Setup and pack away times

[ppentertainments]

How long do you need to setup and pack away when doing a gig. In my terms and conditions I have to allow an hour for each, more if stairs etc. I think this is about right (with the exception of really large rigs).

Last night however I done a 19th birthday party and the venue said that they would only open up half an hour before to setup. This venue had loads of stairs and with being a 19th a lot of kit was needed. The client contacted the venue to say I would need longer but was told that 'all the other discos manage it in half an hour'. With the stairs and poor parking it took me nearly half an hour just to unload. The client was informed that I would need longer and was ok with it. I took a chance and turned up early and a cleaner let me in so it did work out ok. Also we done a race night last weekend which finished at 11 but we also had to be out by 11. Luckily this is ok for a race night but disco is different.

I know their have been a couple of similar threads but just wonder how long other dj's take to setup and if any problems have ever arose ?

[leighinstoke]

Takes me about 30 to 45 minutes to setup on my own and about 30 mins to get out. Worse when there are stairs obviously and feels like I've done a complete night before I setup, covered in sweat and worn out before I even connect a piece of kit.

Leigh....

[kilmeedyman]

All depends on the location, but takes approx 1 hour to set up and approx 40 minutes to pack down.

That said, i will always arrive earlier, if it is possible, and set up at a more leisurely pace.

[ppentertainments]

Takes me about 30 to 45 minutes to setup on my own and about 30 mins to get out. Worse when there are stairs obviously and feels like I've done a complete night before I setup, covered in sweat and worn out before I even connect a piece of kit.

Leigh....

Exactly how I feel after stairs - but why am I not a couple of stone lighter :confused: ? I don't charge extra for stairs but know a lot do. Can see the reason why.

[pulsemobiledisco]

About an hour to setup, 45 to pack down, depending on venue.

What really bugs me is venue's that expect you to be setup in 30mins flat. Usualy happens at weddings when there is a tight turnaround time on the room.

[rob1963]

Assuming the access isn't too bad, it takes me just under an hour to carry in the gear (10 trips) and set it up, and just over half an hour to pack down & carry it out to my van.

Before anyone asks, I think the set up takes longer as it involves getting everything neat & in line, tidying cables, testing & adjusting the angle of the lights, testing the 3 playout sources & mic to make sure everything is working, and going through my CDs & pulling up some of the ones I think I'll be using...

...whereas packing down simply involves unplugging all the leads, putting lids on flightcases, taking down stands & carrying everything out. I usually take about 20 minutes to pack everything down & 10 minutes to carry it out to the van. I only wish the setting up was as quick!

I also think I'm physically quicker packing down, as I want to get home as soon as possible, whereas I always arrive very early to set up, so there is not the same urgency at the beginning of the evening.

[ppentertainments]

Agree with your comments rob. Packing away is quicker than setting up. I always state an hour to set up and pack away to allow me the few minutes I normally overrun especially if its a good gig.

[Solitaire Events Ltd]

I have never found packing away to be quicker than setting up. How bizarre! It takes me anywhere from 40 mins to an hour and a half to set up, depending on access.

[PropellerHeadCase]

Anywhere from 45-90 minutes to set up and between 30 and 60 minutes to pack down. The extra time in set-up is down to careful positioning of leads, power check, system check, sound check and lights check - none of which is required at the other end of the night, for obvious reasons.

[Excalibur]

About an hour to setup, 45 to pack down, depending on venue.

What really bugs me is venue's that expect you to be setup in 30mins flat. Usualy happens at weddings when there is a tight turnaround time on the room.


Ditto


Assuming the access isn't too bad, it takes me just under an hour to carry in the gear (10 trips) and set it up, and just over half an hour to pack down & carry it out to my van.

Before anyone asks, I think the set up takes longer as it involves getting everything neat & in line, tidying cables, testing & adjusting the angle of the lights, testing the 3 playout sources & mic to make sure everything is working, and going through my CDs & pulling up some of the ones I think I'll be using...

...whereas packing down simply involves unplugging all the leads, putting lids on flightcases, taking down stands & carrying everything out. I usually take about 20 minutes to pack everything down & 10 minutes to carry it out to the van. I only wish the setting up was as quick!

I also think I'm physically quicker packing down, as I want to get home as soon as possible, whereas I always arrive very early to set up, so there is not the same urgency at the beginning of the evening.

Ditto once more.

[spin mobile disco]

Depending on access and package needed about 60 - 90 minutes to set up and about an hour to pack down. But with small rig and good access have managed it in 30 minutes before.

[Shaun]

Set-up can take between 30 and 60 minutes depending on the logistics of the venue. My contract states that I require 90 minutes...which leaves me with some headroom should anything unexpected pop up.

[DJWilson]

It takes me 30-45minutes on my own depending of stairs etc...

[djsteve10]

All depends on the show sizes that i have out,
If its a big video job then i require around 2 hours just to give me that extra time to make sure everything is running 100%.
Packing down then it takes roughly around the same but can be quicker sometimes depending who i have working with me shifting the gear to the van or trailer.

[axeman]

fastest i've set up is probably around 30 mins, but normally around 1hr. as already said set up time depends on a few factors, most already mentioned but to add to the list.....

sometimes the room shape/hight makes it difficult to set up satisfactorily.

also the Karaoke gear takes longer to set up than a straight forward disco

[flatliners]

takes me about an hour to set up and 45 to pack down its amazing the help a small trolly can b had a gig last night and there was 2 of the metal trollys used them made it easier

[Andy Westcott]

Takes me & my son about an hour to set up and tidy up ready for the start of the event. Packing away can be a bit quicker if pushed, as we then simply leave some of the gear outside the doors without packing it into the transport, in order to empty the venue ASAP.

[ross@rds]

I always take an hour to set - up , takes bout 30 mins to take down. Setting gear up it only really about 40 mins and test for about 20 mins.

[Danno13]

Assuming everything is loaded in (usually takes 10mins on level ground), then I can have music on within 5 mins, lights another 10-15mins. I think being able to setup in 30-45mins is a huge advantage, especially for wedding receptions where you've only got the time it takes to turn the room around. I'd sooner use a smaller rig and be setup ready for when guests come back in, than setup blackpool illuminations and keep everyone waiting.

I used my larger rig last night (like this - http://www.revolution-discos.co.uk/gallery/getpic/1000/27.10.07/rig_1.jpg/ but with a barell in the centre) and that look less than an hour with carrying up two sets of 5 steps. And in that time I also managed to setup a mic and reverb on the house system for the singer during the meal, as the only member of staff who knew how to set everything up was no where to be found until 5 mins before guests arrived. That was also with only a limited amount of pre-wiring as my loom is only setup for 4 lights.

[Shakermaker Promotions]

Last night I was at a hotel (not my usual resideny hotel). It was about a 50metre walk to the (wrong end) of the marquee and then another 50metres to the place where I was going to set up. Luckily I had my trolly with me so it didn't take that long....but it was sweaty (quite warm yesterday unusually).

I set up two amps, bass bins, full range and 8 lights this time round and it took me 90 mins which is pretty long for me to be honest. Taking it down is always quicker and I was paked up and away in the van in 40 minutes. Usually, I take around an hour and 20 mins packing down. It's the setting up of the lights that takes the chunk of the time.

[Jiggles]

30 mins to 1 hour to set up then about 15 mins to take down.

[Tom]

In my t&c it states that we require a minimum of 1 hour. This is there incase of stairs or some travling to the venue.

As i am not taking every light i own to every event/function setting up is getting quicker so i really say how long we take to setup. But we always try to get setup in under an hour depending on the venue.

[rob1963]

Ditto once more.

Am I dreaming, or did I see you agree with me AGAIN?

:rolleyes:

[Excalibur]

Am I dreaming, or did I see you agree with me AGAIN?

:rolleyes:

You must have been on the hard stuff Mate. As if I would ever agree with you? ;) :eek: :eek: :D :D

[rob1963]

You must have been on the hard stuff Mate. As if I would ever agree with you? ;) :eek: :eek: :D :D

:p :D

[Daryl]

It takes me about 20 mins to set up, then 10 for testing. But I dont have that much gear compared to you lot.

[Steve Hart]

Takes me around about 40 mins to set up and 30 to pack away. The thing that really bugs me is when your packing away you always get a group of people standing talking in your way, also when your carrying your equipment out there is always a load of people in your way..

[PropellerHeadCase]

Yep, people always congregate in door ways and on stairs and even after the fifth 'Excuse me, coming through, you might want to move...' they don't :bang:

[Penfold42]

Anywhere 1 and 1.5hrs.

Like to take my time and get everything in the right place.
About the same amout of time to pack down......:)

[ppentertainments]

Yep, people always congregate in door ways and on stairs and even after the fifth 'Excuse me, coming through, you might want to move...' they don't :bang:

During many gigs have seen me pack everything up, pile it all together then wait and wait and wait ........ until they have all gone. What annoys me is that once you have got through all the people you then have to unlock our van, put a piece of equipment in, then lock up again. I find it easier to wait till everyone has gone then load up. This brings me onto another grumble - the amount of time we actually spend on a gig. The 4/5/6 hours playing is not the total time spent on a gig.

[Danno13]

I know what you mean, my gig yesterday ended up being a 14 hour shift including early setting up, driving etc. Worked out at just over £10 an hour (after expenses) :(

[Solitaire Events Ltd]

I know what you mean, my gig yesterday ended up being a 14 hour shift including early setting up, driving etc. Worked out at just over £10 an hour (after expenses) :(

Charge more then you peasant. :boxer2: :D :D

[PropellerHeadCase]

This brings me onto another grumble - the amount of time we actually spend on a gig. The 4/5/6 hours playing is not the total time spent on a gig.

And this is what people who grumble about our charges fail to take into account. If a gig is on the outskirts of Auckland I can spend as much time driving, setting up packing down, and driving home as I do actually playing.

[Danno13]

Charge more then you peasant.

Yes, I should have.. I was too soft as I'd quoted to provide background music from 6pm - 8pm and then play till 12.30, but they then booked a singer for during the meal, so asked if i could setup early, but then just wait around and not have to start till 8ish. I agreed to do that instead, but got a meal whilst waiting so wasn't too bad really.

[ppentertainments]

Yes, I should have.. I was too soft as I'd quoted to provide background music from 6pm - 8pm and then play till 12.30, but they then booked a singer for during the meal, so asked if i could setup early, but then just wait around and not have to start till 8ish. I agreed to do that instead, but got a meal whilst waiting so wasn't too bad really.

Thats something I feel awkward about - last minute changes and should I charge ? A typical example is a wedding, booked months ahead, then they phone up a couple of days before the gig asking if I can set up early. As long as nothing booked for the afternoon I do it without saying anything (or charging). Do i need to toughen up or carry on keeping quiet ??:confused:

[Danno13]

I'm the same and would feel awkward too.. but I suppose at the end of the day we're a business. I was thinking of adding something in my T&Cs to say that any extensions in the time "on-site" WILL be chargeable and must be agreed in writing, just so people know from the start that they can't just try it on.

[ppentertainments]

I'm the same and would feel awkward too.. but I suppose at the end of the day we're a business. I was thinking of adding something in my T&Cs to say that any extensions in the time "on-site" WILL be chargeable and must be agreed in writing, just so people know from the start that they can't just try it on.

I have something in my T&C about if I play on after finish but for some reason feel awkward about charging for service before the gig.

[Solitaire Events Ltd]

I wouldn't feel awkward. People expect to be charged - they know people don't work for free.

[ppentertainments]

I wouldn't feel awkward. People expect to be charged - they know people don't work for free.

Disagree again !! A lot of people think they are paying you for a 4/5 hour set because that is all they see.

I also work as a photographer - mainly weddings. This seems to give me the freedom to charge what i want - not that i do - because people are purchasing something that lasts ie the photographs. DJ's however don't seem to have the same freedom. To be honest photography is easier than dj'ing in many ways yet people won't think twice about spending 100's or even 1000's on a photographer. I am not saying the public is naive, however no matter which way you look at it the disco is often the last thing thought of when organising an event

[rob1963]

Thats something I feel awkward about - last minute changes and should I charge?

That depends on what the change involves, and whether there is anything in your terms & conditions which covers it.


A typical example is a wedding, booked months ahead, then they phone up a couple of days before the gig asking if I can set up early.

My website and booking forms make it clear that there is an aditional fee of £30 for daytime setups, so I would make sure I charged the extra.

After all, that charge is there to cover the extra time & travel costs involved with a daytime set up.

[JAMdisco]

I agree that extra should be paid for early setup or inconveniant locations. I always ask if there are stairs involved and if so, up my quote by £20. The booking pack I send out then stipulates in my t&c's that an extra cost will be incurred for previously unmentioned access problems/restrictions. Normally a quick visit to the venue (if able) can sort out most issues.

If I need to submt PLI and PAT I will endevour to deliver it to the venue personally at which point I ask where they want the disco and where the power points & fire points are.

Back to the original question, I'm with most people on here, about 45 mins to comfortably set up (like an hour though) and about 30-40 mins to pack away into car. Hopefully will be a little quicker when/if I get a trolley.

[UltraBeat Entertainment]

For my normal rig it usually takes me about 1 hour to unload the van, setup and test and be ready for when the quests start to arrive and for my large rig it usually takes around 1 and a half hours to setup. on average i would say i can dismantle and load up the van in 45mins from my last song depending on everything.

I've had a few funny "run ins" due to this as just before Christmas i was doing a birthday party and was booked till 12 but at 11:30 i was told by management everyone must be out of the hall by 12. after explaining my arrangement and getting the organiser involved we agreed 11:45 finish and i could take how ever long i need to pack up.

and another was a few weeks ago where we arrived an hour before i was due to start my gig which was about 6pm and the organizer arrived about 6:30, then the guests arrived at 7pm but the venue key holder arrived at 7:15 and by the time she opened up and turned off the alarms it was 7:30 until we could get in then we were made to walk right around the building to get to the stage. got setup and music playing with in 15mins of getting everything in which was our best time ever but nightmare!!!:eek: :eek: :eek: and it was only for a 2 hour children's party!!!
the organiser was not pleased but realized that it was nothing to do with us and has even recommended us a received future booking.

[Excalibur]

I agree that extra should be paid for early setup or inconveniant locations. I always ask if there are stairs involved and if so, up my quote by £20. The booking pack I send out then stipulates in my t&c's that an extra cost will be incurred for previously unmentioned access problems/restrictions. Normally a quick visit to the venue (if able) can sort out most issues.

If I need to submt PLI and PAT I will endevour to deliver it to the venue personally at which point I ask where they want the disco and where the power points & fire points are.

Back to the original question, I'm with most people on here, about 45 mins to comfortably set up (like an hour though) and about 30-40 mins to pack away into car. Hopefully will be a little quicker when/if I get a trolley.

Pillock, I sent you links to three good ones! :p Anyway, a trolley won't be any help on Friday, ;) :D :D

[JAMdisco]

Pillock, I sent you links to three good ones! :p Anyway, a trolley won't be any help on Friday, ;) :D :D

I know but as small a purchase as it is, I don't like to rush into things. Some people might call it lazy :eek: :p

Anyhow, a trolley might help on Friday, last time I was there someone had collapsed outside having had a bit too much to drink, could cart them off on my trolley and dump them out of harms way.

[theoloyla]

I carry in and Jan wires up. Always allow an hour to set up but usually have time to spare. Get out takes about 30 minutes as a rule.
SEDA standard disco contract (as approved by the Office Of Fair Trading) provides for an extra charge to be made it the hours stated on the contract are extended.

[Solitaire Events Ltd]

Disagree again !! A lot of people think they are paying you for a 4/5 hour set because that is all they see.



In that case you need to make it clearer what you are charging them for. I have said it before and will say it again. Why don't more people treat this like the business it should be.

Why feel awkward? If they don't want to pay, then don't do what they are asking. If I employed a painter ad decorator and wanted them to do something extra, on top of what I've asked them to do, then I'd expect to pay them for it.

[Excalibur]

In that case you need to make it clearer what you are charging them for. I have said it before and will say it again. Why don't more people treat this like the business it should be. .

I guess because not everyone runs their Disco as a business first. I respect and understand your logic, but fear that the chances of what you suggest happening are slim. :(



Why feel awkward? If they don't want to pay, then don't do what they are asking. If I employed a painter ad decorator and wanted them to do something extra, on top of what I've asked them to do, then I'd expect to pay them for it.

And that is because you are viewing it from the perspective of a business, not a customer. You would not believe what they will try to get away with in the day job, ie pay up an agreed figure for a job, and then say" while you're here/ have got the equipment out can tyou just do xyz? "
I even had a next door neighbour ask if I could reach over a little further and cut his side of the hedge I was working on. The request was retracted, when I asked him to cross my palm with silver!:eek: :eek:

I cannot post my next point in a way which will not ignite a heated debate, but all I can say is that sometimes in certain areas the pot of gold is not bottomless. Let's just say that as a lot of you realise, I don't charge as much as a lot of folk on here, yet I'm just about the dearest Disco in my area!!!!!

[Steve the DJ]

My website and booking forms make it clear that there is an aditional fee of £30 for daytime setups, so I would make sure I charged the extra.

That seems very cheap, but it's your choice.

I expect to see a minimum of £25 per hour (or part thereof) for any extra time spent on site whether I am working (i.e. background etc.) or not (i.e. just required to set up early and wait).

All the time both my kit and I are standing in a hotel waiting around for a Wedding Breakfast to finish I cant be anywhere else earning money, so the client pays.

[Solitaire Events Ltd]

Then change your market and get better money.

There are people round here that don't want to pay more than £150 for a disco. Not my market.

Even if you are part time, semi pro etc etc, you can still treat this as a business.

You just said that you wouldn't cut someone's hedge for free and so you shouldn't. Why work for free? The same thing can be said about any business including this one. If people don't want to pay, then why are they asking for an extra service?

[Excalibur]

Then change your market and get better money.

There are people round here that don't want to pay more than £150 for a disco. Not my market.

Even if you are part time, semi pro etc etc, you can still treat this as a business.

You just said that you wouldn't cut someone's hedge for free and so you shouldn't. Why work for free? The same thing can be said about any business including this one. If people don't want to pay, then why are they asking for an extra service?

The answer's in the question. Because people don't want to pay, that's why they are asking for an extra service. ;) :D

[Steve the DJ]

The answer's in the question. Because people don't want to pay, that's why they are asking for an extra service. ;) :D

If you keep giving, they'll keep taking...;)

[mldiscos]

takes me about an 1hr depending on distance,access,etc etc and about 20-40mins to closedown let everything cool down and let lamps cool before packing back into my motor.

[CRAZY K]

Disagree again !! A lot of people think they are paying you for a 4/5 hour set because that is all they see.

I also work as a photographer - mainly weddings. This seems to give me the freedom to charge what i want - not that i do - because people are purchasing something that lasts ie the photographs. DJ's however don't seem to have the same freedom. To be honest photography is easier than dj'ing in many ways yet people won't think twice about spending 100's or even 1000's on a photographer. I am not saying the public is naive, however no matter which way you look at it the disco is often the last thing thought of when organising an event

Well they would be wrong about the hours involved and you need to tell them!

CRAZY K

[CRAZY K]

I know what you mean, my gig yesterday ended up being a 14 hour shift including early setting up, driving etc. Worked out at just over £10 an hour (after expenses) :(

I have just been told my next Wedding is going to be an early set up by 4.30pm and goes through to Midnight.

I charge Weddings on a full day rate ( i.e. im away from home all day and get home typically at 2am) irrespective of times so Im not too bothered when they change things--however after Midnight its definitely extra.

Time to put your rates up Danno--your giving it away on those prices.

CRAZY K

[theoloyla]

Occasionally if it is a good gig and I like the people a lot and it is not already too late and I am not knackered and the venue permits it I may do a bit extra overtime for free. Its almost like an encore but I would limit it to 15 to 20 minutes. In most cases; however, I finish on time and if the client want overtime then they are asked to pay for it. I have been caught a couple of times too where they have said they will pay and then forget or disappear. I generally have a finale to my show and it can be dificult to re-start or sometimes for my own reasons I will and do refuse to play on.

[ppentertainments]

Thanks for the advice about charging. I guess that I need to be a bit firmer and make sure everythingis covered in my booking form and t&c. You are right - other trades charge, and I am happy to pay.

Thanks again

[discomobiledj]

It normally takes me about 45 mins to an hour to set up but at then end of the evening I normally have everything down and packed within 25 minutes!

[Danno13]

Time to put your rates up Danno--your giving it away on those prices.

How do you know what I charged? The £10 odd per hour figure was based on profit (calculated using my overall margin i.e. not specific to the particular gig)... not what I charged the client.

[Charlie Brown]

Hahaha I like to take my time, Incase I get stressed,

So try to leave 2 hours, 1hour 30min is pushing it, 1 hour is asthma attack mode, 45min is 10 people help, Panic not going to be ready mode, 30min .. out of the question

LOL

im still learning :D

[HaiFai]

Usually 45mins to set up 25-35mins to break down and load van depending on venue and if I have my unpaid hired help (the missus).

On the charging extra if a client requires early set-up it is in my t & c that they will be charged from that time as my insurance does'nt cover equipment being left in a venue un supervised so I have to be there,plus I did do it once didn't charge the extra as a last minute request from bride and groom, Left equipment set up but unplugged, came in 30 mins before start of function as requested to find grooms brother blasting out music using equipment was not impressed spoilt what was really a good night in the end.

[PropellerHeadCase]

I did do it once didn't charge the extra as a last minute request from bride and groom, Left equipment set up but unplugged, came in 30 mins before start of function as requested to find grooms brother blasting out music using equipment was not impressed spoilt what was really a good night in the end.

That never happens to me for one simple reason - no-one can figure out how to turn my gear on :D

The power conditioner is tucked away out of sight and nothing else works until that is on :D

[HaiFai]

I learned from experiance on that one-never again .Which power conditioner do you use been wanting one for ages Furman iseems to be popular abit too much for me to spend at the mo though.

[CRAZY K]

How do you know what I charged? The £10 odd per hour figure was based on profit (calculated using my overall margin i.e. not specific to the particular gig)... not what I charged the client.

Well its simple--

Your out the house 14 hours-- as I am quite often for Weddings.

You make £140 after costs--thats £10 per hour profit

I have to pay our house cleaner (who has virtually no overheads and absolutely no qualifications or special skill) almost that rate :eek:

So I suggest you take the advice of someone far wiser than me--:D
and put your rates up

CRAZY K

[PropellerHeadCase]

Which power conditioner do you use

I'll have to check the face plate when I next have the stack out.

[Sam]

We can set up in about an hour and packdwon 45 - 60 minutes. - - depends a bit on the venue.
However I always try and gain access to the venue 2 hours before hand so I can be set up and have time to edit light settings etc.

[robbiedj]

Well, last night set up in 1 hour, packed up and in the car in less than 20 mins.

Mind you, there are 2 of us and we both have our own jobs. Carol will plug in extensions, speakers, mics, while I set up amp, laptop etc. Then she does the velcro and gaffa routine while I do lights.

Packing up, she unplugs, undoes gaffa/ velcro, does cables while I pack. If you have a pattern of work it takes less time. When, on the odd show, my daughter helps it takes longer as she doesn't have the practice.

[alphawave]

set up in appox 40mins but unpacking is quicker,plus i put all the gear into the trailer which i then store in a very secure place!! althou i do carry the amp and mixer in the car as its a smoother ride,does anyone else do this??

[theoloyla]

Well, last night set up in 1 hour, packed up and in the car in less than 20 mins.

Mind you, there are 2 of us and we both have our own jobs. Carol will plug in extensions, speakers, mics, while I set up amp, laptop etc. Then she does the velcro and gaffa routine while I do lights.

Packing up, she unplugs, undoes gaffa/ velcro, does cables while I pack. If you have a pattern of work it takes less time. When, on the odd show, my daughter helps it takes longer as she doesn't have the practice.
I agree. I work with my fiance Jan and we work as a team. I unload and place gear in position and she wires up. She unwires and packs away in the right order for loading and I carry it to the van.