Xplosive Blog

January 22, 2014 • No Comments

What does it take to win a Championship Game?  Answer:  A solid team! 

In event planning, regardless of the type of occasion you are planning (mitzvah, wedding, sweet 16, etc), finding the right team is key to success (and your sanity).  So the big questions are how do you find the right team,  how many professionals should you interview before feeling confident enough to make a decision and when do you know its just right?  Well, to answer these question, I’d like to offer a few suggestions.

1.  Do your home work.  Ask friends, family members, and other event professions who they enjoy working with?  Who would they, or have they used for their own events?

2.  Ensure that each team player is experienced and professional yet not over worked.

3.  At a first meeting, do you feel comfortable or do you feel like you are being sold a used car from a sleazy dealer?

4.  Ask questions… and know the right questions to ask.  Do not think any question is too dumb.

5.  Don’t just price shop!  (While price is certainly very important it shouldn’t be the first question you ask when calling vendors).  A preferred approach would be… “Hello… I heard about your company… I’d like to know more about your services, your availability, and what makes your company right for me.”   When callers who simply ask “Hi, I’m calling looking for your prices for my upcoming event,” you are sending the signal to the potential vendor that the only thing you care about is price, it’s even more-so important to you than quality.

Here are some questions to ask any event professional regardless of the type of event your booking:

1.  How long have you been doing this?  And how long have you been with this particular company?

2.  Will I be working with you throughout the entire planning process and if not, who will I be working with after I potentially sign contract?

3.  Are you insured?

4.  What is the backup plan in case you get sick or have a family emergency (excellent question to ask a photographer, DJ, etc. where you are specifically employing a select person for your affair).

5.  Ask to see videos and photos from past events.  As the expression says, “the proof is in the pudding.”   From videos and photos, you can see what a room setup looks like, how neat is the DJ’s gear, how symmetrical is the floral arrangements, etc.    Look very carefully at the detail in these photos and videos.  Proper presentation is often a true sign of a professional.

6.  Ask a photographer or video person how many hours they are committing to and if they are staying though the end of the event?  (Many photographers, especially with weddings, leave after cake cutting or dessert.  They often miss some key shots when the abandon the celebration an hour early).

7.  After you lock in a venue, or particular vendor, as you continue to firm up your team, ask if they have done work prior at the reserved hall or with any of the other vendors already committed too.  While it’s not a necessity, it’s great to know that the pros you hire have a good working relationship with one another.

8.  Here’s my favorite… ask if they love what they do?  Or, what is it about their job that they love?  (instantly, you will see if a vendor is passionate about their craft, or if they simply consider their employment a job based on necessity).

The motivation I had to write this blog was based on several experiences I had over the last few months.  As a professional DJ who takes great pride in the services we provide, I’ve faced several situations that really stood out.  Several months back, I had a photographer approach me at a wedding (during setup) who opened conversation with me saying, “Hey… I’m not sure what time you are booked to, but I’m only here til 9pm.  I need you to do the cake cutting, garter, and bouquet long before then leaving me plenty of time to still take some portraits which I missed earlier.”    My response… “Hey… my name is Mike… sorry I didn’t catch yours!  I’m booked until 11pm, and I will run the party along with the timeline that the bride and I discussed as well as confirmed with the caterer.  I will do my best for you to get your shots, but I cannot disrupt the proper flow and timing of the party.”  (I don’t think he liked me too much after that, and he still never told me his name).  As one would imagine, he moaned and groaned, but stayed just long enough to get the contracted photo ops.  And, as irony would have it,  I always carry a decent camera at jobs… just minutes before the last song, and long after Mr. Grumpy Photographer drove away, we had all the wedding guests pose for a fun group photo.  The photo I took was shared with the bride the next morning.  It became her facebook profile photo and was even added into her album.  (Silly photographer… It really must have hurt putting a DJ’s captured photo in your album).

Another motivation to draft this blog was at several other events (more than I’d like to admit to), I’ve had vendors approach myself and my team making rude comments about our mutual client. Imagine the audacity of a banquet manager, event planner, or photographer to slander their client behind their backs!  Do you think with that attitude, they can put 100% effort into creating the perfect occasion?  It’s true, some clients are easier than others.  Not every client is going to be simple to work with.  However, any professional should know how to deal with a difficult client and should never share any ill-willed thoughts out loud. No bump in the road or hiccup in planning should ever impact a professional’s effort at a client’s once-in-a-lifetime event, it’s just not fair to them. So as a client looking to hire a vendor, do your best to ensure that you have a fun, friendly, and warm relationship with your hired help.  Ask questions, be detail oriented, but do not micromanage! You do deserve impeccable customer service, but also realize that the vendor you hired does have other clients and has to split up his or her time amongst all clients and business responsibilities.  If you trust the vendor you hired, there shouldn’t be much to micromanage.  And, if you feel that you have to micromanage, then you may have hired the wrong person.

 

Lastly, and most importantly, I was also motivated to comprise this story after working many events which were simply perfect!  Conversely to prior situations with awkward moments, when my team and I arrive at a venue whom knows and recommends us, the feeling we have is like we’ve arrived at our home away from home.  We know the staff, the management, and the venue rules.  We are comfortable and happy to be there!  Then several minutes later, imagine a photographer, florist, and video person all also arrive.  High fives, hugs, and kisses are all flying around.  We all lend each other helping hands.  The photographer may snap a very promotional photos for us and the decorator.  We may help the decorator carry in some heavy items.  The venue kindly reminds us that they are happy to see us!  While we may all work for different companies, (providing vastly different services), we work together, hand in hand, with one common goal like a well-oiled machine or like a championship winning team!  When a venue, entertainer, photographer, etc. all work well together, our job is enjoyable with no unnecessary stresses ensuring that your special day flows perfectly resulting in a magical occasion!

 

Michael Langsner

Vice President

Xplosive Entertainment

Central NJ

www.XEevents.com

michaelL@xeevents.com

 

Xplosive Entertainment is a full service DJ based entertainment firm specializing in high energy and signature styled weddings, bar/bat mitzvahs, sweet 16s and corporate events.  Xplosive Entertainment has been in business since 2006 and has become an industry leader in the special event market.