What To Ask The Venue Before Signing

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