Finding Perfect Harmony and Culinary Bliss - How to Choose a DJ and a Caterer for Your Wedding or Event - by Sarah Cronin
Early on in the planning process of your wedding or event, you will want to start interviewing DJ’s or bands, as well as your caterer. Their schedules fill up fast during popular seasons. Nine to eleven months before the day, start looking into these vendors. The cheapest option is not always best here. You will want someone who is going to take the reins and allow you to do your thing, setting you up to be worry-free. A professional service that won’t need you to be hands-on while you are mingling with your friends and family can make a huge difference. In today’s planning world, social media, Google and websites serve as great references and sources for checking out pictures and videos for any vendor. We of course ask everyone if they have liability insurance. Read on for some more details...
Your DJ or band is normally the main entertainment of your event. You will want to pick someone who mixes well with your guests. You want someone who can raise the vibe of a room. Music and activities that are enjoyable for everyone is what the goal is! Think about what your guests will like when you are doing your research. Obviously if the majority of them hates country music, a country music band may not create the fun memories that you are going after. Communicate with the vendor a lot up front so that everything runs smoothly while they are working for you. Make sure you let them know if there will be a transition time like a ceremony, break and then cocktail hour. Perhaps they will need to switch locations throughout the event and they will need to know that beforehand too. Being on the same page will make everything run much more smoothly.
To make sure the entertainment is someone who you will harmonize with and create an environment that your guests are sure to love, here are some questions to ask after you check out your options and set up some interviews.
Do you have any limitations on where you can set up, or are you open to most indoor and outdoor event spaces? Have you worked at my venue before?
Are you able to mix genres, or do you have one main theme that you stick with?
What type of equipment and technology do you utilize?
Can you play a list of requested songs if I give you a list ahead of time? Can you also avoid some things if I give you a “don't play” list? And will you take requests from my guests? If I need help picking, do you have some suggestions for me?
If you are hiring for a wedding, ask them if they can provide music for the ceremony.
How many hours do I get your services for the fee that is charged?
What are your fees for going over our allotted time?
Do you have microphones that we can utilize?
Can you serve as an emcee as well?
How many people will you be bringing with you?
Your DJ or band is going to work very hard for you during your event. Make sure you treat them well too!
Provide them with all the information that they need well in advance - sheet music, announcements they will need to make etc.
If you have choreographed dances happening, let them know.
Communicate with them on anything they need to know about the venue. This could include environment, time they need to have their equipment out and more.
If they will be working outdoors in the heat, find them some shade.
Get contracts back to them in a timely manner.
Let them know in advance if you think your event will go over and you may be asking them to stay longer.
Offer them breaks, water and food.
Chances are, your entertainment vendor has experience with weddings, Christmas parties etc. If they give suggestions, be open to their helpful feedback.
One of the most important things to your guests is going to be what you feed them. Let’s be real, they are probably thinking about that more than anything leading up to attending your soiree. Be sure to do your research here. Once you have found a few options, schedule an interview that includes taste testing. Some venues have on-site catering, and sometimes you are required to use that service. Other venues allow you to choose on your own.
Start by thinking about what your must-haves in a food service are. If you want to support a local small business, then absolutely do that. If you want someone who only uses organic ingredients, great choice there too. If your heart is set on the best cheeseburgers in the area, then begin your hunt with that in mind.
At your taste testing, have a pen and paper with you to ask some questions. These are great ones to start with:
Do you have a health permit, operating license and Servsafe certification?
How do you keep the food hot/cold?
Have you catered at my venue before?
Do you provide drink options as well?
How many staff will be at my event?
Do you provide desserts?
If I need a vegetarian option, will you be able to accommodate?
Do you provide dishware or other rental items for my meal service?
What are your most popular catering menu items with other clients?
When will you be arriving at and leaving the event?
Have you ever heard that you never mess with the people who are serving your food? Do not be rude to them. If that is new to you, I just did you a favor by teaching you that. As with all of your vendors, of course, treat your caterer and their staff well!
Invite them to eat after your guests have eaten.
Communicate well with them ahead of time. Be sure they have the venue manager information. They may need to communicate with them while on-site.
Let them know necessary details about your venue if they are not familiar with it.
Try not to spring last minute requests on them. If your vegan aunt decides the day of, that she will make it to your dinner after all, it may be too late for a meal request for her if one has not already been made.
Make sure they have everything they need from you ahead of time. Make sure the food service area is ready for them prior to their arrival, whether this is something you are doing, or the venue staff is.
If you have done well in choosing your event entertainment and the food is great, your guests are sure to have a wonderful time. If you need additional help in where to start looking at the choices in your area, start with a wedding planner or your venue manager. They will be able to point you in the right direction. Happy dancing and feasting!
