Music by Request - How to Choose a Reputable DJ Company

Choosing A Disc Jockey Company

Music is one of the most important aspects of your event. Of all the things attendees remember, food and music are the most memorable. Choosing your Disc Jockey is a simple process, yet a decision that carries much weight. Insuring a company's legitimacy, checking references, and knowing what questions to ask are all proper tools to qualify a reputable service and manage your risks.

First. Check to see if the Disc Jockey company is set up legitimately. It is illegal in the United States for a Disc Jockey company to hire individuals as independent contractors. Legitimate companies employ their Disc Jockeys. When you contact the company, before you forfeit any personal information, ask if they employ their Disc Jockeys. Using independent contractors and avoiding payroll taxes brings heavy penalties. Sadly enough, there are many individuals that disguise themselves. They appear valid, but use only independent contractors and as a result, have poor infrastructure. You, as a client, should be cautious. If a company is at risk, then so are you. Illegitimacy breeds unreliability, which should be your number one concern. No one polices the industry, and that demands your vigilance. In addition, independent contractors often work for many Disc Jockey companies. Imagine two weeks before your wedding, the performer that you've interviewed is suddenly substituted because of a better monetary offer or more prestigious event. Now you have someone not qualified by you, performing at your event or even worse, no one to perform at all.

Second. Obtain proof of legitimacy. Ask if the company carries liability and workers' compensation insurance. There are serious penalties for companies that do not carry workers' compensation insurance. In fact, if you contact a company that claims they do not need workers' compensation insurance, they are deceiving you. If they establish a contractual relationship with you indicating an obligation to perform at a set date and time, send someone that works for them and have control over the entertainer's performance times, attire and details of that performance, that performer is an employee by definition. Even if they are illegally hiring out that performer as a contractor, they must carry workers' compensation insurance for them. Once again, whether the company is employing, legally contracting, or illegally contracting, workers' compensation insurance is mandatory. If you hire a broker that is legally contracting a legitimate company to provide the entertainer, ask for a copy of the broker's liability policy and a copy of the workers' compensation insurance that covers the performer. It is legal not to have liability insurance, but you should insist on it. ($1,000,000 policies are standard for this type of business.) With this fundamental structure in place (an employed worker with proper insurance - workers' comp. and liability insurance), in the unlikely event that the entertainer you have hired is hurt in transit or performing their task at your event, or damages something at the event, you will have coverage. Lastly, when you receive the requested copies of the company's workers' compensation certificate and their liability insurance, call the insurance company to confirm the policies are valid. This is a bit of extra work, but it will certainly pay off if there is a problem. When you receive a legitimate certificate of insurance, you will be notified if the policy is cancelled as well.

Third. Qualify the company through references. This method is with certainty the most effective procedure in assessing whether you are making a sound choice. Ask the company for several references for the specific performer you are interested in. Also ask if you may meet with your chosen performer in person prior to the event. Be cautioned by companies that only send a video! The video they send may not display what you are going to have at your event. The video taped event could also be staged or may be edited to make the party seem more attractive. The best way to check a performers consistency and quality is to talk to past clients. Have the references tell you how the entertainer performed for them. It has become a common trend to request a video, just do not rely completely on them.

Fourth. Whether you are hiring a company or an individual Disc Jockey, ask them about their equipment failure policy. Don't just ask if they bring backup equipment - they'll just say "yes". Everyone in this business has had trouble with some of their equipment at some time. Ask if they conduct routine maintenance on their equipment, or if they simply fix things when necessary. The company should have a formal policy that above all else provides you with security. Be careful! If the company states that they carry backup equipment to every event, they are probably telling you that just to make the sale. DJs don't bring two systems to every event and DJ companies don't send two complete systems with every worker. Instead of a backup, the company should have a logical plan in place to handle equipment problems or failures when they arise at events and most of all, they should be using professional equipment. Most of our clients are not able to decipher between professional and unprofessional sound gear. If you are in this category, that's ok. When you contact references, ask them if they were happy with the sound quality and appearance of the equipment at their event. This is not a foolproof way to guarantee professional equipment, but knowing a few past client's opinions should give you more peace of mind when hiring or choosing between services.

Fifth. Find out what the company's policy is on replacement Disc Jockeys. It is very unlikely that your chosen performer would need to send a backup entertainer, but it can happen due to illness or injury. Find out what their policy is for reassigning another performer and make sure you are comfortable with it.

Sixth. Measure a company's credibility by the contract they send out. Make sure the date, time, location, payments, due dates, terms, refunds, your responsibilities, and any other special items are spelled out on the contract and the provisions of the contract are clear. If you have questions about any items, ask the company specific questions. If you are not familiar with contracts or are uncomfortable with any part, contact an attorney. It is better to check everything out in advance than to be faced with a major problem later.

Seventh. Obtaining a Song List is unnecessary. Professional companies have extensive libraries of music and most of them have amassed similar music collections. If they gave you an actual list of their music library, it would require hundreds of pages to print. If the company of your interest is sending you a Song List, it could also be a sign that they lack the training or instincts to play the appropriate selections to make your event a success. If you're picky and have a lot of favorite songs, this is a good topic to bring up when you meet or speak with your chosen performer. Keep in mind, at a typical 4 to 5 hour event, there will be about 45 songs played - take away songs for dinner music and there are about 25-30 songs left to be played. There's no need to pick dozens of songs. If you hire a professional, they will be able to assist you in creating your event's own unique musical style (taking care of your special requests) as well as taking care of your guests (reading the crowd) at your function. A good Disc Jockey performer will customize their choices, performance, and presentation to your event "on the fly" - not read from a Song List prepared in advance.

Eighth. Previewing an DJ at an event is not the best way to qualify them. Ask yourself, "Would I want some stranger showing up at my event for a preview?". Be aware that the client at that event (wedding, award show, bar/bat mitzvah, dance, etc.) may have asked the DJ to perform in a manner contrary to what you would want. For instance, emphasizing a music style you dislike, executing an unwanted form of behavior (like an "over-the-top" game show host) or conducting an interactive activity such as teaching a line dance or game. Corporate events are tricky, there are many musical tastes in the audience and usually very mixed crowds. Weddings are expressions of the bride and grooms' personal wishes and usually a guest list with huge spans in age. Some clients want activities such as the Macarena and Chicken Dance, while others may desperately unplug the sound system if those songs are played. Naturally, many clients assume that a preview is a tangible example of what would take place at their own event, but it is not. What you would see at a preview is not what you will receive - different people, different requests, different everything! In fact, playing for the same audience year after year at their yearly event requires changes and flexibility just to keep it fresh. Your event should be your event, not the same event the performer did last week. Listen for statements like these: "We always do the _______ after the _______.", "We always play ______ for ______." "I know what to play to make everyone dance." Be wary of entertainers that seem to have a set formula for every event they do.

Ninth. Look for flexibility. When you meet with a Disc Jockey to qualify them, make sure they customize their performance to what you want to create. The performer should suggest tips and techniques that have worked in the past, but each event requires a different prescription; one that is authentic and represents your wishes and goals with taste. You might want to ask the Disc Jockey if they have a routine or rehearsed performance. If they do, they may not be willing to follow your plan or be flexible enough to make your event a success.

Tenth. Price is an accurate indicator of how a service operates. If the price is too good to be true, be wary. Low prices can be a direct sign of a company that is unreliable or noncompliant to the tax system.

The following questions are a proven criteria for qualifying a reputable Disc Jockey service:

Questionnaire

1) Are your entertainers employees or independent contractors?

2) Do you carry workers' compensation and liability insurance?

3) May I have a certificate of proof of that insurance?

4) What do the booking costs include? What does it not include? What else will I need to pay for? (Hidden Costs - tips, fees, taxes, surcharges)

5) When can I meet with the best Disc Jockey that fits my needs?

6) May I contact the last three clients the assigned Disc Jockey performed for?
a) Reference 1: ____________________________ Date of Function: ______________
a) Reference 2: ____________________________ Date of Function: ______________
a) Reference 3: ____________________________ Date of Function: ______________

7) Are you bringing appropriate sound for the amount of guests I have at my event at the price you quoted me?

8) How long have you been in business?

9) Do you have an office or work out of your home?

10) What is your contingency plan for equipment problems?

11) What is your contingency plan if your performer is sick or injured before my event?

12) How can I reach someone in an emergency?

The answers to these questions for mentioned should provide you with a clear picture of the condition and character of the company you are interviewing.

It is also important to clarify your budget and entertainment preferences prior to shopping. Before you call a company, spend some time answering these questions:

How much am I comfortable spending on entertainment?
How important is the music to the success of my event?
What kind of music do I want?
What kind of music do I think would work well with my guests?
What is the age range of the majority of the guests I have invited?
What have I seen a Disc Jockey do that I liked at an event?
What have I seen a Disc Jockey do at an event that I did not like?
What do I want to accomplish with my entertainment at my event?
How do I want my performer to present him/herself?
What do I want them to wear?
How involved/interactive do I want them to be?
How do I want to feel about my wedding day once the last song is played?

When you can answer all of these questions, you will have your preferences in place. The answers to all these questions will also help you sift through the many potential services and find a reputable company to deliver your "dream wedding day".