Client meetings

[Solitaire Events Ltd]

Do you do them?

If so, do you offer a meeting to try and take the booking and then offer another pre function meeting too?

How many do you offer?

Do you charge for them?

When do you hold them?

Where do you hold them?

[Charlie Brown]

Yes, I do them and encourage it before they book. It puts there mind at rest and is good opportunity to sell yourself and justify your services. It's a lot easier to this in person than over the phone.

I won't meet them again (if I don't have to)

Again, it's easier to meet them at the venue or their home.

I've considered charging them but it falls under the whole 'wedding package'

[Shakermaker Promotions]

Do you do them? - Whenever possible, probably about 75% of the time.

If so, do you offer a meeting to try and take the booking and then offer another pre function meeting too? - I offer a pre function meeting in my quotation but not a meeting to get the booking.

How many do you offer? - Just the one initially but sometimes I have seen the customer twice before their function.

Do you charge for them? - They are included in the price.

When do you hold them? - Usually around 3 weeks before the function.

Where do you hold them? - Most of the time at the customers address but sometimes, if it's easier for both of us...at the venue.

[Vectis]

A bit retrospective, but...

Do you do them? - I insist, as a condition of accepting the booking. Where face-to-face isn't possible due to distance or availability, video chat or a teleconference to a set agenda is an option which works well

If so, do you offer a meeting to try and take the booking and then offer another pre function meeting too? - Pre-sales meeting included in the bundle; I offer additional meetings (especially if they have wedding planners or venue-provided wedding co-ordinators) at extra cost

How many do you offer? - Just the one initially but make it known that further meetings can be arranged at extra cost

Do you charge for them? - The initial meeting is included in the cost

When do you hold them? - As soon as possible following the enquiry. A recurring problem for me was that about 40% of my couples came from the mainland or abroad to marry here and as such the meeting often didn't happen until within a few days of the event

Where do you hold them? - 50% of the time at the venue, 40% of the time at one of a small handful of nice country pubs, 10% at their home

[yourdj]

Very current as thats all I seem to be doing this week (11 meetings)

How many do you offer?
as many as they want

Do you charge for them?
included in the cost

When do you hold them?
normally one before booking and one near to the day
Charlies option of once at the start of booking would mean i would completely forget them and what they want. also I would miss key things that get sorted nearer to the date, which I may not include in an email and comes out in personal conversation at the venue the "oh yes" moment.

Where do you hold them?
The venue.

[paul1404]

Do you do them? if the customer would like it then yes - tend to find women want them blokes dont care what music you play

If so, do you offer a meeting to try and take the booking and then offer another pre function meeting too? Usually to discuss music what is required on the night - booking taking over the phone before

How many do you offer? 1

Do you charge for them? no

When do you hold them? 1 -2 weeks before

Where do you hold them? clients home

[BossmanKaraokeDisco]

Do you do them? Always as it is so important to build that bond between you and your customer. Will meet to get contracts signed and deposit taken and then meet closer the time to discuss the day and order of things.

How many do you offer? Always a minimum of 2 but if the client needs more then you have more.

Do you charge for them? No as it is all part of the service.

When do you hold them? Whenever is convenient with the client, they are paying you for your service so you adhere to there schedule.

Where do you hold them? Always try and have one at the venue and the other normally at there home, I try to steer clear of having meetings at my home.

[Solitaire Events Ltd]

Interesting answers.

Some of you who offer more than one meeting must either charge a fair whack or have a very low hourly rate.

[simonp]

Do you do them?

Yes for Weddings - For any other function it would be on request

If so, do you offer a meeting to try and take the booking and then offer another pre function meeting too?

The pre-wedding consultation is offered whilst selling the booking. Only on one occasion (so far) has it been mis-interpreted, and they asked for the meeting prior to booking. They were pretty local so I didn't bother saying anything just went along and secured the booking - If I hadn't have gotten the booking from that, well that would have been 100% my fault.

How many do you offer?

Just the one.

Do you charge for them?

Included in the price

When do you hold them?

Up to a month prior to the Wedding - This normally coincides nicely with the balance due date, so if the balance hasn't already been paid my email to set a date and time for the meeting brings about a nice opportunity to remind them of the balance, and if paying by cheque I can say don't bother posting it I'll collect it at the consultation and issue them with a receipt.

Where do you hold them?

I give them the choice of their Venue or I go to their home.

[Daryll]

This works for me




Do you do them?

If so, do you offer a meeting to try and take the booking and then offer another pre function meeting too?

I try to wrap everything up in one visit


How many do you offer? As many as needed , but this also depends on distance , I have never had more than one

Do you charge for them? no , this is all built in

When do you hold them? A couple of months before if possible , saving song requests and fine details to be sent back to me two weeks before the event

Where do you hold them? At the venue if possible , but at the clients house is fine


Daryll

[Solitaire Events Ltd]

Something is confusing me Daryll.

How can you wrap everything up in one meeting? You said you hold them a couple of months before, so surely the enquiries come in before that?

A few other posts have me confused on here too.

Do people have a meeting to secure the booking and then arrange to have another one nearer the time to discuss details or do people take the booking via phone/email and then arrange a meeting?

[Mark Wild]

Do you do them?

Yes.

If so, do you offer a meeting to try and take the booking and then offer another pre function meeting too?

All my wedding consultations are with already secured clients.

How many do you offer?

One

Do you charge for them?

Free within a 30 mile radius.

When do you hold them?

Normally a few weeks before the event date.

Where do you hold them?

Their home address or on neutral ground close to where they live.


N.B I will add that the relationship on the day with the couple is enhanced 10 fold if you do hold that consultation.

[James]

Do you do them?

Yes.

If so, do you offer a meeting to try and take the booking and then offer another pre function meeting too?

Hmmmm, not really



How many do you offer?

1

Do you charge for them?

No

When do you hold them?

Whenever its conveniant for the customer

Where do you hold them?

Wherever is conveniant for the customer

[Dynamic Entertainment]

I'll just nick Marks answer as its pretty much me word for word :)


Do you do them?

Yes.

If so, do you offer a meeting to try and take the booking and then offer another pre function meeting too?

All my wedding consultations are with already secured clients.

How many do you offer?

One

Do you charge for them?

Free within a 30 mile radius.

When do you hold them?

Normally a few weeks before the event date.

Where do you hold them?

Their home address or on neutral ground close to where they live.


N.B I will add that the relationship on the day with the couple is enhanced 10 fold if you do hold that consultation.

[Daryll]

Something is confusing me Daryll.

How can you wrap everything up in one meeting? You said you hold them a couple of months before, so surely the enquiries come in before that?

A few other posts have me confused on here too.

Do people have a meeting to secure the booking and then arrange to have another one nearer the time to discuss details or do people take the booking via phone/email and then arrange a meeting?

I shall explain a little better ( I hope :D )

Let me use need a disco as an example.

Email comes to me from need a disco , if the job look ok and is not conflicting with another booking I will send a reply via email , containing base price, link to the website for add ins , uplighting etc , a little about the disco , and the line.
" If you feel that you wish to go ahead , please contact me for a meeting"

after that , if they agree , we both decide on a convenient day and time . I take contracts , song request list , not to play list and client details , and of course a large SAE.
meeting usually lasts about an hour , contracts are signed , deposit paid , and I will ask them to fill in the request list etc and return two weeks before the event.
however I reiterate to the clients that should they feel the need to have another meeting , I am happy to do that , else small changes can be done via phone and.or email.
This method my not be everyone's cup of tea , but I have never had a problem with this ( so far :D ), to date every meeting has resulted in a booking.

Cheers

Daryll

[hammy]

Do you do them?

Yes for Weddings - For any other function it would be on request

If so, do you offer a meeting to try and take the booking and then offer another pre function meeting too?

The pre-wedding consultation is offered whilst selling the booking. Only on one occasion (so far) has it been mis-interpreted, and they asked for the meeting prior to booking. They were pretty local so I didn't bother saying anything just went along and secured the booking - If I hadn't have gotten the booking from that, well that would have been 100% my fault.

How many do you offer?

Just the one.

Do you charge for them?

Included in the price

When do you hold them?

Up to a month prior to the Wedding - This normally coincides nicely with the balance due date, so if the balance hasn't already been paid my email to set a date and time for the meeting brings about a nice opportunity to remind them of the balance, and if paying by cheque I can say don't bother posting it I'll collect it at the consultation and issue them with a receipt.

Where do you hold them?

I give them the choice of their Venue or I go to their home.

Same as Simon, I know its the lazy way of answering but its the same

[Excalibur]

Well if we're all pilfering replies from each other, apart from I mail the contracts out before the meeting, I'm roughly in accordance with Daryll's method shown below.




I shall explain a little better ( I hope :D )

Let me use need a disco as an example.

Email comes to me from need a disco , if the job look ok and is not conflicting with another booking I will send a reply via email , containing base price, link to the website for add ins , uplighting etc , a little about the disco , and the line.
" If you feel that you wish to go ahead , please contact me for a meeting"

after that , if they agree , we both decide on a convenient day and time . I take contracts , song request list , not to play list and client details , and of course a large SAE.
meeting usually lasts about an hour , contracts are signed , deposit paid , and I will ask them to fill in the request list etc and return two weeks before the event.
however I reiterate to the clients that should they feel the need to have another meeting , I am happy to do that , else small changes can be done via phone and.or email.

Daryll

[marting]

Do you do them?
yes
If so, do you offer a meeting to try and take the booking and then offer another pre function meeting too?

After I have received the booking only, a lot of my enquires have been from a web page I am happy to ring to discuss any queries and answer as many e mails as required to secure the booking.

How many do you offer?

One but again happy to answer as many calls or emails prior to and after

Do you charge for them?
Included in the price for All bookings

When do you hold them?

within a month of the booking if possible

Where do you hold them?

The venue or mutual ground such as a coffee house etc

[Paul The Party Dj]

Wanted to add my 50p's worth even though it's much the same as many of the others.

Do you do them? Whenever possible.

If so, do you offer a meeting to try and take the booking and then offer another pre function meeting too? Yes, I consider the pre-booking meeting my chance to view the client and decide if I want their booking. Only ever had one pre-booking meeting that didn't convert to a booking - don't know if the marriage went ahead.

How many do you offer? Normally a pre-booking meeting and then one more, two or three weeks before the event. Sometimes it runs to 2 or 3 but I'm not worried - anything that makes my clients happy and gives me a closer understanding and builds our friendship is fine.

Do you charge for them? I'm a full-time DJ - it's all covered in my charges.

When do you hold them? Usually one before booking and one 2 or 3 weeks before the event. Usually early evening, Monday to Thursday.

Where do you hold them? The majority are held in the clients homes, some at the venues and one or two at my home.

[simonp]

I will add that the relationship on the day with the couple is enhanced 10 fold if you do hold that consultation.

Good point Mark - :agree: 100%

[DeckstarDeluxe]

Plus you can use them to get a "foot in the door with the venue" so to speak :).

I don't have a set rule for meetings. I do provide them and I don't charge for them (well never felt I had to so far).

[CRAZY K]

Do you do them?

If so, do you offer a meeting to try and take the booking and then offer another pre function meeting too?

How many do you offer?

Do you charge for them?

When do you hold them?

Where do you hold them?

Because I travel vast distances ---er no not really.

My web sites are pretty self explanatory complete with vids so people know what to expect.

For Weddings I chat over the phone/email and have not found this ever to be a problem since the advent of playlists.

Would I get more bookings if I could offer them?--not in my business.

I have done a couple for local Weddings recommended by a local Hotel--do I think it made the slightest difference ? No all I need is a playlist and any special timings.

I DO UNDERSTAND its a good selling tool for Weddings and I did one some months ago which helped clinch the business--there again I would have definitely got another booking on the date no problem.

Over rated in my opinion and I cant really see how it makes the slightest difference getting to know people before the day-- if you have a good confident telephone/ email approach they all seem delighted that im coming to run their function and excited about the prospect of a great evenings entertainment, obviously out of kilter with most of you-- nothing new there.

l my meetings are over the phone/email--so I suppose on reflection I do have meetings--they are just not face to face.

[[email protected]]

Alan's post is just about right for me (so i've borrowed it and changed a few bits to suit me :))

No, i can't remember the last time i met a client before the day of a booking, unless they bump into me at a Wedding fayre that i'm attending.

My web sites are pretty self explanatory complete with vids so people know what to expect.

For Weddings I chat over the phone/email and have not found this ever to be a problem since the advent of playlists.

Would I get more bookings if I could offered them? Probably not, I may be missing a trick, as far as selling additional services once I get in front of them, but I believe that is nothing that an e-brochure after the initial contact wouldn't do.

Over rated in my opinion and I cant really see how it makes the slightest difference getting to know people before the day-- if you have a good confident telephone/ email approach they all seem delighted that im coming to run their function and excited about the prospect of a great evenings entertainment.

l my meetings are over the phone/email--so I suppose on reflection I do have meetings--they are just not face to face.

I have set my fees at a level where I think it's a it' fair fee for the days work & a good profit margin in it, but, if i had to absorb the cost of doing the meeting as well, (bearing in mind, i have the office to run during the week and the majority of my bookings are at least 45mins to an hour away), i would have to up my fees to make it viable to do.

[yourdj]

Alan's post is just about right for me (so i've borrowed it and changed a few bits to suit me :))

No, i can't remember the last time i met a client before the day of a booking, unless they bump into me at a Wedding fayre that i'm attending.

My web sites are pretty self explanatory complete with vids so people know what to expect.

For Weddings I chat over the phone/email and have not found this ever to be a problem since the advent of playlists.

Would I get more bookings if I could offered them? Probably not, I may be missing a trick, as far as selling additional services once I get in front of them, but I believe that is nothing that an e-brochure after the initial contact wouldn't do.

Over rated in my opinion and I cant really see how it makes the slightest difference getting to know people before the day-- if you have a good confident telephone/ email approach they all seem delighted that im coming to run their function and excited about the prospect of a great evenings entertainment.

l my meetings are over the phone/email--so I suppose on reflection I do have meetings--they are just not face to face.

I have set my fees at a level where I think it's a it' fair fee for the days work & a good profit margin in it, but, if i had to absorb the cost of doing the meeting as well, (bearing in mind, i have the office to run during the week and the majority of my bookings are at least 45mins to an hour away), i would have to up my fees to make it viable to do.

As a larger scale multiop then thats understandable. Its not all about meetings and playlists as soom people just want a DJ and trust the supplier.

The reason I try to make my promotion as real as possible as some clients do not require a booking consultation and like to book without the hassle of going to the venue and drinking copious amounts of complimentary coffee. :D

I suppose it depends on the market and what kind of client you want :)

I like the hands on stuff for me and event some of my other DJ's as most of the events are not too far from me and i thrive on mixing with different folk. Beats being a car clamping agency :lol: all the money I make is connected to positivity.

[funkymook]

I meet most of my clients before their function.

I'll offer a no obligation meeting for most enquiries before they book me (depending of distance), and as many meetings after that's needed, never been more than a couple for any client so far though. Most have given a deposit before any meeting, and only a few have taken up he pre-booking meeting (and they booked).

I'm happy for them to come to me (if they don't mind the dogs), or I'll go to them, or meet at the venue itself.

I'll also try to visit any venue I haven't played at before (again sensible distance only) to check out the route, room, power supply, load-in etc. and meet the wedding planner/manager.

Apart from the meetings there are usually a fair few emails between us listing artists and tunes so they can 'Yes' or 'No' them, to narrow down the music for the night.

All in all a fair bit of preparation for each gig, and I enjoy that side of it, I really couldn't work any other way, that's just the way I am I suppose.

But it is factored into my prices and I keep track of average hours and mileage and review it every so often.

[yourdj]

or meet at the venue itself.

I do think that is the best bet as your in situ (so can go over things on site) and on neutral territory as such. :)