.djswazae.com

Event Lighting

Fri, 08 Feb 2019 23:05:18 GMT

Why is lighting so important?

You are in the planning stages of your upcoming wedding reception, and one of the things you are considering is whether you need any lighting for your reception room. If your budget allows you the opportunity to add this feature you are in for a great experience. Another thing to consider is, whether it is ideal for you to add lighting, and to be honest not all weddings need lighting, but that will depend on specific circumstances. Just remember adding the right lights to your room can not only enhance the atmosphere of the room but also add elegance, drama and warmth to overall look. In order to assist you with making a decision let us cover some types of lighting and their benefit.

Uplighting , can help to tie together your decor you have worked so hard to add to your space. Over the past years there have been many advancements to make this type of lighting a very useful tool. Uplighting has many different ways they can be controlled, and these tools also allow them to be fine-tuned to millions of color variation (Depending on the fixture capabilities) that will complement the colors you have chosen for your décor. Uplighting can also be effectively used to highlight key architectural features of the room, or breakup a plain wall with splashes of color.

Venue uplighting vs lighting company vs DJ uplighting , more common these days are venues who have added a form of uplighting to their list of services provided, the issue is that many of these setup are minimal, limited to colors preprogrammed when installed, and they are static for the entire night. Depending on what level of lighting you plan to use for your event, static uplighting can drain the energy of the dance floor. Now another option would be to rent or hire a lighting company to come in and setup uplighting in your room, but once again this is most likely a static color setup. Depending on your budget set aside for this service will dictate how well lit the room will be. Lighting companies will charge you delivery, setup, tear down and a price per fixture. Typically they do not leave anyone behind so if there is a problem with the light you will not be able to address it until they return to pick it up. So that leaves us with DJ uplighting. This is probably going to be your best option because you will probably get a package deal since they are already there providing you with a service and will be there the entire evening. Adding uplighting through your DJ gives you that peace of mind that if something was to go wrong with one of the lights they are there to correct it. Also because they are the ones providing you the entertainment they also can incorporate these fixtures and change the colors, or patterns the lights can perform. With lighting software your DJ has the capability to change the behavior of the lights when the dance floor opens up and have them react to the beat of the music or energy of the song or if you want they can also be used as architectural enhancers and remain static. It is a decision that you can have with your DJ to see what is right for you.

Uplighting when it comes to an outdoor event , so you are having an outdoor wedding under a bright white tent. Well let’s talk about uplighting one more time and why you really should spend the money on it. I do not suppose when you decided to get married outdoors that the focal point of your decor would be a bright white, empty slate above you. Adding uplighting, cleverly positioned changes everything and brings life to the underside of that white tent! All of the sudden the space is enveloped with color and ties in and enhances the decor you worked so hard on. There are many methods employed by DJs who have experience with outdoor weddings, so that they ensure lighting is safely deployed allowing them to aim towards the center to make the entire space come to life!

Dance floor lighting , can be an option for you when planning your special day. This can be deployed on its own, or in conjunction with uplighting. Returning back to uplighting a bit, there have been many instances where we have been asked to use both. An example would be where we used uplighting in static mode to enhance the room features and tie them in with color to the decor the couple brought in. Then we use the dance floor lighting to add energy to the room. Now the question you should be asking yourself is this, “Is all dance floor lighting the same?” Well I am going to say, no. When it comes to lighting fixtures there are hundreds of possible combination and depending on who you go with they probably have a go to setup they prefer. Where this conversation gets interesting is how they deploy their lighting setup and how they are controlled. I am sure you have attended a dance where you literally felt like you were getting dizzy because it seemed to you the lights were just out of control. Swirling, blinking and moving around half hazardly. This is probably because they were in sound active mode. Sound active mode means that the fixture that are used is supposed to respond to the bass beat of the music and run internal effect programs. The lights usually have a small microphone sensor at the back that it will use to pick up sound and produce random effects on the light. So basically each fixture is running off the microphone on the back of it and is randomly producing an effect and the control the DJ has is to turn it on or off. There is no coordination with the other lights. The other option is deploying these same light fixtures using DMX. What DMX does it allows the user to completely control all the lighting fixtures and coordinate speed, movement, colors and effects. Most commonly this is advertised as a “Computerized Dance Floor Lighting” In many cases when a DJ deploys this method their DJ software directly communicates with the lighting software and digitally sends the beat of the song to the lighting software so that it reacts in beat. This method is more expensive to the DJ but provides a much better experience, provides a coordinated color scheme and reduces that turning in your stomach.

Want to see your name in lights , Then a monogram is the way to go! There are a couple of ways to accomplish this, you can do so by having what is called a gobo created for your special day. The cost of creating this gobo is 100% passed onto the client and after the special day is over there is no way for the couple view this gobo unless they have the correct light fixture the gobo was created for. The other option is when by projection, projection is basically a digital image that e is delivered using a projector. The beauty is that at the end of the event the DJ can send you a digital copy of it for you store and view through any device that can project a picture. The beauty of this technology is that it has evolved to Motion Monograms, and Cake Mapping. Both of these add a different element as it allows the projection to come to life and rather than having a static image projected now you have movement. If you search the internet or ask your DJ you will find many different examples of these new and upcoming services. There is an added cost due to setup and production of the final product but it is well worth the money to add this wow factor on your special day.

A wow factor that is not lighting , I know up until now we have been discussing lighting effects but there is an effect that will add a huge wow factor to your special day, and that is the Dance on a Cloud effect. This effect done correctly will not only wow your guests during your First Dance, but will also will give your photographer and videographer a special moment to capture for you. Please do not be fooled by Imitations this should not be done with a low lying fog machine, please take the extra time to find a professional who uses the correct equipment that performs this effect with dry ice. The key item is the Dry Ice, because using fog will more than likely set off the fire alarms and I do not think you want to spend your special day in the parking lot until the firemen clear the venue to ensure everything is okay. The use of dry ice to provide this effect is a chemical reaction to the hot water it is being immersed in and the beauty is that because it is cold the effect goes down, while fog goes up because it is hot. When dry ice is used it will remain below your waist level and will dissipate prior to rising. A few things to consider which your professional should alert you of, this effect should be only done indoors. Any fans or air handlers should be turned off while to effect is being used. Finally you should keep your First Dance song to no more than 4 minutes.

So let’s end this with some advice as to when you don’t need lighting. If your special day is a daytime wedding with lots of direct sunlight because there is a wall of windows, or you having an outdoor wedding than save the money, you do not need lighting. Something also to consider is what time is sunset on your special day. If you are getting married in the summer time and there is just an hour between when the sun goes down and the end of your reception, than I would say it is probably not worth the expense for just an hour. When discussing lighting with your professional there are a few things you should check first before making any decisions. What type of lights are in the room, can they only be turned on/off or are they dimmable. What are the venue’s policy about the room lights, will they allow them to be turned off partially. What colors are the walls in the room, are they dark or light. Dark walls will absorb any uplighting you deploy, but light walls will enhance the lighting.