Weather backup

[Solitaire Events Ltd]

I am getting married on 17 Dec 11 and holding a reception in xxxxxx; I have booked a band for the event who are travelling a long way. Given the weather we had last year, I am concerned that should the snowfall be repeated, we will be left without entertainment. I appreciate this will be a busy time of year for you, but i was wondering whether i could pay a deposit to hold the service of a DJ for that night, who would only need to come and play should weather prevent the band from making the journey?

If possible, what amount would be acceptable under these arrangements?

What would you do? Would you be interested? What would you charge?

[Danno13]

Do you keep a backup DJ on standby anyway and do you pay them?

[Solitaire Events Ltd]

It's not my enquiry - I was just interested to know what others do.

[Vectis]

Why not offer to put a DJ in on the night to 'fill in' around the band - play background music, keep the party going inbetween sets and possibly finish off the night, for normal rate (or maybe a tiny discount).

Then, agree an extra charge if he/she's needed in place of the band.

On the basis that if the band's going to struggle to get there, then so might the DJ even if travelling a short distance it could still be hard.

They've already expressed their biggest fear; capitalise on it :)

[Danno13]

I see. Well if I were paying a DJ to be on standby anyway, then I'd just charge them what I would be paying them. If I wasn't it would be normal terms really, as you're bound to turn away work for such a prime date.

[DeckstarDeluxe]

Indeed, full fee or nothing.

[Solitaire Events Ltd]

Indeed, full fee or nothing.

And if they rang you a couple of nights before and you weren't working?

[DeckstarDeluxe]

I would still stick to my full fee or nothing policy.

To be fair I would be worried if I hadn't filled such a prime date until a few days beforehand but my services are priced at a very fair level for quality of service and performance so see no need to discount.

[Mark Wild]

I'd charge a full fee, as I wouldn't really know until the last minute whether or not my services would be required, therefore blocking any other availability for that date. If my services weren't required, then bonus for me I suppose.


And if they rang you a couple of nights before and you weren't working?

I'd be happy to take half my fee up front and the other half if I was actually needed I reckon, happy days either way.


I would still stick to my full fee or nothing policy.

To be fair I would be worried if I hadn't filled such a prime date until a few days beforehand but my services are priced at a very fair level for quality of service and performance so see no need to discount.

All that networking is beginning to make you incomprehensible lol

[DeckstarDeluxe]

All that networking is beginning to make you incomprehensible lol

Maybe, but I'm worth it :D

[Solitaire Events Ltd]

I would still stick to my full fee or nothing policy.

To be fair I would be worried if I hadn't filled such a prime date until a few days beforehand but my services are priced at a very fair level for quality of service and performance so see no need to discount.

We're not taking about quality of service or even if you'd filled the date!

Neil, you really sound like you are talking from a DJ manual sometimes! :D

Not a bad thing I suppose, but not everything is always as black and white as you make out.

What happens if you got a cancellation and the call came? You'd already been paid for your other job, would you then not take the deposit to be on stand by?

[Paul The Party Dj]

I think the solution Vectis suggested is the only workable solution. They either want to pay to cover this possible threat or they don't.

Because we don't know more about the venue / the band etc. it's difficult to be sure, but if they are booking a band to travel from out of the area they are probably spending quite a bit. Also, surely it should be the bands responsibility to make sure they make it or have an acceptable replacement in place.

Plus, it's the last Saturday before Christmas so how many good DJ's would be available (besides me - yes I'm still waiting for confirmation on that date!)

I'm interested to hear what are you thinking Darren?

[DeckstarDeluxe]

No but thats the very reason I don't do discount :)

Its not something I've picked up from a manual either, I have done the discount thing before and I just don't think its the way I want to run my business.

If the cancellation was made in a time period I would get full fee and I had it in writing it still wouldn't change my quote.

In regards to your last question I don't see why you would go to the trouble of being on stand by so you can't arrange to do anything else for the sake of a deposit fee.

I'm not a multi op but if I was and I had a DJ on my books that would of been happy with this arrangement then that makes it slightly different.

[Shakermaker Promotions]

If I were in the same position and had someone available that could be on stand by then I would take a booking fee from the customer as usual to cover the DJ if the gig didn't happen because the band were able to get there.

I would quote a full price but make it clear that if the DJ was not required, it would be just the booking fee that was payable.

[Vectis]

You have to liken it to any other insurance policy.

You don't get an advance discount for not making a claim.

You don't get it cheaper because you think there's a good chance you might not need it.

You either want a dedicated DJ available to cover your function or you don't.

[funkymook]

The sheer logistics could make it unworkable - what if they don't get the call from the band until the last minute? Then you have a very short timescale to get there and set-up (and that's not taking into account the weather the DJ may have to deal with).

I'd advise them to have the DJ onsite and ready to play rather than sitting at home waiting for a call. No discount as it's a night that could be booked by another client.

If they wanted to sort the music out themselves possibly offer a dry hire, cheaper than a DJ, but obviously not ideal having an iPod wedding, but better than nothing at all.

And I wouldn't tell the band about any Plan B's - if they know it's covered they'll have less motivation to get there!

[JAMdisco]

I have to agree with Vectis, I would also charge full fee (as it happens I'm already working that night). Like has been said, most 'decent' DJ's will have that night booked anyway.

If I was free, I could maybe do it for a little less than normal as some work is better than no work. I would also suggest (also as Vectis suggested) to have a DJ to work around the band...

[Kernow]

Is it not possible to get a reasonably reliable 5 day weather forecast that would give a good advance indication of the potential situation on the day ?
Surely that should be considered before actually having someone in-situ ?

I would think that rather more than a NRBF would be required to be on standby, the suggestion of 50% with the balance payable if services are required sounds about right :)

[funkymook]

Is it not possible to get a reasonably reliable 5 day weather forecast that would give a good advance indication of the potential situation on the day ?
Surely that should be considered before actually having someone in-situ ?

I would think that rather more than a NRBF would be required to be on standby, the suggestion of 50% with the balance payable if services are required sounds about right :)

But once you agree to it you're preventing yourself taking any other full paid bookings - and they'll probably want to confirm that deal asap so they know it's covered, if they leave it nearer the time there's no guarantee you'll still be available.

But if someone is happy with that arrangement then that's the only thing that matters really.

[surround sounds]

For me it would have to be a full fee

[Vectis]

I would think that rather more than a NRBF would be required to be on standby, the suggestion of 50% with the balance payable if services are required sounds about right :)


"Hello, Direct Line"

"Hi... I just ran a quote for car insurance on your website and it's showing £500. How about I pay you £250 now, then should I need to make a claim I'll pay you the other £250 then?"

"Click - Brrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr"

[Solitaire Events Ltd]

"Hello, Direct Line"

"Hi... I just ran a quote for car insurance on your website and it's showing £500. How about I pay you £250 now, then should I need to make a claim I'll pay you the other £250 then?"

"Click - Brrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr"

Yes, but you could say that some insurance companies pay back a certain amount if you don't claim.

[Mark Wild]

Some people have a very rigid business mind I feel, but each to their own I suppose.

[Solitaire Events Ltd]

Some people have a very rigid business mind I feel, but each to their own I suppose.

Indeed.

One thing that I have learned over the last few years, is that you have to be flexible in business.

[soundtracker]

Indeed.

One thing that I have learned over the last few years, is that you have to be flexible in business.

Yes I totally agree, intransigence gets you nowhere, especially if you are trying to build your business through referrals.

[Pink Elephant]

I would suggest as others have of putting in the DJ for the normal fee and possibly putting in the equipment in the morning so all he has to do is walk if it does as last year!!

Then she has a back up plan already there should the worst happen.

It is good to see that some customers do think ahead.

[Mark Wild]

intransigence gets you nowhere, especially if you are trying to build your business through referrals.

100 %

[Steve the DJ]

I usually end up working for less than my "normal" fee in December because I am doing multiple dates for various agencies (and let's face it, Xmas Parties are not exactly brain surgery), so if I am brutally honest I would agree to be on call for what I would expect to earn for a normal Xmas Party (more than a deposit but less than my normal fee), which is what I would usually be doing on that date.

I would then arrive at the venue as planned and only leave once the band had arrived and sound checked, keeping the agreed retainer. If the band didn't arrive I would set up and play accordingly, charging the difference between what I had already received and my usual fee.

To me that is the fairest solution on all parties and I have based it on receiving that enquiry directly. If it came through an agent we could work something out.

So for example, if I normally did Xmas Parties for say £250, then that would be the retainer I charged. If the band arrived then I would keep that and go home. If they didn't I would stay and play charging my usual fee less the £250 retainer.

Worst case I get what I would normally that night but the client has piece of mind and has paid more than a deposit but less than the full fee for a DJ.

[JAMdisco]

So for example, if I normally did Xmas Parties for say £250, then that would be the retainer I charged. If the band arrived then I would keep that and go home. If they didn't I would stay and play charging my usual fee less the £250 retainer.

Not sure I understand that - is it just me? :confused:

[Steve the DJ]

Not sure I understand that - is it just me? :confused:

Let's say my "normal" fee is between £350 and £400.

The 17th December I would normally be booked for an Xmas Party at around £250.

I am happy to be on call for a customer for £250 as that is what I would expect to earn that night through an agent.

If the band turns up I have an early night and haven't lost out financially.

If they don't turn up I charge my "normal" fee less the £250 retainer. The reason I charge the client my full normal fee is because she isn't booking me for 18 nights solid and therefore doesn't get the discount an agent would.

The client just gets charged exactly what she would if she had booked me directly that night.

Is that clearer?

[JAMdisco]

yes that makes it clearer, it was just the fact that you said originally : "if I normally did Xmas Parties for say £250" - I was assuming that was your 'normal' fee...

... I guess I should never assume as you know what it makes out of 'u' and 'me' :D

[Steve the DJ]

Cool. ;)

Obviously the actual figures can differ depending on numerous things but you get my point, charge at least what you would expect to get that night.

[soundtracker]

Cool. ;)

Obviously the actual figures can differ depending on numerous things but you get my point, charge at least what you would expect to get that night.

Yeah, nice one Steve:)

[CRAZY K]

What would you do? Would you be interested? What would you charge?

You wont be doing anyone favours on pricing at that time of year.

Full fee if you can make it yourself.

If he is worried about snow and ice,which is understandable after last year why book a Band with a long distance to travel:daft:

Book a local one then you dont need back up:

[jamesh]

Why not offer to put a DJ in on the night to 'fill in' around the band - play background music, keep the party going inbetween sets and possibly finish off the night, for normal rate (or maybe a tiny discount).

Then, agree an extra charge if he/she's needed in place of the band.

On the basis that if the band's going to struggle to get there, then so might the DJ even if travelling a short distance it could still be hard.



I'd personally take this option too as it's win, win, win all round. I'd probably offer a bit of a discount as well but have it contracted that should the band not make it for any reason that the discount payment is due on the night to top it up to the full DJ service.

At the end of the day with this solution the Client gets the peace of mind that should the band not be able to make it there is a DJ booked in place PLUS they get a value added service to their special event as the DJ can really compliment the band and cater for a larger variety of music. The band win as they get someone to hopefully keep the atmosphere and crowds on the dancefloor between sets rather than just an ipod or cd and the DJ wins as he's got a booking and an easy one at that (well in terms of hours playing anyway!)

[JTRS]

In my opinion the date here is very salient.

December 17th is right in the middle of busy season, so if I had taken that enquiry I would have explained to them that to keep a DJ on 'stand-by' would mean turning another full fee paying customer down and simply because of that it would be full fee or nothing, however, I would offer to turn up at the venue so I would be there if required and also offer to 'fill in' around and after the band. I'd also explain to the customer that if the date was the middle of January (when it's not so busy) that I would have done it for 50% of usual fee if I was purely on stand-by and not required to be at the venue or 'fill in'.

JTRS

[diydisco]

it seems odd to book a band that has to travel so far if you have such real fears of this happening. Ive always wondered, if the weather was so bad that the Band couldnt make it, would the party even go ahead? I had 3 gigs which i didnt even have to attend last Christmas because the hosts had cancelled the party as the guests couldnt attend (fully paid, but i offered a discount for the rescheduled date in January)

[Solitaire Events Ltd]

In my opinion the date here is very salient.



It wasn't meant to be -I was just interested what people would be generally.

[Leicester Ben]

I would defo charge full fee on this, its a no brainer surely??

The DJ cant do anything / plan anything untill the event has started and the band is there so surely the DJ needs payment in full, its what my guys would demand on such a prime night.

If it was a Tuesday in June then yeah it would be slightly different.

[funkymook]

If he is worried about snow and ice,which is understandable after last year why book a Band with a long distance to travel:daft:

Book a local one then you dont need back up:

Of course, such a simple solution, because like DJ's they're all the same aren't they :daft:

[Kernow]

"Hello, Direct Line"

"Hi... I just ran a quote for car insurance on your website and it's showing £500. How about I pay you £250 now, then should I need to make a claim I'll pay you the other £250 then?"

"Click - Brrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr"

But this isn't insurance :confused: , in which those who make claims are subsidised and funded by those who don't :(. It would also need licencing by the FSA :eek:. It's a retention fee !

A better comparison woul be "Can I please pay a premium of £2.5 million for my £5m PLI cover ?....... OUCH !! can you also cover the loss of my hand which you have just removed ?" ;) :D :D