No, this is not another attack from a DJ against any and all who use an iPod for their wedding, holiday party or private event. No, this is a discussion on those who tend to micro-manage professional DJ's.
What do I mean by this? Okay, let me give you an example.
Recently I had a corporate event that was booked at the last minute. And when I mean last minute I mean two weeks prior to the date instead of two months to a year. As always, to create a greater chance of success, I wanted to put in place the client's music profile prior to the date. This meant speaking with the client quickly and going through my process of getting to know them. I made my calls and left several messages but none of which were ever returned. This in itself is frustrating, especially since I have very little time to prepare. Now, I have performed at countless corporate events and holiday parties during my professional career so I have multiple music sets and programs to reference once I have a sense of what the client desires and a basic understanding of what the timeline and the crowd may dictate.
This is not a full proof plan, however, with nothing to go on, this was the plan!
I arrived to the venue (which shall remain anonymous) the night of the event two hours prior to the start time because it is always better to be early than to arrive late. I also was looking to get set up quickly, find the event planner and gain some needed insight on the evening's itinerary. I walked in, found the planner in charge and began the set up. Once I was set and after quick introductions and thanking them for securing my services, I asked would it be possible to ask a few questions about the evening. The planner said sure and at this time I proceeded to ask the following:
1 - Do you have an extra copy of the timeline for tonight?
2 - What is the crowd like?
3 - What are they looking for in terms of the cocktail hour?
4 - Is there a presentation of any awards?
5 - Are they looking to dance throughout the evening?
6 - What are some of the artists and/or music titles that they desire?
I received the following answers:
1 - There is no timeline
2 - They are a corporate crowd
3 - Cocktail hour is basically for the entire evening as we have it set up like a lounge
4 - There aren't any awards but a quick thank you by the CEO
5 - They don't dance
6 - They like stuff that is upbeat, and please play some Christmas music to start
Now, with there being no timeline and receiving a statement as generic and vague that they are a corporate crowd, I had just as much to go on as I did before I arrived which was nothing and a boat load of assumptions. Without a timeline and an open area that is going to be a cocktail hour theme for four hours, there is so much that leaves very little to the imagination. Also, remember the planner said................They also don't dance?!?!?
Wow!
Now, I am really stuck on who they are, what they want and how to approach the matter. Therefore, I stated to the planner, "Can I make a suggestion, let's just start off with some Jazzy Christmas tunes as they walk in? I will begin with some artists like Marsalis, Krall, Connick and work my way into some Otis Redding along with some Motown and within an hour or so, I will slowly transition into some top 40 and various other hits? We will see how this goes for the first forty five minutes and they we will huddle up to see where we are?" She liked that idea and so we confirmed that as the game plan.
Once set up I began as planned and people began to trickle into this very large open venue slowly and steadily. That being said, my plan to progress at such a rate is considered to be proper protocol and etiquette by any entertainer without a music profile of the client. Why? Because it is always best to start slow and generic with music that is bright and low than to overwhelm and offend as party goers come through the door. People were dressed both formally and semi-formally so initially this seemed to be the best approach. I did notice that many of those coming in were probably in their 50's and many appeared to be of the executive branch of the company. They were smiling, content and I received several nods of gratitude and a few, "I really like this music".
Now, let's ignore all of this and look at what was happening concurrently. An assistant of the planner comes up to me, no more than eight minutes into my playing, and states to me, "can you make it a little more peppy, come on, get it going!" I was immediately offended because I confirmed a game plan with the planner no more than hour prior and the evening was just beginning so I quickly go into Diva DJ mode. "Excuse me, can I asked you who said this?" The assistant says "the client". Now, the assistant is acting on the behest of the planner who got a statement from the client to make an immediate adjustment. Instead of the planner stating to the client our game plan, panic sets in and I immediately become the escape goat. Never mind the fact that there is no music profile and the client or the planner never returned my calls. That being said, the next thing that comes out of my mouth to the assistant is "please do not micro-manage me, the evening has just begun and the planner and I have a plan. A plan that I am currently following. Let's give it a chance because we are expecting a crowd of 500 and I am estimating there are less than forty who are currently here?". The assistant became offended. Who could blame her? Who am I but a professional, talented DJ with more years of experience than she has years living? She quickly replies, "well, if the client states something else to me, then I am just going to have to come back over".
Now, we are at a point of conflict.
My reply was subtle and direct, "if that is the case, then I am more than happy to refund my time and leave immediately. I am doing my job as asked and demands to make me change ten minutes in to the event contradicts what I discussed with your boss, thus making it impossible to do my job. I am a DJ, not an iPod".
I heard nothing else from the assistant the for the rest of the evening.
Event planners have a very difficult job. I don't envy them what so ever. They have to deal with clients who can make incredible demands and in doing so, the planner has to be calm cool and collective or else they will be considered the "bad guy". As a vendor, I have to make the planner look good at all times. I have found that the best way in doing such is by proper communication and keeping an open mind. I always want to know how an event planner works and what can I do to make their job easier. In this situation, my objective was such, however, the planner was consumed with demands from a client that had little understanding on what was needed to entertain their guests throughout the evening. The only thing they had were assumptions. They assumed that the client would know what they meant by peppy and bright and that I would know that and be able to immediately translate it for the evening.
The client also did not know their co-workers and what they wanted.
I did forget to mention that not only were there people in their 50's, but 20's, 30's, 40's, etc. It was a very diversified crowd and, from judging by the rest of the evening, many of them were only there because they had to be and there are so many groups within a group that I felt like I was back in high school.
When I see this, it only validates my approach on speaking with the client and talking in depth about the expectations of the evening. Top event planners get this, in fact, they all insist on it, because they know that those entertainers who know what they are doing, and who have a impeccable reputation, want to make their clients happy. They also know that standing over us throughout the event, never works and it is a solid recipe for failure. What DJ's do in preparing for an event (asking questions, going over artists and music titles, putting together an itinerary with the planner, etc.) insures success for the evening based on the clients needs and desires.
Dictating to a DJ and telling them to make it peppy and bright or "let's get this party going" is not the answer. When your entertainer asks, "can we meet" or "is it possible to have a conference call", then oblige. You hired them because of their reputation. I can assure you that they will be happy that you did and your event will be an absolute success.
Please remember, we are DJ's, not iPods.
