Welcome to the N.Y.S.D.J.A.
tips on how to "Hire A DJ"
Start Here......
The public in general is at a loss when
it comes to hiring a DJ or Entertainer for your event from
weddings, graduation parties, birthday parties, etc. Whether
this is your first time or you've experienced this process
before, we will attempt to help educate you in a very easy
logical process. The first thing you need to do is decide
what your expectations are of your planned event. The date,
times, location and your budget will be factors that you
need to have ready when you make your first contact with
a DJ Company.
Where Do I Look
First......
 Start here first under "Member Profiles" and you will see highly qualified professionals for your event.
It's that Simple.
The
"Yellow Pages" another source in finding your
DJ. Check the Disc-Jockey section and start there. Like
any other company in the "Yellow Pages", you will see an
assortment of ads from large, bright colors to single line
ads with no extra hype. Please remember that the quality
and ability of a DJ are not represented by the size or color
of the ads. You will probably go to the ad that catches
your attention first.
The 'internet' is another source for locating your DJ. You may use a search engine like Google or Yahoo and type DJ + city for search terms (example) Utica disc jockey or DJ in Syracuse or DJs in Rochester.
Sometimes the results can be misleading. Many results are not from local DJ companies at all, but from businesses that are from outside agencies to locate a DJ and then sub-contract one to you for a profit. These sites can be misleading with quality control problems and lack of personal interest about your event.
Just recently noted, that their is one DJ business that has built 5 sites and counting just to bury his competition from showing up on searches. So dig deep to find your professional DJ and not get spoofed by one DJ company with 5 different websites in the Syracuse area.
Make a list and keep track of who you call.
You should call a minimum of 3 to 5 companies to get a good
idea of services available as well as the price. "The Price"
is usually what everyone asks first but please remember,
like most things in life, "you get what you pay for." Depending
on your event, a DJ will play an extremely large role in
the success or failure of your event. Keep this in mind
when you're shopping by price because cheapest is not always
better. If the DJ Company uses professional equipment, is
a member of professional associations, and is current on
their song lists and carries liability insurance, you will
be hiring a professional and not a hobbyist. When you get
several bids for your event and get an extremely low bid,
you need to ask yourself what are you really going to get
for your money.
There is really no answer to how much you
should be paying for your wedding or other event entertainment.
This will vary depending on your local market and the services
you select.  Prices
for a wedding reception in New York State for example average
$750.00 to $3500.00 for a professional DJ company. If you
are paying less than average rates, you have generally settled
for less than the best value for your money, for your guests
and for your memories of what may be a once in a lifetime
event.
You can also get references from friends,
co-workers and reception halls. Remember the venues want to have a great event as well because it reflects on them. They usually have lists of professional local DJs and other vendors upon booking.
What You Should
Be Looking For & What Do I Ask......
One common mistake is to ask a DJ where
you can view them in action or to see their equipment. Remember
that unless the DJ is in a club environment, most mobile
entertainers are performing at private functions. It would
be unprofessional and unethical for a DJ to invite you to
a wedding or party where they're performing.
 Viewing
their equipment will only show you how much money they spend
on equipment and that would only be true if you knew what
you were looking at! If you are hiring a professional DJ
service, you can be sure they will have the necessary equipment
to perform their craft.
Ask the DJ if they have a video of their
work that you could view. You should ask them for references
and then go do your homework and see what the general views
have been.
Ask the DJ about their company, what they
have to offer and their experience at performing at the
type of event you are planning. Get to know your DJ and
ask if he will be the person performing at your event. Some
multi-system operators will have over 20 DJ's working for
them. You should be able to speak with the person in that
case who will be doing your event.
Your DJ will act as your Disc Jockey, Master
of Ceremonies, Music Specialist, Entertainment Specialist,
and Crowd Motivator. He/she will also work closely with
you, your caterer and your photographer to keep your function
running smoothly.
Ask if the DJ belongs to any organizations.
This will show you the professional standards that the DJ
is trying to maintain. Most organizations will demand that
their members use quality professional equipment, maintain
insurance and monitor any complaints. DJ organizations also
help keep DJ's updated on industry standards and current
trends. This in itself may not guarantee your DJ will be
the best but an association member will generally be your
true professional.
Ask about back-up equipment and even more
important, a back-up DJ. If he's sick or in an accident,
what are his options for performing at your event. N.Y.S.D.J.A.
member companies have a large network and even if the DJ
is a single operator, you can be sure your event will be
covered in an emergency.
Music Selection......
 Yes,
you will want to be able to select some music that is meaningful
to you at your event! But keep in mind that most professional
DJ's, evaluate how they're doing by how many people are
out on the dance floor. You may think you have great taste
in music but don't under estimate the Pro. A professional
Disc Jockey will customize music for your event to make
it successful. This is part of why you hired a professional.
Ask them what type of music they play and
if they take requests. Also find out if the DJ belongs to
any music subscription services.This will give you an idea
of how current a music library they own. Ask them if they
will play some music that you have provided and what type
of formats they use. DJ's usually play the following type
of formats:  vinyl
records on turntables (this system is now fairly antiquated
and not your best choice although some pros are still doing
a good job with this format), CD's, mp3 controllers, computers
with (mp3 files). Ask if they have a song list
to give you an idea of what type of music library they own.
Again, don't feel like you have to select every song at
your event, pick out a good amount but trust the professional
you are about to hire. An experienced DJ will start
"reading" your guests taste as soon as they start to arrive.
Contract, Contract,
Contract......
Contracts and deposits are a must in any
service related business. Unless this is really a last minute
plan, we recommend that you never book a DJ company without
a signed contract. In all the cases where we have heard
of a DJ not showing up for an event, there was never a written
contract. As far as when you make final payment is up to
you and the DJ company's policy. Some ask for final payment
the day of the event and some may ask for payment in advance
just prior to the event. The later makes for a smooth transition
when it's time to leave, it frees you up and you know the
bill is paid. If you're dealing with a professional company,
there is no problem with either method. You can also ask
if the DJ accepts credit cards. This is another method that
might protect you in some cases where you are worried about
deposits and pre-payments.
Your DJ's Itinerary......
To give you an idea of what a DJ's agenda
looks like, we'll attempt to give you a brief outline of
a 4 hour wedding reception. The same will apply for most
other events as well.
-
The DJ will usually arrive to set up
for your event 30 to 90 minutes before the actual start
time. When you hire a DJ for a 4 hour event and his
charge is for 4 hours, he's usually working your event
for 5 to 6 hours depending on their equipment for set
up and take down.
-
They will meet with your caterer and
photographer to go over time frames so your event runs
smoothly.
-
Your DJ will announce your bridal party,
make other required announcements, use inter-active
games and suggestions for crowd motivation, co-ordinate
and perform your special dances and other wedding formalities.
They may use props and special lighting effects to create
a festive atmosphere as well as read the crowd and take
requests. While all this is going on, he'll also be
playing your music! One other benefit of hiring
a DJ in general is that a great majority do not take
breaks.
Best Time To
Reserve Your DJ......
Although it is never too early to reserve
a DJ for your party, there are busy seasons as  with
any business that you should keep in mind. For example,
most Holiday parties are booked sometimes 12 months in advance
so if you're thinking about hiring a DJ for a December date,
don't procrastinate!
| APRIL, MAY, JUNE, JULY, OCTOBER, DECEMBER |
9-18 MONTHS IN ADVANCE |
| AUGUST, SEPTEMBER, NOVEMBER |
6-12 MONTHS IN ADVANCE |
| JANUARY, FEBRUARY, MARCH |
3-6 MONTHS IN ADVANCE |
Experience......
No matter how great your quote might be,
nothing can replace an experienced professional DJ. Don't
risk the failure of your event just to save a few dollars.
If you are looking for these professionals
in New York State, you can feel confident that members of
the N.Y.S.D.J.A. have committed themselves to provide the
best entertainment for your investment. Members are held
to keeping up strict membership standards and following
the rules set forth by the association. View
our criteria here.
We hope this helps in planning a party that
your guests will wish would never end!
If you have further questions, please
email us at:info@nysdja.org
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