DJGold

Carlo · Posted: Mon Mar 06, 2006 5:04 am Post subject: Wedding Charging Etiquette

Hey guys,
Recently I received an email asking me if I would give a partial refund if the guests left early. I've never had this question before and was wondering if I could get some feedback. This is what she wrote:

"I need a quote for a wedding that will have the ceremony beginning at 5:30p.m. and run til midnight. the ceremony and reception are at one venue but in 2 separate rooms. Is there an extra charge for this? Also, the guests decide to leave an hour or more earlier than planned then do we still pay the full price? Thank you for your help. Hope to hear from you soon."

As far as charging extra for two seperate rooms I feel I definitely should charge extra since I would be setting up 2 seperate DJ systems. I'll figure out something for this but would also appreciate advice on this too. I mean, I'm not asking for exact price quotes for this but what factors should make me charge more?
:D Thanks for the help.

jamiebodie · Joined: February 5th, 2006 Posts: 8 Location: Bluffton, SC

You cannot be responsible for the actions of her guests. I would not agree to this.

Jamie

Karl Langford · Joined: July 5th, 2005 Posts: 63 Location: Long Prairie, MN

First of all you should charge more for the second system and then ask her why she thinks they would leave early.

Maybe throw out a price for a show that is an hour less and offer her overtime if they need to stay longer. That would handle that. But do not give a refund if they leave early.

Just my opinion.

Karl

dokai · Posted: Mon Mar 06, 2006 9:23 am Post subject:

A second system is more time and more effort, not to mention more gear that you had to buy. Absolutely charge for a second system. Now, whether you role that extra charge into a larger "all-inclusive" price, or start with a low "base price" and then add for each additional feature, that's up to you.

As to the partial refund, I'd approach it differently. I'd quote a price based on a standard (for me) four hours, and then quote an overtime fee in case it went longer. That way you're paid for the four hours in advance, and only the overtime, if any, is pending at the end of the night.

DJ Scott · Posted: Mon Mar 06, 2006 9:45 am Post subject: Re: Wedding Charging Etiquette

To answer your question simply......NO.
I wouldn't agree to this, and YES....charge for the second system.

DJ Teddy Bear · Posted: Mon Mar 06, 2006 10:10 am Post subject:

The second system costs extra:

For a cocktail hour where I'm simply setting up a couple speakers and a pre-programed iPod, I charge $125. For a wedding, where I am also providing microphones and on-hands programing and cueing the bridal marches, I charge $175. If I provide both of these services, I charge $250. This is all assuming it's in another area of the same venue as the reception. If either or both of these is in the same room as the reception, then that simply is part of my complete reception package.

The early ending discounts depends upon your pricing policies:

I have a flat fee for parties/receptions in a single room for up to 6 hours. So I would not offer discounts if people leave early. If you have a flat fee, then no discount. If you charge hourly, then come up with a price for up to 11:00, and indicate your normal overtime rate.

djmc

When I get a bride such as this one, I will tell her:

"We do not charge extra for the second system.....it is included in our rate for the entire event. Our rate is for up to 9 hours of coverage, which includes consultation, setup on the day of the event, up to 5 hours of playing time, and the teardown. We don't charge for travel to/from xxxxxxxx venue."

Then I quote her the rate of $995 for the entire package (it sounds like we are giving her 9 hours at $110 per hour).

If she asks again about the "what if the guests leave" scenario.......I tell her (politely) that we can't fully guarantee her party's success, but if she hires an inexperienced or talent-defiicient DJ it is more likely to happen than not!

TheBartman47 · Posted: Mon Mar 06, 2006 12:01 pm Post subject:

I do not work on an "hourly" rate, so guests leaving early would not apply. If you are the same way, explain that you don't charge an hourly rate but rather a flat rate since a large portion of time actually spent on the event includes preparation days in advance and equipment setup and teardown time, not to mention the expense of the equpment itself. Blockbuster doesn't care if you don't finish watching a movie before you return it. You still pay full rental price. However, if you go longer, then you pay a late fee.

CJ Greiner · Posted: Mon Mar 06, 2006 5:26 pm Post subject:

I'll give the same answer as most:

Charge for the second system... but it doesn't matter how. You can give the client the breakdown, or you can simply give a "package price".

Number of hours? Write a contract for 5:30 to 11:00, and make sure it includes a rate for 1 hour of overtime.
OR: simply do as others have mentioned and give a package price for the entire evening... even if the party goes past midnight!

Make sure to charge what you're worth, and to charge what you'd be happy with even if you have to stay a little longer.

Carlo · Posted: Tue Mar 07, 2006 2:43 am Post subject: Re: Wedding Charging Etiquette

You know, the more that I think about this the more this person's email seems a little offensive. I just think they are asking for too much and they have no shame. You know what I mean? "Hey will you do my ceremony too for almost free?" Many may have the "flea market" mentality and want to bargain every thing they can, and get everything for next to nothing. I've learned that you can't do this in a business. A charity, sure, I'd do it for free if I can. People will walk all over you and not respect you if you give in to bargaining.

You guys helped me make up my mind. Very good suggestions from all. I'm either going to give a flat rate with no option for refund or I'll give them a price until 11pm with an overtime rate. I'm actually going to do my first ceremony /reception combo next month but I just gave them a quote that I pulled out of my...out of the air, with no thought to it.

Mr. Bartman, nice analogy. Their email is just ridiculous and you guys confirmed it.......To me it is offensive and I'm not replying. Maybe I analyze too much but I think the fact that I state that I'm a full time student in my website that they may not take me seriously. I may take it out since they don't really don't need to know every detail about me. Tell me if I'm being too critical because I try to be a fair and reasonable person. I'll shut up now.
Thanks!

djmc · Posted: Tue Mar 07, 2006 12:13 pm Post subject: Re: Wedding Charging Etiquette

extremepartydj.com wrote:

You guys helped me make up my mind. Very good suggestions from all.... Thanks!

Hey you're welcome!

I find that it helps to make it look like you're NOT nickel-and-diming them.

Over the years, I've seen a LOT of brides try to hide the Ceremony part of her needs until AFTER we've booked the reception.

Many of them don't realize the minister needs a microphone, and then you need speakers to play the sound thru. Either they are dumb or they are playing dumb.

This bride already knows what is entailed. I respect her wanting something for nothing.......I offer these brides a "CORDED MICROPHONE ON A STAND, with my BACKUP SYSTEM." at no additional charge, if the wedding is in the same place as the reception.

Then, I explain about the extra TIME needed to set up a WIRELESS lapel microphone, that its a very expensive $800 (MSRP) Sennheiser lapel mic system......this puts the whole cost thing in perspective.

I make the 4 hour price $888, the 5 hour price is $975, and the 6 hour (including wireless & ceremony) is only $1088.

As you can see, the 6 hour package is an awesome deal, as I explain the extra cost for 2 hours "Overtime" on that 4 hour contract ($95 per half-hour times 4 = $380 extra.)

One thing I learned from someone on the boards....I can't remember which one....you make your "Lowest Package" the minimum price that you're willing to leave the house for.

We are willing to do that 4-hour wedding and reception with 2 systems, for the lowest price, with the corded stand mic, but I explain about the mic & stand being "in the pictures". This makes them jump for the $1088 deal immediately.

TheBartman47 · Posted: Tue Mar 07, 2006 2:11 pm Post subject: Re: Wedding Charging Etiquette

Mentioning seeing the microphone and stand in the pictures got me to wondering if anyone here uses a countryman mic for the minister, and if so, does it show up in the pictures? Or I guess eveyone still uses the good ole clip-on lapel mic?

DJ Teddy Bear · Posted: Tue Mar 07, 2006 4:26 pm Post subject:

The officiant usually is an experienced at doing weddings and public speaking. He doesn't need to be that close to the mic.

I put a lapel mic on the groom where it will pick up the groom, pick up the bride standing next to him, and pick up the officiant since he is used to speaking up. And it will dissapear into the black jacket the groom is wearing so it won't show in pictures.

djmc · Posted: Tue Mar 07, 2006 4:35 pm Post subject: Re: Wedding Charging Etiquette

TheBartman47 wrote: Or I guess eveyone still uses the good ole clip-on lapel mic?

I'm very satisfied with my Sennheiser EW-122 lapel system.

The only one that is completely trouble free, from my experience and others.

It picks up the B/G vows crystal clear, even if they are standing about 5-6 feet from the minister.

I've found that with most officiants, BLACK is the normal color. So the black lapel mic blends perfectly with their robes.

Recently I had a Catholic priest wearing a flowing set of WHITE robes. Then the mic stuck out like a sore thumb. Now I'm wondering if Sennheiser sells a "add-on" lapel mic in white???

davidjones@a2zmobilemusic · Posted: Tue Mar 07, 2006 6:07 pm Post subject: Re: Wedding Charging Etiquette

that is way too long for a reception. PEOPLE WILL LEAVE. you eat, you dance, hangout and then leave. the average reception for us is 4hrs. that is plenty! no refunds. if they do stay that long, they will be very drunk and disorderly. stand your ground.

djmc · Posted: Wed Mar 08, 2006 1:39 pm Post subject: Re: Wedding Charging Etiquette

davidjones@a2zmobilemusic wrote: that is way too long for a reception. PEOPLE WILL LEAVE. you eat, you dance, hangout and then leave. the average reception for us is 4hrs. that is plenty! no refunds. if they do stay that long, they will be very drunk and disorderly. stand your ground.

maybe in hot & humid Texas.......but NOT in our neck of the woods!

Here, a 6.5 hour ceremony & reception is very possible, in fact I would say that the VAST MAJORITY of my gigs are this long or LONGER. Last summer/fall, I had a few go 7 or 8 hours total!

In our dry & cool climate of the Sierra Nevada mountains, the evenings are beautiful and not chilly. At higher elevations -or- on the coast...the daytime temps can range between 80-89 degrees while the Sacramento valley floor hits 100 degrees.

A typically long Wedding & Reception for DJ-MC last season looked like this one:

Set up @ 4 pm
ceremony prelude music 5:30 pm to 6 pm (while guests are seated)
ceremony start 6 pm
end of ceremony 6:20 pm
bride & groom take pictures (6:20-7 pm) Guests mingle & wait
grand entrance 6:45 to 7 pm
food service 7 pm to 8:00 pm
toasts/speeches 7:45 to 8pm
cake cutting 8 pm
bouquet/garter 8:15 pm
first dance 8:20 pm
F/D dance 8:25 pm
Mother/groom dance 8:30 pm
money dance (very common these parts): 8:30 to 8:45 pm
Open Dancing 8:45 to 11:45 pm (THREE HOURS TO DANCE!!!)
Last Dance of B/G: 11:50 to 11:55pm
Last Call/Farewell Song 11:55 to 12 midnight

end of teardown: no later than 1 am

total coverage = 9 hours from 4 pm to 1 am

davidjones@a2zmobilemusic · Posted: Wed Mar 08, 2006 4:41 pm Post subject: Re: Wedding Charging Etiquette

if you include set-up and teardown it would be more like 5 - 5 1/2 hours.
anything longer would greatly increase my quote. actual dance time for most of my cliets is usually about 2 hours. i like it that way. i guess it's more the norm down here. maybe Bartman can shed some light on this.
most venues book in 4 hr incriments as well.

DJ Teddy Bear · Posted: Wed Mar 08, 2006 5:54 pm Post subject:

David Jones -

4 hours is typical for me too - if I'm hired for the reception only. Look at DJMC's schedule again. He's doing music/sound for the entire day, not just the reception.

DJMC -

Thats only an hour longer than my typical long wedding. When you do them that long, do most of the people leave before it's over, or do most stay? Are people satisfied when you're done, or is there always that one idiot offering money for 'one more song'?

The longest wedding I ever did was 6 hours: 1/2 hour as people arrive. 1/2 hour ceremony. 1 hour cocktails. 4 hour reception.

It's not that common, but every now and then I get hired for a 3 hour reception. Just the reception. When they are that short, it's because they are cutting corners everywhere. A simple appetizer or salad that is already on the table, nothing fancy for the main course, just a slice of wedding cake and coffee service for dessert. That's it. Still leaves time for all the wedding stuff and dancing.

djmc · Posted: Wed Mar 08, 2006 7:07 pm Post subject:

The last 3 hour wedding reception that I remember doing?

It was back in 1989.

djdonny · Posted: Wed Mar 08, 2006 8:00 pm Post subject:

5 hours is pretty commonplace for me (1 hr cockt / 4 hr recep), but add the possibility of a ceremony and a "Venetian" hour at the end of the reception, and I've done weddings of up to 7 hours.