Is Your DJ also a Coordinator?

How to Hire a DJ that Will Coordinate Your Event

There are a lot of reasons you need a DJ. On the low end of responsibilities is playing music everyone likes. On the more experienced and higher end of responsibilities is coordinating the event to make sure everything is running smoothly, different aspects of the party are going off without a hitch, AND everyone is listening/dancing to the music they want to hear.

Recently, we were called about DJ’ing a wedding and we were asked the usual questions: what kind of music do we play? How do we get people interested in having fun? Can the client pick what kind of music they want played or not played? What kind of equipment do we use and do we bring backups in case of malfunction?

All of those questions were answered with no hesitation and then the bride says “Do you help me with a timeline for the wedding?”…Well, OF COURSE WE DO!  We coordinate everything from the ceremony to the grand exit, and all in between.  We even coordinate with the other vendors so they know what is happening and at what time.


This sold her immediately on our services because she didn’t want the added expense of hiring a “Day of Coordinator” in additional to all the other vendors.
Big Tyme Entertainment provides “day of coordination” services with all our packages because if your DJ doesn’t know how you want things done, how can they make sure they are doing what is needed to entertain the event?

If your DJ is just there to play music, you are doing yourself a great disservice. Don’t sell yourself short on a beginning DJ. They need to know how to provide their clients with help coordinating their events. The DJ is the integral part of making sure all the activities of the party are carried out. They check to make sure other vendors are ready before they announce the different activities of the party and they keep the guests flowing through the activities and saved from boredom.

At Big Tyme, it is our pleasure to sit down with all our clients to plan out their events and activities. We have over 30 years of planning experience and use our experience to make your events successful!

So, next time you are planning an event, don’t go the cheap, inexperienced route for the DJ. Hire a DJ that has coordinating experience and knows how to read people. Our DJ’s were taught how to read a crowd and know what kind of music they want to listen or dance too. They will also make sure your party activities are flowing smoothly and everyone that wants to be involved in having fun, is.

If ever you have questions about our experience and how we can make your party better and easier to plan, just call or text us. We always offer a no obligation consultation.

“get a quote today on our coordinating DJ service” 
We look forward to entertaining you!

Stress Free Wedding Planning & Day

Stree Free Wedding Planning & Day

It seems like just yesterday you got engaged.  In six months, you are getting married and feeling a lot overwhelmed with the planning.

Here are some actionable steps you can take to lessen your stress, enjoy your engagement and the wedding planning, and prepare yourself for a stress-free wedding.

  1.  If you can, hire someone to help you with planning.  Most event coordinators will have “back pocket” vendors that can provide excellent service at affordable prices.
  2. If you can’t afford to hire a coordinator, then talk with your family and find out who absolutely LOVES planning events. They don’t have to be professionals but they do need to have a timeline, budget and your sense of style available to help you.
  3. Pick Bridesmaids that can afford your vision.  If you know your best friend is in a tough spot right now with money, maybe pick a color for the dress but let her get the dress that doesn’t break her budget. The trend on bridesmaids dresses are varied.  We have seen lots of colors and variations of dress that looked amazing at the ceremony.
  4. If you haven’t already, make a budget and stick to it.  Spending an extra $1000 on flowers is not going to make your marriage any better.
  5. Try to pay everyone off before the wedding.  We have a lot of bride/grooms that set up payment plans or set up a schedule of saving and pay us months before the wedding.  Most vendors will work with you and prefer to have at least some of the money before the date.   We have had clients pay us the day of the wedding with the money they got at the wedding.  Do you really want to be that stressed out about paying your vendors?  It WASN’T PRETTY or stress free.
  6. Make sure you are sharing the responsibility of getting everything done.  Talk it over with your soon-to-be spouse and split up the duties.  Not all brides want the “Control” factor.  Most will welcome the help.  Not all grooms want “She Makes All The Decisions” on their special day.  He wants to be involved for several reasons.  It’s his money too, it’s his day too, it’s his family too, etc.
  7. Finally, if your vendors can offer suggestions or extra services for you, listen to them.  They most likely have years in the planning/vendor business, and you have just one day to plan.  Big Tyme Entertainment has been helping with “Day Of Coordination” for at least 10 years for weddings, birthdays, reunions, and corporate events. We are always available to our clients.

I know this is a short list, but hopefully, it will help you remain calm and concentrate on the important things, like…the honeymoon.  (don’t forget the dollar dance to help pay for expenses on the honeymoon).

For more help with vendors, join our Everything Weddings SA group on Facebook.

 

Vendor Cancellation – To Help A Bride

The Big Day is fast approaching and you have everything set up with your vendors.  You have signed contracts, and paid deposits, and a list of what you are expecting your vendors to provide.

You think “You’re Set”.

Then you get an email from one of your vendors.  Not even a phone call; an email. They are going out of business and there is no way they can pay you back your deposit.  WHAT?!?!  Your wedding is in two months.  NOW WHAT?!

You scramble around looking for a new DJ or a photographer.  You ask all your friends, even your pseudo friends on facebook if they know of a good vendor to help you out.  You comb the websites looking for a suitable replacement.  You don’t have any more money to pay any deposits so you are pleading with the vendors to help you with waiving the deposits.

It’s a harsh reality.  This type of situation happens every day.

Here are the steps to help make this situation less stressful.

  1. Wedding Insurance – Get a “wedding insurance” policy as soon as you have everything set in contract so if something like the above scenario does happen, you will still be reimbursed your deposits. There are several reputable companies that offer wedding and event insurance. Just search the internet.
  2. Get Referrals – You have already asked all your friends for referrals. Check the vendor’s credentials and ask them if they will work with you on the deposit (if it’s a substantial amount of money).  A lot of vendors have “heart” and will work with you because seeing a stressed out bride is the worst thing in the wedding industry.
  3. Hire An Attorney – Finally, after you have contracts with the new vendors, it’s time to dig out the old contracts and seek legal counsel. Yes, that’s right, GET AN ATTORNEY.  ;,kk,mmmmmYou may not get much as far as compensation, but a judgment on the company and its owners will make it impossible for them to get business funding and start a new business (at least for few years).

For those that booked with Wedding Shoppe and lost out on a DJ, Big Tyme Entertainment is working with brides on the deposits when contracts are signed.  Our packages start at $450 for 5 hours of service.  For more information or a quote, please visit our website at http://www.bigtymeentertainment.com/wedding-services/

 

This aScreenshot_2015-07-15-09-59-21rticle is based off a recent event with Wedding Shoppe and their clients.  A picture of a testimony from one of their clients has been included in the post for validity.

Janine Perez is a work at home Mom and has been coordinating weddings for the last 10 years.

Big Tyme Entertainment is bonded and insured and will always use contracts to book events.

The Rehearsal: Do This To Eliminate Major Stress

When your wedding day is approaching, the last thing you want to think about is how do I get to the alter without stressing out and becoming a bridezilla?

  1. Makeshift Ceremony Site: Make sure that if you aren’t having the rehearsal at the ceremony site, that you do have a place picked that can accommodate a few chairs that can be set up with an aisle.  Here’s the trick to making sure you don’t have any embarrassing moments with your Dad/escort guiding you down the aisle.  Measure the width of your dress.  Have someone measure you and your Dad/escort standing side by side.  Make sure you have the chairs set far enough apart that the aisle will easily accommodate you, your dress and your Dad/escort.  You do not want to have to walk down the aisle by yourself because your dress is so wide it won’t let anyone else walk beside you.  Knowing you, you have already thought of this because you wanted to make sure your runner was wide enough when you ordered it.
  2. The Lineup: If you don’t have an experienced coordinator, you will need to know a few etiquette rules for your ceremony.  Remember, you usually have 45 minutes to an hour to practice the processional and recessional at your ceremony site.  You want to make sure you have the list of your bridal party put in order before you get to the rehearsal.
  3. Last To Be Seated: The Bride’s Mother is seated last. Make sure you have an Usher designated for this task.
  4. Bridal Party Lineup: If the groomsmen are already standing with the Groom and the officiate, then start the procession with your Junior Bridesmaid, followed by your other bridesmaids and ending with your Maid of Honor.  The flower girl walks just before the Bride and her Dad/Escort.  If you pair the bridal party up for the processional, then the groom and officiate should be at the alter before everything starts.  The junior bridesmaid or groomsman starts the bridal party processional, then the bridal party with the Maid of Honor and Best man just before the flower girl and the ring bearer. Finally, the bride and her Dad/Escort will come in, hopefully, to their own music and everyone will be queued to stand in honor of the Bride.
  5. Recessional: On the recessional (after the announcement of “Mr. & Mrs.”), the best man and maid of honor follow the new married couple, the rest of the bridal party matches up and then the last maid and groomsman gather up the flower girl and ring bearer to finish the recessional. The Bride’s parents are first after the bridal party to leave the ceremony site, followed by the Groom’s parents.  Make sure that any unescorted parents are taken care of for the recessional by an usher or another relative.
  6. Music:  If you are having a DJ play the music at the ceremony, see if they will provide either a CD to be played at the rehearsal, or if they can attend the rehearsal to play the music that everyone will be walking too.  You want people to know which song will be playing when they are walking.
  7. Rehearsal refreshments: If you are planning a lunch or dinner for your bridal party, now is the time to acknowledge the people who volunteered to help make your special day come true.  If you have gifts for your bridal party, bring those to the rehearsal.  If your officiate, wedding coordinator or DJ is at the rehearsal, make sure they are invited to the lunch/dinner.  Even though you are paying them, they put in so much more time than you see just to make sure your day is perfect.

These are some ideas on how to get through the rehearsal stress free.

If you have any questions, you are welcome to contact us at Janine@BigTymeEntertainment.ws.  Big Tyme Entertainment provides music, DJ, MC, Lighting and Video Projection in the San Antonio area.

 

 

Wedding Reception Games

Just a quick note to add fun things to your reception.
Not everyone is interested in dancing to your favorite band or DJ. And, we all know you want to make it fun for everyone in attendance. Why not incorporate some games that benefit you and them?
Here’s a quick list to get your ideas flowing:
1. Shoe Game – Sort of like the Newlywed Game. Questions asked and the bride or groom are the best fit for the answer.
2. Anniversary Dance – all married couples start out dancing, eliminate by number of years married, and the last couple on the floor gives the Bride & Groom advice for many happy years.
3. Interactive table games – I Spy (provide a list of pictures you want them to take and upload from their smart phones to your wedding album app – Wedsocial.com), Jenga, Anniversary Advice booklets and board games.
4. Outdoor games – horseshoes, giant jenga, washers and ring toss.
5. Finally, the old standby’s are photo booths, caricature artists, and karaoke.

For more information on where you can get some of these games or the props needed, email Janine at DJBigTymeEntertainment@gmail.com or text her at 210-900-2778.