When to Book Your Services

A friend of mine who has her own flower shop was recently asked by a client how soon he should book his services for his event.  A friend had found a DJ they liked but nine months before their wedding the DJ was already booked.  My friend wasn't sure how to answer his question.  

The answer is: book a service you like the minute you find them.  He who hesitates is indeed lost.  And start looking as soon as you decide to have an event. Some services such as bakeries or florists can do more than one event on any given day.  Most caterers and many photography companies also fit in the category.  However, any company that is owned and run by the person who will be doing the actual work probably only books one event per day and once that day is gone you are out of luck.

Ray Kroc of McDonald's fame once said, "I am not in the hamburger business.  I am in the real estate business".  You see the ground his stores stood on was the real key to his business success.  For special event vendors, we are not in the photography, video, or disc jockey business.  We are in the business of selling "days" or "time".  Once our time is gone it is gone.  

Providing Vendor Meals?

Be sure to let both the venue/caterer and the vendors know if you are providing vendor meals.  We recently worked a wedding where the photographer, event coordinator and the DJ had all been told they were included in the meal count.  However, there was not a specific seating chart for them and the venue said they knew nothing about it so they refused to feed the vendors.  I just hope that the customer didn't end up paying for meals that were never eaten.  When creating your seating plan determine where you want to have the vendors sit and then be sure to let them and the venue know. 

And did you know that you do not have to feed your vendors the same food as your guests?  Where budget is a concern but you would like to make sure your vendors(photographers, videographers, entertainment) are provided for you can often order a sandwich or less expensive meal.  Keep in mind that whatever you order for them should be easy to eat quickly and clean.  No greasy stuff that gets all over their hands.  For while they may be eating, they are still working and will often need to jump up quickly to take a photo of a special moment that can't be re-created.

On a final note, in the state of Colorado, the labor laws specify that employees shall have an uninterrupted and duty free 30 minute break after five hours of work.  If the nature of the work does not lend itself to an uninterrupted break then the employer must allow the employee to eat while working and provide compensation for the cost of the meal.  How does this affect you?  Since most of the professionals you will be working for own their business, they are very flexible on this.  Keep in mind however, that three of your vendors, the photographer, videographer, and entertainment will often be part of your day for more than five hours. Would you like to work for five, six, or more hours without a bite to eat?

August 1 Random Thoughts

     This page is kind of like a blog to I hope you will bear with me.  For everyone in general, find out if your venue typically releases tables to the buffet line.  If not, your emcee will need to do that and he/she would appreciate knowing that ahead of time.

     I love kids.  That is one of the reasons I am a Junior Achievement volunteer in our local schools.  However, they can be an accident waiting to happen.  Your entertainers will work very hard to create a safe environment for you and your guests.  Unfortunately, they can't do their job and watch children at the same time.  Please make arrangements for little ones to be watched so they are not climbing on equipment or attempting to dip their fingers into the frosting on a three tiered wedding cake.  Christmas trees and boxes are also very appealing to them and they just know that someone (them maybe?) should be opening those gifts.

     If someone from your group will be making speeches or announcements, singing, playing a guitar, or anything else where they will need a microphone please let your entertainer know that at the time you are booking the event.  Sometimes the extra equipment is already available.  Other times it may need to be added and might be an extra charge.  

     Photography:  I have a digital camera.  I love that I can look at the picture right away and take a second shot if the first is not so great.  BUT, the truth is, I am not a professional.  I have stood right next to a professional photographer and taken the same exact shot.  At least I thought it would be the same.  When compared side by side the professional photo has that spark, that something extra that makes it worth paying for.  When you are thinking you would like photos taken at your company picnic or your wedding.  Use a pro.  There really is a difference!

Centerpieces

     What could be more frustrating than trying to carry on a conversation with someone whose face you can't see?  Design your centerpieces so that they are either above or below face level.  Here is a picture to show what I mean. There are two lovely ladies on the other side of these tulips but you can hardly see them because the flowers are too tall.

Outdoor Events

     Outdoor events can be absolutely gorgeous.  And an outdoor reception can be a lot of fun.  Just remember for the comfort of you and your guests, let them know in advance that the party will be outdoors.  Even more important if it will be on lawn so that the ladies know not to wear the latest 5" heels.

     Your memories of your event should be pleasant, so make sure you have plenty of water, suntan lotion and mosquito spray available for your guests.   Because it is hard to spray your face you may also want to invest in insect repellent packets that can be carefully wiped on your face.  Finally, if guests will be bringing small children in strollers you may wish to consider having an area with netting or some netting to place over the stroller to protect the little ones.

Intellectual Property

     Unless you have a job where you push buttons all day you are using your brain.  Constantly thinking, making adjustments to the circumstances, creating.   If you have an idea or make something that generates income for you or your company you are proud of it.  And you want to be paid for it!  Imagine being a songwriter or singer.  You create a beautiful melody that everyone loves.  But, you never get paid for your creativity.  Everyone is stealing your song by recording it off YouTube.com, making a copy of their friend's CD, or file sharing without paying for it.

     Here at Solid Sound Entertainment we go out of our way to purchase the music our clients desire.  We will continue to do that.  But we ask our clients to understand the key word is purchase.  We have made a conscious decision that we will not acquire music illegally.  If you want a song we do not have and cannot buy, you are welcome to bring a copy to your event.  In addition, if you wish to have CDs made for all your guests as favors please find another entertainment company. Home made CD favors deprive singers and songwriters of payment for their work. Just as you and I deserve to be paid for our work, so do they.  Thank you for your understanding.

From The Beauty Prescription by Debra Luftman, M.D. and Eva Ritvo, M.D.

     I was browsing AOL the other day and came across this beauty tip.  Sometimes this stuff sounds kind of hokey; but, in reality our brains do believe what we tell them.

Interested in becoming 20 percent more beautiful in less than 10 seconds? Here's how. While staring in the mirror, simply tell yourself: I'm 20 percent better-looking than I think. It's true. And here's the reason. While you're just looking at your appearance, others see your charisma, intellect, kindness, -- whatever it is that makes you, you!

Tips from Tutera

     “When your guest walks into the wedding reception you have three seconds to capture their attention.  They are collectively experiencing the five senses.  They can smell the flowers, hear the music, touch the textures of the fabric, taste some great food and drinks, and they will feast on the visuals.”  – David Tutera, Celebrity event designer and host of Get Married on the Lifetime TV.

Graffiti for Parties

     Whenever I am planning a party, wedding or meeting I am always trying to think of something that will make it a little different.  And I found a company to help me do that.  They create graffiti.  It is something that you can temporarily hang on a wall or leave permanently.  They have quotes you can select from or you can have something custom designed.  You can do words only or add simple graphics.  Check them out.  Just click on the company to visit their website.  Wonderful Graffiti. They also have a special section just for weddings.  If you need banners, votives or party favors they have a new chocolate line that has some great items in it. The chocolate refers to the color but they also have chocolate food.

     If you have a great idea you would like to share with others planning a party or wedding please send it to me via email and I'll pass it along.  Just click on info@solidsoundentertainment.com at the top of this page.  Thanks - Diana